Contacts - Powerful Integrated Contact Relationship Management (CRM)

Contacts Overview

SapphireOne incorporates full-featured Contact Relationship Management (CRM) that diligently monitors all interactions across Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook. It maintains a comprehensive history of all contacts throughout the entire duration of your data file.

The CRM functionality in SapphireOne is specifically designed to efficiently track and manage interactions with various contacts, including Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, Workbooks, and all contacts. Users can easily record and log various communication activities, such as emails, phone calls, meetings, notes, and actions associated with each contact.

By leveraging SapphireOne CRM, your organisation gains a deeper understanding of past, present, and potential Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees and Workbook leading to analysis of Client buying behavior improved relationship management and customer retention. For example, through analysis of Client buying behavior, an organisation may identify that its Vendor base has not recently supplied a particular SKU inventory.

SapphireOne’s CRM is seamlessly integrated into every aspect of the SapphireOne application, providing users with a powerful tool to manage and organise contact details for Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook data. The CRM module efficiently gathers data from various communication channels, which can include the organisations website and the integrated SapphireOne Softphone which records all outgoing and incoming telephone calls associated with a contact, ensuring a comprehensive interaction history.

The CRM module also manages emails, and it can be integrated with external tools like Mailchimp for monitoring email campaigns deployed to contacts. It tracks when emails are sent, opened, and how many times they are opened. Additionally, all interactions with contacts are automatically recorded, streamlining communication tracking and simplifying follow-up processes.

Users have the convenience of adding actions to contacts, which are automatically populated within the SapphireOne calendar. This feature ensures that important actions and follow-ups are never missed, enhancing productivity and time management.

SapphireOne CRM allows users to attach an unlimited number of documents and digital assets to each contact. Whether it’s contracts, proposals, or multimedia files, this capability ensures all relevant information is readily accessible and organised, making collaboration and decision-making more efficient.

Benefits of the SapphireOne CRM

SapphireOne CRM delivers enhanced daily support to both Clients and Vendors by providing real-time information, enabling timely decision-making. The core benefits of SapphireOne CRM encompass centralised data management, offering a comprehensive view of contacts, fostering improved customer relationships, facilitating data-driven decision-making, streamlining marketing efforts, and optimising sales and purchasing processes. Below are the eight core benefits of SapphireOne CRM:

1. Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
2. Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
3. Improved Customer Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
4. Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
5. Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
6. Optimised Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
7. Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
8. Seamless Integration – The CRM is fully integrated across all company departments within a single data file, facilitating smooth collaboration and information sharing.

Understanding Contact Types

In SapphireOne CRM, contacts are organised into various tables, including Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, and Vendor Multiple Address. Despite being stored in distinct tables, all contacts can be accessed centrally through Workbook > General > Contacts. Each contact within this workbook is associated with a specific table where it is stored.

When a user creates a unique contact within the Contacts area of a specific record, be it Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, or Vendor Multiple Address, that contact is permanently integrated into the corresponding record in its respective table. This ensures that all relevant information is systematically organised and easily retrievable.

Key Differences in Accessing and Creating Contacts

When accessing the Details Page from a Client or Vendor Inquiry in SapphireOne, the CRM Contacts area will exclusively display contacts associated with the selected Client or Vendor. In contrast, accessing SapphireOne CRM Contacts via Workbook Mode or the Inquiry Palette provides a comprehensive list of all contacts within SapphireOne, as illustrated in the accompanying screenshot.

These distinctions are particularly evident when creating a new SapphireOne CRM contact. In Workbook Mode or from the Inquiry Palette, most data entry fields will be blank, requiring manual input. Conversely, when creating a new contact from a Client or Vendor Inquiry, certain data entry fields are automatically pre-filled. This includes fields that may not be immediately apparent to the user, such as those linking to the Client, Vendor, or Address within the Lookup Details area.

When accessing contacts from Workbook Mode or the Inquiry Palette, all active contacts within SapphireOne are displayed, ensuring a complete overview of available contacts, as depicted in the screenshot below.

When accessing contacts from Workbook Mode or the Inquiry Palette in SapphireOne, the main toolbar provides the following functionalities:

• Viewing and Modifying Contacts – Users can highlight a contact and choose the ‘Look’ , ‘Modify’ , or ‘New’ button options from the toolbar to view or edit contact details. To ensure any changes are retained, the ‘Save’ button should be utilised.
• Deleting Contacts – To remove a contact, users can highlight the desired contact and click the ‘Delete’ button on the main toolbar. Alternatively, the ‘Minus’ button within a table can be used to achieve the same outcome.
• Creating New Contacts – To add a new contact, users can select the ‘Add’ button on the main toolbar. Alternatively, the ‘Plus’ button within a table can be used to create a new contact in the same manner.

All SapphireOne CRM contacts associated with any function, such as Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Addresses, and Vendor Multiple Addresses, are assigned a contact number. The Find dialog can be accessed by selecting Options > Find. If a name, such as ‘Ken,’ is entered in the relevant find field, a search can be performed using either the contact number 000095 or the name ‘Ken.’ In both cases, SapphireOne will find the same contact.

When the list of contacts is displayed on the screen, there is a Sapphire tool called ‘Toggle Active’ available within the Sapphire Tools menu. This tool can be used to toggle the Active checkbox, seen above, to either checked or unchecked. If the checkbox is unchecked, the contact will be considered inactive. This tool applies to all contacts in the list on the screen, not just the highlighted ones.

Contacts Details Page

The Contacts Details Page provides comprehensive information fields and functionalities essential for the effective management of a client record. As detailed earlier in the Key Differences section of this article, the available functionalities may vary depending on the context in which the contact is accessed. Below, you will find a description of all possible functionalities:

Contact Area

The Contacts Area in the contact details screen includes the following fields and functions:

• ID – SapphireOne automatically assigns a number to the first contact in the respective client list for Clients or Vendors. To use a different contact, enter ‘@’ or ‘?’ to display a list of all contacts for that Client or Vendor, then select the appropriate contact. The Contact field links with the Lookup field below it.
• Mailout – Select this checkbox for contact to receive mail outs.
• Active – This checkbox will automatically select for a new contact. Deselect to make inactive.
• Paperclip – Link documents to a specific contact within Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, or Vendor Multiple Address records.
• Name – Enter the first name and surname of the contact.
• Position – A user-created dropdown menu.
• Look Up – Enter an entry in this field for any SapphireOne CRM contact created in the Address Page of a Clients, Vendors, Job Projects, Assets, Employees, etc., to display it in the first column of the list when changing the address in a transaction. The list displays data entered into the Lookup field in the first column, followed by the address in the second column.
• Area – A user-created dropdown menu.
• Code – This data entry field can be manually set and used for extra reporting, such as the area the contact works in (e.g. Admin, Sales).
• Company – Populated from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
• Company Code –
• Salutation – Select the correct salutation from the available options.
• Date of Birth – Enter the contacts date of birth
• Class – Assign a class to this contact to the contact. Populated from from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
• Link – Populated from from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
• Gender – The contacts gender.
• Rep – Populated from from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
• Order – An entry in this field is required to display any contact created in an Address Page. The contact will be displayed in the first column of the list to change the address in a transaction, with the data entered into the Lookup field in the first column and the address in the second column.
• Code –
• Initials –

While existing SapphireOne CRM contacts can be viewed or modified from Workbook Mode or the Inquiry Palette in SapphireOne, creating new contacts through this function is not the optimal method. This is because SapphireOne cannot automatically establish a link to the appropriate function, requiring users to manually input linking details, such as for Clients or Vendors. Conversely, when a CRM contact is created within a specific function, like a Client Invoice, SapphireOne automatically sets up the link to the relevant Client. The link is displayed in the Type column and the Lookup Details area, and it is not modifiable by the user, as manual setup is unnecessary.

Address Area

The Address Area in the contact details screen includes the following fields and functions:

• Postal Address Fields – This area is used to enter the contact’s postal address details, including Street Address, Suburb, State, Postcode, and Country.
• Postal Address List –
• Physical Address Fields – This area is used to enter the contact’s physical address details, including Street Address, Suburb, State, Postcode, and Country.
• Copy Button – This function is used to copy the details entered into the Postal Address fields to the Physical Address fields. Simply click on the Up arrow to copy the details.

Lookup Details Area

The Lookup Details Area in the contact details screen includes the following fields and functions:

• Type – Type data automatically populated by SapphireOne. The contact in the example was created while modifying a client, so SapphireOne has automatically set the Type code as ‘CLLink’. (CL = Client, and Link = link).
• Last Contact Field – Date Picker Provided by selecting the label.
• Next Contact – Date Picker Provided by selecting the label
• Created –
• By –

Details Area 

The Details Area in the contact details screen includes the following fields and functions.

Note that the labels associated with the fields in the left-hand columns cannot be altered. However, the labels associated with the fields in the right-hand column can be modified as required by an administrator. To do this, navigate to the Contact Phone Titles Area at Utilities > Controls > Master Defaults – System Page.

• Phone Field – Generally utilised for the main company phone number.
• Mobile Phone Field – The contacts mobile phone number.
• Home Phone Field – The contacts home phone number.
• Skype Field – The contacts Skype number or email address.
• FaceTime Field – The contacts FaceTime number or email address.
• item 1 Field – A numerical field featuring a label that can be modified by an administrator.
• item 2 Field – A numerical field featuring a label that can be modified by an administrator.
• item 3 Field – A numerical field featuring a label that can be modified by an administrator.
• Phone 2 Field – Additional phone number field. Commonly utilised for the contacts direct line.
• Alert Area –
• Username Area –
• WebStore Password – This label will relate to the presence of either a field for manual password entry or a Generate Password button for random password creation. The element displayed depends on the configuration of the “System generated random password for user” checkbox, which is set in the Utilities > Controls > Master Defaults – WebStore Page.

In SapphireOne, the presence of a Call button next to a telephone number indicates that, with the requisite SpliceCom implementation, users can initiate a call by clicking the button. Once a call is initiated, the button will turn red, signifying that the call is active. To end the call, simply click the red Call End button .

When you initiate a call by pressing the green Call button, SapphireOne will automatically log the date, time, user, and dialled number in the notes area. Upon concluding the call by pressing the red Call End button, SapphireOne will again record the date, time, user, and note that the call has been terminated. For example:

• On Initiation – 28/3/2023 17:20:47 JA – Call to +612 8362 4500
• On Conclusion – 28/3/2023 17:25:00 JA – Hang up

Marketing Area

This area is utilised for SapphireOne’s seamless integration with MailChimp, facilitating the automatic updating and exchange of client information between SapphireOne and the MailChimp platform. This integration empowers you to import and subscribe a contact directly from SapphireOne into MailChimp, enhancing your marketing capabilities. The key features of the provided functionality is as follows:

• Inbuilt Marketing Feature – Each SapphireOne ‘Contact’ details screen includes a dedicated marketing feature, complete with a ‘Create Member in MailChimp’ button. This functionality allows you to effortlessly add both existing and new contacts, along with their detailed information, directly to your selected subscriber lists and marketing campaigns within MailChimp.
• Automatic Recording of Marketing Activities – Once a contact is added to MailChimp through SapphireOne, all related MailChimp marketing activities are automatically recorded within the SapphireOne Contact card’s Marketing area. This provides a comprehensive view of all marketing communications for each client, including details such as the date and time emails were received, opened, and the frequency of views.
• Campaign History and Response Tracking – The feature maintains an automatic record of every campaign each client has received since joining your MailChimp subscriber list, along with their responses. This enables you to review past interactions and strategically plan your targeted digital marketing efforts moving forward.
• Quick Reference and Detailed History – The most recent three campaigns received by a client are displayed in the Marketing field within the Contact card for quick reference. For a more detailed history, you can view all previous communications by selecting the green Expand button next to the ‘Create Member in MailChimp’ button.

This integration not only streamlines your marketing processes but also enhances your ability to tailor and optimise your digital marketing strategies, ultimately leading to improved client engagement and satisfaction.

Keywords Area

Users can add customisable keywords to the list and reuse them. Additionally, keywords can be added that apply specifically to the current record. To remove keywords from the list, users can hold down the Command key on a Mac or the Ctrl key on Windows.

Notes Area

The notes area serves as a diary, allowing users to enter notes. The available functionality is as follows:

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the button, a timestamp will be created at the beginning of the notes section. [Command] places it at the end, and you can input the note straight away. The a

• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing.. You can click the same button again to minimise the notes.
• Right-Click context menu – Users can also customise the font, style, colour, and background colour of the text in the Notes area by highlighting it and right-clicking.

The Keywords and Notes area provided here is consistent with the Keywords and Notes page available from the pages menu within all inquiry pages in SapphireOne.

Actions Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Custom Page

Custom Page Overview

SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.

The Custom page is organised into the following sections:

• Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
• Real – Allows numbers only, and can be used for arithmetic functions
• Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
• No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
• Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions

The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.

The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.

Default Variable Values

In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.

For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.

4D View Pro Page

4D View Pro Page Overview

4D View Pro is a 4D component that includes a 4D form area and specific commands. It allows you to embed advanced spreadsheet features in your projects.

A spreadsheet is an application containing a grid of cells into, which you can enter information, execute calculations, or display pictures. 4D View Pro is powered by the SpreadJS spreadsheet solution integrated in 4D.

Embedding 4D View Pro areas in your forms allows you to import and export spreadsheets documents using the 4D View Pro commands.

Import From a SapphireOne Inquiry

The values of all cells from any SapphireOne inquiry can be imported into a 4D View Pro document with ease. The procedure is as follows.

1. Open any SapphireOne Inquiry. Either standard or custom.
2. Select 4D View Pro from the Sapphire Tools menu.
3. Select the Import From Inquiry button on the bottom left corner of the 4D View Pro screen.

For complete documentation please view the complete SapphireOne Knowledge Base 4D View Pro article.

4D Write Pro Page

4D Write Pro Page Overview

4D Write Pro offers 4D users an advanced word-processing tool, fully integrated with your 4D database. Using 4D Write Pro, you can write pre-formatted emails and/or letters containing images, a scanned signature, formatted text and placeholders for dynamic variables. You can also create invoices or reports dynamically, including formatted text and images.

The key features of the product are:

• 4D Write compatibility: a 4D Write Pro object can open and convert legacy 4D Write documents while supporting most of their specific properties.
• Word processing: a 4D Write Pro object embedded in a form provides standard word-processing features, including text and style manipulation, image insertion, import and export, and much more.
• Database integration:
  • A 4D Write Pro object can display variable parts which will be filled with data from the database, or data computed by 4D.
  • 4D Write Pro documents can be stored within database fields or on disk.

Working with 4D Expressions

All SapphireOne table values are easily accessible for integration into a 4D Write pro document, either verbatim or utilised within a function to be dynamically processed at export. These inserted values are referred to as 4D Write Pro Expressions. The process is as follows.

1. Open any Inquiry list screen. Either standard or custom.
2. From the Sapphire Tools menu, select ‘4D Write Pro’.
3. A new document is initially provided. Alternately the SapphireOne user may open a pre-existing document by selecting File > Open from the SapphireOne main menu.
4. Place the cursor within the document at the location you would like to insert the 4D Write Pro Expression.
5. Select the ‘Insert & View’ Tab.
6. Select the ‘Insert 4D Write Pro Expression’ button ({}).

This will open the Formula Editor panel whereby a 4D Write Pro Expression can be prepared for placement in to your document.

Utilising the Formula Editor

The Formula editor provides many shortcuts for writing formulas. You can click field names, operators and commands, as well as any project methods, to add them to the formula. When you click on an item, it is automatically displayed in the editing area where you can then modify it using standard cut/copy/paste functions. You can also enter items directly in the editing area or drag and drop them from the list of items. 

The Formula editor contains the following areas.

• List of tables and fields – This area displays the fields of the table. The menu located above the list lets you set the fields to be displayed. You can use fields of the current table, those of related tables or those of all the tables. 
  Note: Tables and fields with the Invisible property do not appear in the list. For more information about this property, refer to the “Attributes” section in Table properties and Field properties.
• Operators list– The operators list lets you choose the operators to be used in the formula. The operators are grouped into themes found in the menu located above the list:
  
  Each theme displays all the available operators for the corresponding type of data or operation. For example, the assignment operator := is available for all data types. For a description of each operator, refer to the following section. 
• Commands list – The commands list contains the 4D functions that can be used in formulas, as well as any project methods allowed by the developer. The menu located above the list lets you display the commands by theme or by alphabetical order. Refer to the 4D Language Reference manual for a description of the 4D commands that appear in this menu. 
  In principle, project methods that can be used in formulas must be declared beforehand using the 4D SET ALLOWED METHODS command. However, by default, the Designer and Administrator of the database have complete access to the 4D commands and user methods in the Formula editor. It is also possible to completely disable access control for all users. These options are set on the Security page of the Database settings. 

Formula operators  

Here is a brief description of the different operators available in the Formula editor. For a more detailed description of the possibilities provided by these operators, refer to the Undefined chapter of the 4D Language Reference manual. 

• String Operators
  A and B are character strings; N is a number. 
  OperatorUseDescription:= AssignmentA:=BAssigns the value B to A+ ConcatenationA+BReturns AB* RepetitionA*NRepeats the value of A N times[[ ]] Indexes[[A]]NReturns the Nth character of A”” Empty string””Inserts a pair of quotation marks
• Numeric Operators
  X and Y are numbers.
  OperatorUseDescription:= AssignmentX:=YAssigns the value Y to X+ AdditionX+YReturns X plus Y- SubtractionX-YReturns X minus Y* MultiplicationX*YReturns X multiplied by Y/ DivisionX/YReturns X divided by Y\ Integer DivisionX\YReturns the integer division of X by Y (X and Y must be integers)% ModuloX%YDivides X by Y and returns the remainder^ ExponentiationX^YReturns X to the power of Y

Note: The modulo % operator returns significant values with numbers belonging to the long integer category (from -2^31 to +2^31 minus 1). To calculate the modulo of numbers outside of this interval, use the Mod command. 

• Date Operators
  D1 and D2 are dates; N is a number.
  OperatorUseDescription:= AssignmentD1:=D2Assigns the value D2 to D1+ AdditionD1+NReturns D1 plus N days- DifferenceD1-D2 orReturns the number of days between D1 and D2D1-NReturns D1 minus N days!//! Blank date!00/00/00!Inserts a blank date
• Time Operators
  H1 and H2 are times; N is a number.
  OperatorUseDescription:= AssignmentH1:=H2Assigns the value H2 to H1+ AdditionH1+H2 orReturns H1 plus H2H1+NReturns H1 plus N seconds, expressed in seconds elapsed since midnight- SubtractionH1-H2 orReturns H1 minus H2H1-NReturns H1 minus N seconds, expressed in seconds elapsed since midnight* MultiplicationH1*NReturns H1 multiplied by N, expressed in seconds elapsed since midnight/ DivisionH1/NReturns H1 divided by N, expressed in seconds elapsed since midnight\ Integer DivisionH1\NReturns the integer division of H1 by N, expressed in seconds elapsed since midnight% ModuloH1%NDivides H1 by N and returns the remainder?::? Blank hour?00:00:00?Inserts a blank hour
• Comparison Operators
  Z1 and Z2 can be of the string, numeric, date or time type. 
  OperatorUseDescription= EqualZ1=Z2Returns True if Z1 equals Z2# Not equalZ1#Z2Returns True if Z1 does not equal Z2> Greater thanZ1>DReturns True if Z1 is greater than Z2>= Greater than or equal toZ1>=Z2Returns True if Z1 is greater than or equal to Z2< Less thanZ1<Z2Returns True if Z1 is less than Z2<= Less than or equal toZ1<=Z2Returns True if Z1 is less than or equal to Z2
• Logical Operators
  B1 and B2 must be Booleans (expressions that are TRUE or FALSE)
  OperatorUseDescription& ANDB1 & B2Returns True if B1 is True and B2 is True| ORB1 | B2Returns True if B1 is True or B2 is True

For complete documentation please view the complete SapphireOne Knowledge Base 4D Write Pro article.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Digital Assets Page

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

---

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.