History of changes
Changes made
The Document Manager 2015 User Manual has been updated since the initial version. The following list details the changes that have been made.
Changes included in version: 16/11/2015
Updated information on setting email addresses for the Client Portal .
Changes included in version: 15/09/2015
Added information on Client Portal Group portal logins .
Changes included in version: 21/07/2015
Added information on customising the Client Portal .
Changes included in version: 22/06/2015
Added information on deleting a Client Portal login .
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 04/05/2015
Added information on restoring Client Portal email templates to their default content .
Changes included in version: 11/03/2015
Added information on assigning categories to Client Portal documents
Added information to the Client Portal on updating Company Admin details .
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Chapter 1. Getting started
Document management is an integral part of any business organisation. It is important that documents get filed in the correct places so that they can be retrieved later.
Traditionally, you would store paper documents in folders in filing cabinets, and then mark the filing cabinet drawers and folders in such a way that the documents could be easily located. You would also provide staff members with a filing scheme to make sure that they file the documents in the correct place and to enable them to find the documents.
If an event, such as an appointment with a client, required specific documents, you would generally remove them from the filing system and have them ready for the appointment.
The Document Manager allows you to handle your electronic documentation in the same way as you would paper documents. It enables you to create an on-line filing system, complete with filing cabinets, drawers, folders and sub-folders. In conjunction with the Practice Manager –
Security program, it enables you to control access to certain cabinets, drawers, folders, subfolders and documents. You are also able to attach relevant documents to clients and to events such as appointments, phone calls etc.
With the Document Manager, you do not need to create your own filing system. It automatically creates a filing cabinet with a drawer and year folders for each client, prospective client and firm record in your database. It also creates another filing cabinet with a drawer and folders for each user in your organisation.
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