In this unit, you will learn how to manage documents within SapphireOne. This process includes attaching, updating, and organising documents to ensure that all necessary information is easily accessible and well-maintained. The steps are as follows:
- Navigate to Workbook > General > Documents.
- Ensure the corresponding record has an assigned ID.
- Drag and drop the document (PDF, spreadsheet, photo, etc.) into the designated area or use the Add button to select a document from your local computer or device.
- Do One of the following:
- Open a Document – Select the document from the list and click the Open button to view it.
- Update a Document – Select the document from the list and click the Update button to import a new version while maintaining links to any associated transactions.
- Scan a Document – Click the Scan button to access a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
- Save a Document – Select the document from the list and click the Save button to store any changes.
- Link a Document – Select the document and click the Link Document button to link it to other transactions in the data file. A popup will appear for user selection.
- Delete a Document – Select the document from the list and click the Delete button to remove it.
- Add Details – In the Details area, add a custom name, description, and tags to each document for easy search and location.
- Track Modifications – Use the Last Modified and History areas to track changes made to the document, including the date, time, and user who made the changes.
- Manage Links – Use the Links area to record links to other places where the document has been attached. Add or remove links using the (+) and (-) buttons.
- Add Notes – Use the Notes area to add any relevant notes related to the document. Click the green clock button to add a date/time stamp.
For more detailed information, refer to the Workbook > General > Documents article.