Add Paperless Document Form

The Add Paperless Document Form is the same regardless of the starting point used to access it. Once opened, the form allows the user to navigate to the location of the stored document on the user’s local computer, upload to the desired portion of the program, and add tags as necessary to the document.

For best results, it is recommended that users follow these steps:

1. Store all documents to be uploaded in a single folder on the user’s computer.
2. Always use the same folder to store documents.
   1. Storing in different locations forces the user to navigate to different places on their computer, and because of the nature of systems today, this means the program will try to index the users local storage drive every time.
   2. If the same location is used every time, the program will remember the last location, and only look for documents in this location.
   3. The program automatically moves all files previously uploaded to a new Sub-Folder of the original location titles "Uploaded". Uploading from multiple locations means multiple uploaded folders to manage.
      1. The Uploaded folder is used to allow the program to only display the documents which are still to be entered into the system.
      2. ii. Any document in the Uploaded folder will NOT be listed in the Add Document form window. This helps prevent multiple additions of the same document.
3. Don’t worry about renaming documents to specific names for recognition. The upload process requires opening every document in a preview window, so it can be read to determine what the document is versus needing to rename the document descriptively beforehand.
4. Remember that only PDF files can be stored in the system. Other file types are not allowed and will not be seen in the selection window.

To add a document once the form is open, please follow these steps:

1. Navigate to the directory on the local computer where the files are stored.
   1. Note: The program will remember this directory after the first time it is navigated too.
   2. Click on the "Change Directory" button in the upper left corner of the form.
   3. In the "Browse for Folder" Dialog window, browse to the desired source folder and click on the OK button.
   4. This will display the list of available PDF files to upload.
2. Select from the list of available files, the desired file to upload.
3. Once a file is selected, the "View" button will be displayed and will display the name of the file to be displayed.
4. Click on the "View" button.
5. This will open the selected file in a side-by-side view with the Add Document Form.
   1. Once opened, the information on the document can be read as needed.
   2. If needed, a user can zoom in, zoom out, page through, and view any part of the document as normal for PDF files.
6. Click on the "Paperless" button, once it is displayed, to add the previewed document to the Paperless Filing portion of the program.
   1. This will open up the Paperless Filing tagging options.
7. Select the proper Tags for the document based upon the fields displayed.
   1. Product Line (Auto Filled if coming from the Product Line Module)
      1. Choose from the drop down menu the proper Product Line.
      2. To add Paperless Only product lines, see Paperless in the Reference File Setup section.
      3. This field is required.
   2. Type
      1. Select from the drop down list, the proper document type.
      2. To add to the list of available document types, see Paperless in the Reference Files Setup section.
      3. This field is required.
   3. Number
      1. Enter a number for the document.
      2. This could be a Purchase Order number, Invoice Number, or Credit Memo Number.
      3. This is a text field, so it can be used to "code" entries as well.
         1. Some customers will use this field to date code documents with a month and year. For example all bills for a certain month could have a number field entry of MM-YYYY.
      4. iv. This field is not required. (However it is encouraged)
   4. Description
      1. A brief description of the document.
         1. This is a text field
         2. Possible descriptions include:
            1. Stock Order
            2. Monthly Bill
            3. Job Name
            4. Etc.
      2. This field is required
8. Once all Tags are entered, click on the "Add" button to add the document into the database.
   1. This will close the preview window.
   2. A "Processing, Please Wait" message will be displayed while the file is uploaded and added to the database.
   3. Once finished the Paperless Document Information form will be displayed.
9. When the Paperless Document Information form is displayed, ensure all tags are correct or change them if necessary.
   1. Additional information can be entered at this time if needed.
      1. Notes about the document can be added utilizing the "Communications" tab.
         1. See Adding Communications for instructions on use of this tab.
      2. The document can be linked to a specific Company and/or person utilizing the "Company Links" tab.
         1. See Adding Company/People Links for instructions on use of this tab.
         2. If the Paperless Document was added via the Company Module or People Module, this information will already be filled in with the name of the Company/person record from which the process was initiated.
      3. Additional "copies" of the document can be added with different tagging data utilizing the "Other Documents with Same PDF" tab.
         1. See Multiple Documents from same Source File for instructions on use of this tab.
      4. A Password can be set for the document.
         1. See Password protecting a Paperless Document for use of this function.
      5. Multiple Documents may be linked together like a virtual staple for easy viewing of all related documents.
         1. See Linking multiple paperless documents together for use of this function.
10. Once all additional information is entered (if necessary), Click on the "Close Form" button to return to the Add Document Form and continue the procedure for each additional document as needed.
11. Once all documents have been added, or to close the form and return later, simply click on the "Close Form" button.