Sugar Express User Guide Version 5.5.0 Beta 2

Documents Module

Use the Documents module to create and manage files that you share with users and contacts.Use the Documents module to create a library of documents and graphics that you can share with other users and contacts. You can create a variety of documents ranging from marketing collateral to contracts. You can also create templates for frequently used documents.

To create a document

1.	In the Shortcuts menu, click Create Documents.

2.	.On the Documents page, enter information for the following fields:

Document Name. Enter a name for the document.

File Name. Enter the name of the file you are using to create the document; click Browse to navigate to the location of the document.

Revision. If you revised this document, enter the revision number.

Template. Select this box if you are creating a template.

Document Type. Select a pre-defined document from the drop-down list. If the document does not belong to any of the listed types, select None.

Category. Select a pre-defined category from the drop-down list. If none of the categories apply, select None.

Sub Category. If you selected a category, select the category subset if applicable.

When you select a category and sub-category for the document, the document is added to the Document tree using a hierarchical structure. The tree structure only displays in the list view and helps organize the files and makes it easier to find documents under a specific subject. The values listed in Categories and Sub Categories are defined by the administrator.

Status. From the drop-down list, select the status to indicate the current state of the document such as Draft or Under Review.

Publish Date. Click the Calendar icon and select the date when the document is published for other users to view and download it.

Expiration Date. Click the Calendar icon and select the date when the validity of the document expires. For example, collateral for a sales campaign may not be useful after the campaign ends.

Related Document. Click Select to associate a related document.

Related Document Revision. From the drop-down list, select the revision number of the associated document.

Description. Enter a brief description of the document.

3.	Click Save to create the document; click Cancel to return to the document list without saving the document.

Any file that you attached when you created the document displays on the detail page in the Download File field. Click the attachment to open it or to save it to your local machine. Right-click the attachment to bookmark it, copy it, and to view its properties.

To manage documents

•	To sort a list view, click any column title which has the icon beside it; to reverse the sort order, click the column title again.

•	To edit or delete some or all the documents, use the Mass Update panel as described in “To edit or delete multiple records” on page 19.

•	To view the details of a document, on the Documents home page, click its name in the list; links to attachments, if any, are displayed below Description.

•	To view an attachment, click the attachment link; To update an attachment, see “To update an attachment” on page 69.

•	To edit a document, on the detail page, click Edit.

•	To duplicate a document, on the detail page, click Duplicate. Duplication is a convenient way of creating a similar document. You can change the information in the duplicate record to create a new document.

•	To delete a document, on the detail page, click Delete.

•	To track changes to the document over time, click the View Change Log link below the Edit button.

•	To export documents, select them in the Document List sub-panel on the Documents Home page, click the Export icon, and export them as described in “To export data from Sugar” on page 137.

•	To create or manage the related records in a sub-panel, see “To manage related information in sub-panels” on page 18.

To update an attachment

1.	In the Document Revisions sub-panel of the document’s detail page, click Create.

The Documents Revision page displays on the screen. The current document name and revision number appear on this page.

2.	Enter information for the following fields:

FileName. Enter the name of the file containing the revised information; to navigate to the file location, click Browse.

Revision. Specify a revision number for the revised document.

Change Log. Enter a brief description of the revision.

3.	Click Save to save your changes; click Cancel to go back to the document detail page without saving your changes.

You cannot change the name of the attached file. The revised file is displayed along with its revision number in the Documents Revisions sub-panel. In this sub-panel, the row listing the older document version now displays the rem icon to remove the file.

4.	To remove the previous version of the attachment, click the rem icon, and click OK to confirm the removal.

Identifying MS Word Mail Merge Templates

In the Documents module, you can identify Microsoft Word mail merge templates. These templates are used when a mail-merge is performed directly from within Sugar. The templates themselves can be created from the Sugar Plug-in for Microsoft Word and uploaded to the Sugar document repository.

•	If a document is a Mail Merge template, the document type displays as “Mail Merge” on the detail page.

•	In the navigation bar, a link allows direct access to the Sugar Mail Merge Wizard.