Advanced paperless Functions

There are several advanced functions in the Paperless Filing which allow the user to further refine the tagging information for a document or to allow for additional information which pertains to the document. These features are also designed to allow easier retrieval of documents and to allow for grouping of documents together.

The advanced functions are as follows:

1. Adding Communications to a document
2. Adding Company/People links to a document
3. Creating multiple documents linked to the same source PDF file
4. Password Protecting a Paperless Document
5. Linking multiple paperless documents together

Each of these functions will be explained, first with possible scenario’s for use, and second how to accomplish each.

Adding Communications to a Paperless Document:

This function allows users to add individual notes to the information file about a specific paperless document. Each entry can contain the following information:

1. Person
2. Company
3. Note
4. Date and Time Stamp
5. Updated BY Stamp

Many customers find this function useful for tracking the communications about a document between their employees and employees of another company.
For example, if a wholesale customer were to send in a purchase order, and then later decide to change the quantities on this order over the phone, an agency user could enter a note about the conversation, including the person who requested the change, the items that were changed, and the note would automatically be date and time stamped when entered.

Later, if a question arose about the change from the wholesaler because the addition was not recorded on their system, the order could be found, the notes opened, and easily explained the reason for the change ion minutes, instead of the usual long time frame involving many phone calls between the wholesale customer, the agency, and the manufacturer.

To add communications to a document follow these steps:

1. Open the desired Paperless Document
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the “Info” link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. Click on the "Communications" tab.
   1. The list of Communications entries will be displayed
3. To add a new entry, click on the "Add Communications" button.
   1. This will open the New Communications window.
4. In the New Communications window, select the desired information to display.
   1. People: Allows the user to add the name of the person who the communication is in reference too.
      1. Only People in the Database may be selected
      2. To select a person, click in the People field and start typing the LAST name of the person to be added. The People Find Window will be displayed and will start searching as the name is entered. Once the proper name is found, press enter to select that person and add the name to the communication.
      3. If the person selected has a Company linked to their people record, it will automatically be entered into the Company field of the Communication as well.
   2. Company: Allows the user to add the name of a company who the communication is in reference too.
      1. Only Companies in the Database may be selected.
      2. To select a company, click in the Company field and start typing the name of the company to be added. The Company Find Window will be displayed and will start searching as the name is entered. Once the proper name is found, press enter to select that company and add the name to the communication.
   3. Note: Allows the user to free form type any information to attach to the document.
      1. This is a text field and can be pasted into if necessary.
5. Once all information is entered, click on the close button to add the Communication to the list fro the document.
6. The List is default sorted to always have the latest time stamp at the top of the page. It can be resorted as desired.

Adding Company/People links to a document:

This function allows the user to link a document to a single Company and/or Person, or a group of companies and/or people in the Database.
This allows for easy searching for the desired document and can be used along with the tags to allow for quick efficient and easy document location.

If a document is entered into the paperless filing via the Company Module, then the original Company will already be entered into the list of linked companies.

If a document is entered into the paperless filing via the People Module, then the original Person will already be entered into the list of linked People,

If a person is linked, and that person has a company linked to their record, then both the Company and Person will be linked to the document.

Most customers find this extremely useful for tracking the documents as they relate to an individual company. This allows the user to open a single company record in the Company Module and then by selecting the Paperless Office tab in that company record, quickly view only those documents that relate to the selected company without needing to also sort through all of the similar documents for all of the other companies in the database.

As an example, if an agency were to upload all of the purchase orders they receive from all of their wholesale customers, and link them to the specific customers during the upload process, they could easily find an order when a question about it arose, even if the exact order number, and date were not available.

The user could simply open the company in question, filter on the document type of Purchase Order (or any other type needed), and then quickly sort all of the documents in descending date order to view the latest orders at the top of the list.

Rather than spending potentially large amounts of time looking for these orders, a few simple keystrokes bring them immediately to easy viewing.

To add a Company or People Link to a document follow these steps:

1. Open the desired Paperless Document
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the "Info" link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. Click on the "Company Links" tab.
   1. The list of current links will be displayed.
3. To add a Company link
   1. Click on the "Add Company" button
      1. The Company find window will be displayed.
   2. Start typing in the name of the desired Company
      1. The program will search as you type through a list of all companies in the database.
   3. Once the desired company is found, press enter to select that company and add it to the list of links.
4. To add a People Link
   1. Click on the "Add Person" button.
      1. The People find window will be displayed.
   2. Start typing in the LAST name of the desired person.
      1. The program will search as you type through a list of all people in the database.
   3. Once the desired person is found, press enter to select that person and add them to the list of links.
5. Add as many links as necessary to allow for all desired company and people links.

Creating multiple documents linked to the same source PDF file:

This function allows the user to create a copy of an existing document already in the paperless system.
This newly created document may have an entirely new set of tags added to it, and the user can choose to duplicate the company links from the original document or not, and also choose to duplicate the communications from the original document or not.

This can be helpful when a single document contains multiple pieces of information. For instance, if a wholesale customer sends in a purchase order with items from multiple product lines, the user may desire to enter the document for one product line and then duplicate the document for the rest of the product lines to which it pertains.
This can also be useful in the Job File portion of the program, which will be covered separately in Job Files.

To create a new document linked to an existing source PDF, follow these steps:

1. Open the desired Paperless Document
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the "Info" link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. Click on the "Other Documents with Same PDF" tab.
   1. A list of documents linked from the source PDF file will be displayed.
3. To create a new linked document, click on the "Create New Document for Current PDF" button.
   1. This will open the Duplicate PDF form.
4. Select the appropriate tags to add to the new document.
   1. Product Line
      1. Select the appropriate Product Line for the newly created document.
5. Decide whether to duplicate links for the newly created PDF.
   1. Duplicate Company links
      1. Select by clicking on the "Yes" or "No" buttons.
      2. Selecting yes will copy all Company and People links from the original source PDF to the newly created PDF.
   2. Duplicate Notes
      1. Select by clicking on the "Yes" or "No" buttons.
      2. Selecting yes will copy all Communications entries from the original source PDF to the newly created PDF.
6. To finish the duplication process, click on the "Start Duplication" button.
7. Once all desired duplication has been completed, close the Duplicate PDF form by clicking on the "Close" button.
8. If necessary, navigate to the newly created PDF to update any other tags not changed by the duplication process.

Password Protecting a Paperless Document:

This function allows the user to create a password to control access to a document in the Paperless Office system. Once created, any person attempting to access the document will be prompted to enter the password before the document will be displayed.

This is useful to protect access to personnel files, confidential documents, or to prevent certain users from accessing administrative documents.

Any document in the paperless system may have a password added to it, and all passwords are individually set.
Any document which does not have a password set will have a button to "Set Password"; any document which has a password already set will display a "Change Password" button.

To password protect a paperless document, follow these steps:

1. Open the desired Paperless Document
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the "Info" link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. Click on the "Set Password" button.
   1. This will display the Set Password form.
3. Enter the CASE SENSITIVE password in the first line.
4. Repeat the CASE SENSITIVE password on the second line to confirm the password.
5. Enter a clue for this entered password in the third line if desired.
6. Click on the "Set Password" button to set the entered password for the document.
   1. If the user wishes to cancel setting the password, click on the "Cancel Change" button.

Linking multiple paperless documents together:

This function allows the user to “virtually staple” multiple documents together so that when a user views any of the linked documents, a list of all related documents will also be displayed.

This is useful when a chain of documents needs to be accessible for easy review. For example, if a wholesale customer sends in a purchase order, it could be easily linked to all of the subsequent documents which pertain to it.
As the order progresses through the system, an order confirmation from the manufacturer could be linked, followed by a shipping confirmation, followed by an invoice, and in the event that a return needs to be made, an RGA request and Credit Memo could be linked as well.
If this linking is accomplished, if the wholesale customer were to call asking the status of the RGA, the user could easily find all of the information relevant by simply looking up the RGA number and seeing a list of related documents, which would display the linked Credit Memo as well.

The process allows an unlimited number of documents to be linked together, however, if two sets of documents which have been previously set up with individual links are attempted to be linked together, the program will not allow the user to do so as this could cause circular linking which would cause an endless loop of documents to be displayed. In this instance, the user would need to break the link for the cross linked document and add it only to the relevant linked document chain.

To link multiple documents together, follow these steps:

1. Open the desired Paperless Document.
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the "Info" link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. The document will open to the "Related Documents" tab by default.
3. Use the "Unrelated" table to find the document to be added to the relation.
   1. The Filtering boxes above the table can be used to narrow down or quickly find the desired document.
4. Once the desired document is found, simply click on the "Add to relation" check box on the right hand side of the table to link the document to the currently viewed document.
   1. Once checked the Add Paperless link form will be displayed.
   2. Confirm that the two documents listed are the desired two documents to be related, and click on the "Yes" button to link the two documents, or "No" to cancel the linking.
5. Once the linking is finished, all related documents will be displayed in the "Related Doc" table, including the currently viewed document.
   1. If a document being linked, or the document to be linked to, is linked to multiple other documents, all of the linked documents will also be displayed in the "Related Doc" table.
6. Continue adding documents until all desired links have been established.

To remove a document from a list of linked documents, follow these steps:

1. Open the desired Paperless Document.
   1. From the Paperless Office tab in the Product Line, Company, or People Modules, click on the "Info" link to open the Paperless Document Information form.
   2. From the Paperless Module, select the document using the Find Window.
2. In the "Related Doc" table, select the find the document to be removed from the linked list.
   1. The filter and sort options at the top of the table can be used to quickly find the desired document.
3. Once found, to remove the document from the linked list, simply click on the "Remove from Relation" checkbox.
   1. Once checked, the Remove Paperless Link form will be displayed.
   2. Confirm the document is the correct one to remove from the linked list, and click on "Yes" to remove the link or "No" to cancel the removal process.
4. Once the removal is finished, the document is removed from the linked list and from the "Related Doc" table immediately.