Document Manager facilities. Sage 2015

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Chapter 1. Getting started Document Manager 2015

Document Manager facilities

The Document Manager provides a document storage and retrieval facility.

The Document Manager allows your staff to store documents in a common location on a network computer system. This makes backing up easier and more reliable. It provides an audit trail of changes made to any document. You are also able to store copies of emails in the

Document Manager in the same way as you would any other document.

The Document Manager works like a paper filing system with filing cabinets, cabinet drawers, folders and sub-folders within each drawer. For example, you could set up a filing cabinet named 'Reference Documents', and then add four drawers to it named 'A-G', 'H-M', 'N-S' and 'T-

Z'. Then, within drawer 'A-G' you could add folders for all the reference documents with titles beginning with the letters A to G.

Facilities in your HandiSoft programs

The Document Manager allows you to perform the following functions from within your installed

HandiSoft programs:

 View the filing cabinets.

 Open filing cabinets, drawers, folders and sub-folders to view the list of documents they contain.

 Filter the list of documents by type, date created and staff member.

 Create new filing cabinets, drawers, folders and sub-folders.

 Create category folders that you can apply to documents.

 Create, view and edit documents in the filing cabinet and category folders and sub-folders.

 Scan paper documents directly into the Document Manager with a TWAIN compliant scanner.

 Apply version control to documents.

 Mail merge documents.



Move or copy documents from other locations, or leave them where they are and link to them.

 Configure the Document Manager to detect client references, ABNs, ACNs or TFNs on scanned and imported documents, and automatically file them in the relevant clients’ folders.

 Revert to the previous version of a document being edited.

 Store reports that have been generated.

 Attach documents to specific clients, tasks and events.

 Email documents to others.

 In conjunction with Practice Manager – Security, control access to cabinets, drawers, folders and sub-folders.

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Document Manager 2015 Document Manager facilities

Document details

The Document Manager saves a record of each document with the following details:

 The date and time the document was added to the Document Manager.

 The date that the document was last opened.

 The author of the document.

 The type of document.

 A description of the document.

 A list of keywords that are associated with the document. This enables you to search for specific documents.

 The history of any changes made to document.

 A client to whom the document may be attached.

 A document password.

Finding documents

The Document Manager enables you to use the following criteria to search for a document:

 The date the document was added to the Document Manager.

 The document description.

 The author of the document.

 The type of document

 A client to whom the document may be attached.

 The keywords associated with the document.

You can also use the Windows Indexing Service to search the Document Manager for documents containing specified words.

The Best Practice system

If you have purchased the Best Practice system, the Document Manager creates a special filing cabinet with drawers for each of the categories, and adds the Best Practice documentation to the folders.

Reports

The Document Manager allows you to generate reports on documents in the filing cabinets. You can also store reports generated with any HandiSoft program in the Document Manager.