Documents are used for storing files that are shared with all users and are not linked to any specific record.
You can upload a file to Documents, add a link, or link files from Dropbox and work with them in raynet. You can also add files into folders within Documents.
In this article, you will learn:
- how to work with the Documents list view,
- how to add files to Documents,
- what you can find on the Document detailed card.
Documents list view
From the main menu, select Documents. You will see a list of all uploaded folders and files.
If you prefer to view files with thumbnails, then you can toggle the view.
You can add Pinned Filters to the Documents list view to quickly filter what you are most interested in at any given time, such as the Security Level. To select these filters, click the plus button » Add filter and select the desired filters. Close the window with the X button. You will find the quick filters saved at the top of the screen.
By clicking on the pencil icon, you can add or remove additional filters. Drag the mouse to rearrange the order of filters.
Applying a filter will show a list of all documents that match the filter. To disable the filter, you need to hover over it and click the X button.
To organize your folders, use the Reorganize button in the top right corner of the screen.
Adding files to documents
To add a new file to Documents, click the green plus button and select where you want to upload the file from. You can also use this button to create a New Folder.
When uploading files from your computer, the document size is limited to 50 MB, and the maximum number of uploaded files is 10. You can upload files to Documents separately or put them in a designated folder.
After selecting the files, the file selection dialog box will pop up. If you wish to delete a file, click the trash can icon at the end of the row.
In the bottom right corner, you will find a lock icon for selecting the Security Level of the uploaded files.
You can also add a link into your CRM system. You need to choose a name for the link and input the URL.
The last option is to Link files from Dropbox.
Overview of actions on the detailed document card
For all files In the list view of Documents, you will find the Name, Code, E-mail of the user who added the file, the Date of upload, and the Version.
If you click on the Name, the file will be displayed, or the website of the added link will open. To open the document detailed card, you need to click on the document Code.
The Document can be further edited on the detailed card. It is possible to upload a new version of the Document, sign it, or look at the record Security and Invalidate the Document via the three dots button.
A window with system information about the Document appears when you click the Security button.
It tells you who created or edited the record and when. You can lock each record you have access to, preventing other users from editing it. It can then be unlocked by either you or an Administrator. You can also set the Security Level in this window. And if you are wondering who is authorized to see this record, you can check with the Record Visibility feature.
If you invalidate the Document, it will no longer appear in the list views. However, the invalidated Document will remain in Raynet, and you can always renew its validity by using the Show invalid filter.