Documents

The Documents page allows you to search for documents across all companies based on a complex set of criteria you define. Once you have located the desired documents, you can select one from the search results and view/modify the document information, send out form letters and emails about the documents, or generate document reports.

To find documents:

  1. Select Company Documents from the menu or click the Documents tab at the top of a company page..

  2. Specify any of the following Closedcriteria to define the set of documents you want to find:

    • Region – Select a value to find documents associated with a particular region. If you select a region and then select a property that is not in the selected region, the region value is cleared.
    • Property – Click the Select link to find documents associated with a particular property. If you select a property and then select a region that the property is not in, the property value is cleared.
    • Company Name – Enter a value to find documents that contain the specified characters in their company name. This search is not case-sensitive. The search is done on the entire word or phrase entered, not on individual words. You can enter part of a word (for example, entering "ca" will find both car and California).
    • Search Text – Enter a value to find documents that contain the specified characters in either their description or their document ID number. This search is not case-sensitive. The search is done on the entire word or phrase entered, not on individual words.
    • Document Type – Select a value to find documents of a particular type from the drop-down menu (for example, lease or contract).
    • Contract Type – If the document is a contract, select a value to find contracts of a particular type (for example, hourly or fixed bid).
    • Category – Select a value to find documents for companies that belong to a particular category, for example, Architects, Cleaning Contractors, or Electrical Contractors.
    • Document Status – Select a value to find documents in a particular status (for example, pending or approved).
    • Minority – Select a value to find documents for all companies or minority-owned companies only.
    • Woman-Owned – Select a value to find documents for all companies or woman-owned companies only.
    • Expiration Date – Enter two date values to find documents that expire within the specified date range.
    • Preferred Vendor – Select a value to find documents for all companies or for preferred vendors only.
    • Contract Manager – Click the Select link to find documents associated with a particular contract manager.
    • Active – Select Yes to find active documents or No to find inactive documents.
    • Vendor – Select a value to find documents that are associated with vendors only or with all companies.
    • Master Agreement – Select Yes to find documents that are classified as master agreements.

  3. Once your search criteria are defined, click FIND.

    A table containing a list of all the documents that match the specified criteria appears. Above the table, the total number of documents returned is displayed. The table lists the first 50 documents; the controls at the bottom of the table can be used to navigate to additional documents.

    The following information is displayed for each document. You can sort the table by clicking any of the column headings.

    • Document # – This column displays the document number. The document number is displayed as a link if either an electronic version of the document has been stored or if an Online Document has been defined. Clicking a link opens the electronic file or the online document to display its contents.
    • Company – This column displays the company the document is associated with. Clicking this link opens the Company Details page, allowing you to see more information about the company, including other documents that are stored with the company.
    • Type – This column displays the type of document, for example, lease, contract, or certificate of insurance.
    • Contract – If the document type is a contract, this column displays the type of contract.
    • Status – This column displays the document status, for example, pending or approved.
    • Expiration – Below the status, the expiration date of the document is displayed. If the document will expire within thirty days, a yellow square is displayed to warn you of the upcoming expiration. If the document has expired, a red icon is displayed.
    • Property – This column displays the property, if any, associated with the document.
    • Description – The description of the document is displayed below the document number, company, and type.
    • Project - This column displays the project the document is associated with.
    • DETAILS – With every document found, a DETAILS button is displayed. Clicking this button opens the View Document Details page for the document where you can view more information about the document, Edit the Document, or create an Online Document.

You can perform any of the following operations on the documents in the list, using the links displayed above the results.

ClosedPrint

The Print link allows you to generate printable documents using a selected document print format. This function is most often used to print form letters that you will mail to inform company contacts that a document is expiring and that some action should be taken. When you select the Print link, a separate printable document is generated for each document in the search results list.

To generate printable documents:

  1. Using the steps above, locate the set of documents you want to generate printable documents for.

    A document will be generated for every document listed so be careful to refine your search results so that only the appropriate documents are listed.

  2. Select a document print format.

    Choose the document print format that contains the contents of the documents you want to generate. Document print formats typically contain static text about the purpose of the document and print tokens that reference specific company document fields.

  3. Click the Print link.

    A new window or browser tab opens displaying the contents of the documents that will be printed, along with a print dialog box. You can review the contents of the documents before printing them, but you cannot edit them.

  4. Click Print.

    Each document is printed on a separate page.

ClosedEmail

The Email link allows you to generate email messages using a selected email format. This function is most often used to send email messages to inform company contacts that a document is expiring and that some action should be taken. When you select the Email link, an email message is sent for each document in the search results list.

For email messages to be sent, the Contact Person and the Email address fields must be properly defined for the document and the Send Manual Email flag must be set to Yes. For more information, see Contact Information on the Create Document page.

To generate email messages:

  1. Using the steps above, locate the set of documents you want to generate email messages for. You must specify a Document Type.

    An email will be sent for every document listed so be careful to refine your search results so that only the appropriate documents are listed.

  2. Select an email format.

    Choose the email format that contains the contents of the email you want to generate. Email formats typically contain static text about the purpose of the message and email tokens that reference specific company documents fields. Document print and email formats are stored together, so the appropriate email format for a specific purpose may be the same as the print format.

    When email formats are defined they are assigned a document type. Therefore, the email format you select must match the document type you selected when defining your document search criteria. For example, if you are sending email messages about expiring contracts, selecting an email format designed for leases will generate an error when you try to send the emails.

  3. Click the Email link.

    A dialog box opens asking you to confirm that you want to send out email. The system does not display a preview of the email message before sending it.

  4. Click OK.

    A dialog box opens indicating the number of email messages sent.

    If the number does not match the number of documents in the result set, then some email messages were not sent because errors occurred. Usually this is a result of the document not having the contact person, email address, or send manual email values properly defined. If you click the DETAILS button for the document record you can open the View Document Details page and examine those values. Also on the View Document Details page, you can scroll down to the OTHER OPTIONS pane and click the Outbound link to see if an email message was sent.

ClosedExcel

The Excel link generates a report in Excel format that specifies detailed information about the documents in the result set. The report contains one row for each document in the result set and contains the following columns of information:

  • Status – the status of the document (for example, pending, or approved)
  • Status Comments – any comments about the document status
  • Expires – the date when the document expires
  • Document# – the document identifier
  • Company – the name of the company the document is associated with
  • Vendor – Yes if the company is a vendor
  • External Company ID – any external company ID defined for the company the document is associated with
  • Internal Vendor Code – internal vendor ID number; typically associated with an accounting system
  • Property – the property the document is associated with (this is not the property the company is associated with)
  • Type – the document type (for example, lease or contract)
  • Contract Type – if the document is a contract, the type of contract
  • Description – the description of the document
  • Project – the name of any project associated with the document
  • Cost Amount – the cost amount associated with the document
  • Terms – any additional cost terms associated with the document
  • Contact – the name of the contact person for the document
  • Contact Phone – the phone number of the document contact person
  • Contact Alt Phone – any alternate phone number for the document contact person
  • Contact Address – the address of the document contact person
  • Fax – the fax number of the document contact person
  • Email – the email address of the document contact person
  • Company Category – the category that classifies the company associated with the document
  • Secondary Category – any secondary category that classifies the company associated with the document
  • Contract Manager – the name of the contract manager for the company associated with the document
  • Send Email – Yes if the Send Manual Email flag for the document is set to Yes

For more information about any of these fields, see Create Document.

ClosedAuto Email Report

The Auto Email Report link generates a report in Excel format that contains information about the documents in the result set that have automatic email notifications set up. The report includes one row for each document/interval combination. For more information, see Auto Email Setup. The report contains the following columns of information:

  • Company Name – the name of the company the document is associated with
  • Property – the property the document is associated with (this is not the property the company is associated with)
  • Document # – the document identifier
  • Document Description – the description of the document
  • Document Type – the document type, for example, lease or contract
  • Document Print Format Name – the name of the document print format as specified in the Auto Email Setup pane of the document details
  • Interval Detail Description – the description of the interval the notification is set up for
  • Email Addresses – the email addresses of the people that will be automatically notified, separated by commas; the contact person's email address is not listed
  • Subject – the subject line of the notification email as established on the specified email format
  • Body – the body of the notification email as established on the specified email format
  • Notify Contact – TRUE if the Contact Person will receive automatic email notifications
  • Expiration Date – the document's expiration date
  • Calculated Email Date – the date on which the automatic email notification will be sent, based on the defined interval

ClosedAdd Document

The Add Document link provides a shortcut to adding a new company document. The Create Document page opens in a separate window so that you do not lose your result set. For more information, see Create Document.

ClosedRequired Configuration

  • To take advantage of the Print and Email feature, the appropriate Document Print Formats must be set up by the system administrator.

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