Manage Documents

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:

  1. Navigate to Workbook > General > Documents.
  2. Ensure the corresponding record has an assigned ID.
  3. 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.
  4. 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.

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