16. Documents [4:23]

Description: This video provides an overview of the Documents tab in the Core4 CRM.

Let’s take a closer look at Documents in the Core4. The documents tab will look like this. Here you can create, track, and manage documents of all types. Let’s begin by creating a new document. Select the New Record icon in the status toolbar. First let’s give this document a title. Here we can link the document to a Client, Project, Opportunity, Estimate, Order, or Purchase Order. Simply click into the field and begin typing a name for a contact search window to open. To conveniently navigate to a specific record, select this blue arrow. If we navigate to the Documents related tab below, we can see all the documents associated with Beachcomber Realty. Let’s select this blue arrow to navigate back to our document.

1:21 These buttons allow you Insert, Export, Clear, or View the document. I’ll go ahead and insert a file. Select this button to view the document. You’ll receive an alert that the document is embedded within the database, and any changes made will not be saved. You are strictly viewing the document. Next let’s enter a Description for the document. Category is an editable drop-down list. Here we can specify the Document Type. This is also an editable drop-down list. You may enter an optional reference number, or a version number. Filename is carried over from the inserted file. Then we can enter a Physical Location, Author, and number of pages in the document. Keywords come in handy when you need to search for specific documents.

2:40 This icon allows you to “lock” the document, which indicates that the document has been checked out. It captures the user, as well as the date that the document was checked out on. If you need to unlock the document select the lock again. You will be prompted if you’d like to upload an updated document. I’ll select No, and the document is now unlocked.

3:11 The More Info tab contains the document title and number. The Created and Modified By date/time stamps allow you to track when the document was created and by who. The Documents module in the Core4 allows you to safely store and reference all files for a complete document storage and management system.

3:37 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo.

3:57 Please contact us via email, phone, or browse our forum if you have any additional questions. We look forward to hearing from you and automating your business to operate more efficiently.

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