Document Manager - Boost Your Productivity with Simple File Management

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.

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.

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.

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

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