Documents

List of paragraphs:

• Documents list
• Creating new document
• Sending with sales documents
• Document preview
• Creating related entries
• Editing and deleting
• Text templates
• Document signing
• Document approving function

In module Documents you can archive documents and create document tree. Enter document description, attach files and create tasks, related to document. 

Documents list

Select module Documents to see list of documents. 

To find a specific document, enter its details in module search and filters:

You can form document tree in module settings.

Creating new document

1. To create a new document, select New record.

2. Fill in the information fields, select the document category for it to be assigned to the document tree and save.

Sending with sales documents

When creating a new document, select option Allow to send with sales documents.

Document then can be attached when sending sales documents (invoices, pre invoices, credit notes and opportunities).

Document preview

To preview document, press on its name.

You will see document description. You can attach files to it and create related tasks, approve and sign documents.

Creating related entries

To create related entry, select documents review, press Tasks and click New Task.

Describe task and save. A task will be shown in document description, modules Tasks and Calendar.

Editing and deleting

To edit or delete document, use menu Actions in the grid.

Also, you press Actions in document review form and select options edit or delete.

Text templates

When creating a new document, you can use text templates. Text templates can be created in Setup - Documents - Text templates - New record.

Fill in the template text in the placeholder areas by inserting the formulas from the left side. If you have a contract template document in Word format, then insert the formulas into the document and upload the document in the Choose file field. When writing formulas into the Word file, specify the dollar sign before the formula, e.g., ${client_company}.

Save the template and use it when creating a new template, enter the needed document in the field Load text from template.

Document signing

The documents can be signed with e-sign.

1. To enable the functionality, contact us at support@hannacrm.lt
2. When the function is on, head to the user's profile and enable the option Is allowed to use e. sign.

3. A new tab will appear in the document preview window - Document signing. Click on the Add signers, specify the system user and client who will be signing the document.

4. You can send the invitation to the document signing by clicking on the letter icon on the right.

5. The client and staff member will receive an invitation to the mail to sign the contract and will be forwarded to the signing window.

6. The system users can sign the document in the system by clicking on the selected button.

The signing is allowed via mobile or Smart ID.

7. If the document is edited after the signing, the signatures will be discarded. The document signing will need to be initiated once more.

Document approving function

1. Go to the tab Document approvers, add system users as approvers and start the approving process by clicking on the green button.

2. When the approving is in progress, you will see status changing into Pending. Next to the Options, there will two buttons to either confirm or reject the document.

3. When all approvers confirm the document, the document confirmation status will be changed into Confirmed.

4. There is option to have a consistent document confirmation. For this, select the option Asserted consistently when creating new or editing existing document.

5. When approving the document, approvers will be allowed to confirm only by the selected sequence in the queue.