Editing a document in the view document page
You may edit the document while viewing it. Open a document in “view” mode by either clicking the document’s name or the “view” icon beside it when in the "Documents" section.
Here you can make use of the inline editing feature by individually clicking on the field you want to edit and making the needed changes. Click the checkmark to save your changes.
Editing a document in the edit popup
If you are looking to make multiple changes to a document, open the edit popup by clicking on the edit icon beside the record in the Documents section.
With the edit popup you can make all the changes at once, then just click “Save” at the top to ensure your edits are kept.
Adding or removing files
Add new files to your document by either dragging & dropping them or clicking the “Browse” button and selecting your file(s) in the Document Files section.
To remove a file, click on the dropdown green arrow next to the file name and select “Delete”. Deleted files are kept in the recycle bin for 90 days before being deleted permanently.
Reviewing deleted files in the recycle bin
After deleting a file from a document, it is kept available in the recycle bin for 90 days (about 3 months). If you wish to restore a deleted file, you can do so by navigating to the recycle bin.
To view a deleted file:
Select “view file” from the dropdown arrow beside the deleted file
Or click on the file’s name
To restore the file, choose “Restore” from the dropdown menu and select "Yes” in the confirmation popup.
Setting or changing the description of a file or marking it with a star
When creating the document, you may have added a document description, but while reviewing or editing the document you can also add a description for each file in the document. To add a file description:
Click the dropdown arrow beside the file.
Select “Add file description”
Click on the check mark to save your file description.
The file description appears right under the file name, giving you instant access to key details without needing to open the file, saving you time and effort.
Files in a document can also be starred, this feature may be used to indicate higher importance of the file in a document or just to mark it for later discussions, whatever suits your needs.
Adding or updating tags to a document
Assign tags to categorize and group information together, making it easier to filter and search for the information you need. If the document is in “view” mode, click the edit icon to start making changes.
Search for the tags in the “Tags” field, found under the Document Information section, and add them to your document by clicking on the ones needed. If it is a new tag, click on “Create New Tag”.
Change the tag’s category by clicking on “General” and choosing an appropriate one.
To remove a tag from a document, click on the “x” next to the tag then click on the check mark to save your changes.
Linking a document to other records
Over time, you may create records related to a document. Linking them together simplifies access, allowing you to quickly jump from, for example, a maintenance project to a necessary report. You may also want to unlink records from a document, for instance when an activity task is deemed unnecessary.
To link related records to a document:
Scroll to the bottom of the document or edit popup.
Search and select the record’s name in its respective field, project, activity or vendor.
If it is a new record, select “Create New...”. You can later edit the details of the newly created record.
To remove a linked record, click on the “X” next to the linked date.