The Documents feature is used for storing Files in raynet. You can add files and further work with them. Files can be sorted into Folders.
In this article, we will cover:
- Adding a file,
- Document detailed card,
- Overview of actions you can perform,
- Moving a File in Documents.
Adding a file
To add a File to Raynet, you need to open the Documents section from the main menu. Click on the green button with the plus icon. Click this button even if you want to add a File directly from a Folder. Select whether you want to:
- Upload files,
- Add a link (www),
- Link files from Dropbox service.
In the dialog box, you can assign a Security Level to the File by clicking the button with the lock symbol.
To add a File Category, you need to hover over the File and then click on the pencil icon on the right.
In the detailed view, expand the drop-down box in the Category field using the arrow and select Edit Items » Add Another Item. Name your new Category and confirm.
Document detailed card
You can view the file details by clicking on the code.
The File header consists of two tabs that you can switch between. The Basic Information tab is used for recording data. The Discussion tab is used when you need to leave a message for other users regarding the File.
Click the star symbol to mark the file as a favorite. You will then see it on the Dashboard in the Bookmarks panel.
Under the three dots button, you will find the actions Security and Invalidate. These actions are further described in the Overview of actions you can perform section below.
On the Basic Information tab, you will find information about the File and its description. In the light green box, you can open a preview of the File or click on the file name to download it.
If you need to edit and re-upload the file to your CRM system, just click on the Upload New Version button and select one of the options:
- Upload a file,
- Add a link (www),
- Link files from Dropbox service.
To view all previous versions of the File, click on Older Versions.
The panel named Signed by shows the current version of the record. Every user who makes a change can also sign the File to confirm that they have, for example, seen it or edited it.
The Discussion tab is used for leaving a message for selected raynet users regarding a specific File. You first need to add the users to the Discussion and then add a post.
Overview of actions you can perform
To select an action to perform, you need to click on the pencil » three dots.
Security shows system information about the File. You can find out who created or modified the File and when. Only users who are authorized can access the file. You can also lock each File you have access to, preventing other users from editing it. You or an administrator can unlock it again for other users.
Clicking on the Invalidate button will cause the File to no longer appear in Documents. However, it will still be stored in the CRM system. If you also want to see invalidated Files in Documents, click on the Show Invalid button located in the header of the Folders and Files list.
Moving a File in Documents
To change the location of a File, click on the pencil icon (it only appears when you hover over a specific File).
In the Basic Information panel, click on the Move to button.
Lastly, select the folder to which you want to move the File and confirm by clicking the Select and Close button.
Tip: You can also add files to all records in Raynet (except Price Lists) as an attachment directly on the detailed record card. The attachments panel can be found on the Basic Information tab (for Accounts and Contacts on the Other Information tab). Learn more about this feature in this article.