Where used: Workbook > General > Document Manager
General Considerations for Document Manager
The SapphireOne Document Manager function is similar to the file managers found on both Macs and PCs. It presents a graphical representation of the links to all documents or files in SapphireOne and their associated function. For instance, in Bondi Blue, several documents are linked to the Client ARCGRO function.
When a document or file is added within SapphireOne from any function, it automatically creates a link to the function that created it. However, if a user adds a document from the Palette or another source, they will need to manually create the link to the relevant function. SapphireOne cannot determine which function the document should be linked to.
To avoid duplicating information, all items on the Palette dropdown menu that appear on other dropdown menus will be documented in their relevant manual. The Document Manager function can also be accessed through the Palette function.
Dictation and Speech to Text Overview
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.
The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.
Document Manager Function
After the user opens the Document Management function, SapphireOne will display the links as shown below.
The user can also open the Document Management function and create a subdirectory, such as “Vendors,” and select a document to link to a specific vendor. Then, when the user accesses a Vendor Inquiry, SapphireOne will display the linked document in the Document Page for that particular vendor. This process is equivalent to selecting the Document Page while having the Vendor Inquiry open and linking a document at the same time.
Document Manager Procedure
There are several buttons displayed on this screen. Selecting the button allows the user to add a subdirectory immediately below the currently highlighted directory. The button deletes the currently highlighted directory, while the button displays a standard search screen. The user has the option of selecting a single document or using the command and shift keys in combination with a mouse click to select multiple documents for insertion at the same time.
Highlighting a document/file in the right-hand column and selecting the button displays a pop-up, as seen on the right. This pop-up enables the user to select the master file to be used first. Once the master file is selected, the user can enter a value directly or use a normal wildcard search to select the exact value. For example, when the Vendor master file is selected, entering the “@” symbol for a full wildcard search produces the same result as when the user enters a Purchase order and selects the Vendor using the same wildcard search. This method reduces the amount of data stored in the data file when the same documents/files are linked to multiple master files.
Once the linking has been established correctly, SapphireOne displays the link in the left-hand part of the screen.