Document Management - Properties Panel Overview

Last modified 14:39, 5 Jun 2015

Overview

The Properties panel displays detailed information about the selected document and provides quick access to document related tasks, such as adding the document to multiple contacts and assigning keywords. By default it is shown on the right in the Global Document Centre and Document Centre.

Properties Panel

PropPanel.PNG

 

 

Option How to Use
Id  Document Identification number.
File Name The current name can be modified.

Contact / Assignment / Job Options

 

Option How to Use
Contact 

Shows the name of the contact that the document is linked to. To link the document to additional contacts, the user clicks the Add button to open the Find Contact window. The scroll Bar is enabled if the list contains more than three entries. 

To remove an existing contact, the user selects the corresponding line and uses the Delete button. 

If there is only one contact attached, it can only be removed after a new contact has been appended.

Assignment Shows the assignment that the document is linked to.  If a client is selected in the Contact field, then Assignment displays a list of the assignments linked to the client allowing the user to choose one.
Job Shows the job that the document is linked to. To amend the assignment/job for a linked contact, the user clicks on the job which will open a drop down with valid values. 

Standard Options

Option How to Use
Linked Documents

Shows the number of documents linked to the currently selected document. Click the Linked Documents button to open Linked Documents window, where you can open related documents or unlink them. For details on how to link documents see: Linked Documents.

Description  You can add or modify the description.
Library  Shows the document library the document is linked to. This can only be changed if moving a document from the Pending to the client filing library.
Type  Displays the currently linked document type, which you can change if your permissions allow.
Source* Displays the document's orgin, which is categorised according to the following:
  • Upload
  • Scan
  • Email
  • Template
  • Import
  • Personal Tax
  • Accounts Production
  • Practice Management
Document Date Displays the date the selected document has been created. The date can be manually amended. Click the calendar icon to change the date. 
Archive Date  Displays the date the selected document has been highlighted for Archive. The date can be manually amended. Click the calendar icon to change the date. 
Destruction Date

Displays the date the selected document has been highlighted for Destruction. The date can be manually amended. Click the calendar icon to change the date.

Email and Letter Options

Option How to Use
To Displays who the email or letter is addressed to. Where a document or email has been sent to multiple recipients a separate line appears for each recipient.  To add an additional recipient click the Add button to enter the person's name. The scroll option is enabled once the list has more than two entries. 
From Displays who the email or letter is from. Letters utilize the From field in the Document Creation wizard. Emails show the contents of the From field as sent/received. 

Version Options

Option How to Use
Version Number Displays the document version number. Click the Version History button to open the Version History window. This window displays the following fields: Version No, Check-In Date, Created By, Comments, Published Date, Published by, Portal Approval and allows you to revert back to a previous version of the document if needed.
Created By Displays the details of the user that created the document.  It is not possible to edit the details of this field.
Date Displays the date created for an electronic file or the received/sent date for emails.
Upload Date Displays the date the document was uploaded to Document Management.
Last Checked Out This displays only field shows the date the document was last checked out.
Last Checked Out By This displays only field shows the details of the user that last checked out the document.
Audit Trail Displays the history of changes made to the document properties. Click the Audit Trail button to open the Audit Trail window.  
Linked Documents Shows the number of documents linked to the currently selected document. Click Ellipsis1.png to open Linked Documents, where you can open related documents or unlink them. For details on how to link documents see: Linked Documents.

Other Options

 

Option How to Use
Keywords Displays the keywords associated with the selected document. Click the Keywords button to open the Keywords window and amend them.
Extra Fields Displays the extra fields linked to the document.  Click the Extra fields button to open the Extra fields window and amend them.
Autofill Indicates whether this document is used with Autofill.
Status Indicates if Autofill has processed the document.

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