EditPurpose
To set up document groups for categorizing and storing documents in the SalesdeskSuite database.
EditLocations Used
Documents
EditOverview
The first thing you need to do before documents can be entered into your electronic filing system within SalesdeskSuite is set up your document groups. These groups are used to define categories for the documents that will be scanned/uploaded and stored on SalesdeskSuite. For each group, you will also specify field names for the documents in that group to be used for storing and searching of those documents.
EditWhat is a Document Group?
All documents that are scanned and processed for SalesdeskSuiteare are stored on your server under the folders
/pending/ or
/documents/. When you create a document group, the documents that are scanned and processed for that group are stored under the subfolders
/pending/group name/ and
/documents/group name/.
For example, a client may send you a document via fax or postal mail and you use this document to create a license for a company product. You can store this document in SalesdeskSuite. You can create a document group called Quotes, which in turn creates storage space on SalesdeskSuite for that group. All documents for that group will be stored on SalesdeskSuite in the following folders:
- /pending/Quotes/ - The documents in this folder have been scanned into SalesdeskSuite and are waiting to be processed with search and retrieval data.
- /documents/Quotes/ - The documents in this folder have been processed and can be searched and retrieved for viewing.
View Document Groups
To view a list of document groups that exist on SalesdeskSuite, make the menu selection
Control Panel→Document Groups from the main menu bar.
 Document Groups |
To view more information for a document group, click on its name on the Document Groups page. The Document Group Details page will appear with details for that document group. Refer to the section "Add a new Document Group" for an explanation of the fields on that page.
EditAdd a New Document Group
To add a new document group to SalesdeskSuite, click on the
ADD NEW ENTRY button on the Document Groups page. The Document Group Details page will appear. There are two sections to this page. The top part looks like the following:
 Document Groups - details |
1. Name – Enter the name of the document group you wish to add to SalesdeskSuite, or modify the name displayed if you chose to edit a document group.
2. Folder Path – This is a non-editable field that indicates what folder on the SalesdeskSuite server will be used to store any documents that are uploaded or scanned for this group.
3. Allow Revisions – Check this box if revisions are allowed for this document group.
The next portion of the page is used to define metadata, or field names that will be used to upload, process, store and search for documents in this document group. You can specify up to 4 field names. During document processing, these fields are presented as input fields to the document processor in which they must enter values.
The next portion of the page is used to define metadata, or field names that will be used to upload, process, store and search for documents in this document group. You can define up to 5 fields of metadata here. During document processing, these fields are presented as input fields to the user processing documents. Valid values must be entered into these fields.
4. Name – Enter the name of a field that will be used to upload, process, store, and search documents by, for example “Order #”.
5. Required – Check this box if input is required for this field during document processing.
6. Searchable – Check this box if this field can be used as a search method for documents in this group.
7. Mask –Enter a format that the input value is required to follow. For example, if you specify a mask of “#####-##” for a field called Invoice Number, the user must enter an Invoice Number in the format 12345-67 when processing or searching for a document in this document group.
8. Min Length – Enter the minimum number of characters required for the input value of this field.
9. Type – Select a type (Text or Date) from the pull-down menu for this field. If it is a date, a calendar icon will be displayed next to the field when processing or searching for a document in this document group.
10. Size – Select a size (32, 64, 128, 256 or 512) from the pull-down menu that will be used to limit the number of characters that are entered for this field during document processing or searching.
The bottom portion of the Document Group Details page looks like the following:
 Document Groups - details |
11. Allowed Users – In this area, you can choose what users have access to the documents for this document group. Click on the boxes to add a checkmark for the users that you wish to have access to the documents for this document group. To remove access to the document group for a user, simply click on the checked box for that user and the check mark will be removed. If a user is allowed access for this document group, he or she will be able to view and select the document group name in any of the pull-down menus within SalesdeskSuite.
12. Click on the SAVE button to create the new document group. Click on the CANCEL button to discard your changes.
EditEdit an Existing Document Group
1. On the Document Groups page, click on the name of the document group that you wish to edit.
2. The Document Group Details page will appear. Make the desired changes.
3. Click on the SAVE button to save your changes. Click on the CANCEL button to discard your changes.
EditDelete an Existing Document Group
1. On the Document Groups page, click on the name of the document group that you wish to delete.
2. The Document Group Details page will appear. Click on the DELETE button at the bottom of the page.
3. You will be asked to confirm this action. Click on OK.
4. The document group will be deleted from the SalesdeskSuite database. Its name will no longer be displayed on the Document Groups page.