The Documents section is a journal of the documents you send and sign: contracts, invoices, acts, powers of attorney, commercial invoices, presentations, commercial proposals. It answers "what did we send and at which stage". The system does not read the document itself: it stores a name, an attached file, a status and a responsible person.
Journal
Open Library → Documents in the menu. The table shows name, type, status, responsible person, client and the date of the last status change. Above the table:
- search by name and client (works in Cyrillic and Latin);
- filters All statuses, All types, All responsible and Mine;
- the Closed checkbox — managers only.
You can change the status right in the row.
How to create a document
- Click New document.
- Enter the Name, choose the Document type and the Responsible person (you by default).
- If needed, find the Client (start typing the name) and attach a File.
- Click Create — the document card opens.
Statuses
Draft → New → Sent → Signed scan → Signed original. There is also Cancelled. The status is changed with buttons in the card; every change goes to the history.
Document card
- File: one per document. Replace file puts the new version in place of the old one, Remove file removes the file from the document.
- Links: a document can be linked to several tasks and projects, and to knowledge base articles (the latter for knowledge base editors only). You can link only to tasks and projects you have access to. Linked documents appear on the Documents tab of the task, project and client.
- Comments: a discussion of the document, like on tasks and clients.
- History: creation, status and responsible changes, file, links.
- Remind me: creates a to-do with a reminder. These to-dos are collected on the Documents tab of the To-dos page.
Notifications
The responsible person and the author are notified when a document is assigned, its status changes or a new comment appears (you do not get a notification about your own action). You can switch events on and off in your profile, Documents group; see notifications.
Folders
Documents can be sorted into folders — for example "Visa department", "Tourism / Hotel contracts" or "General". Folders are shown in a strip above the list: All, the folders themselves and No folder, with the number of documents next to each. Click a folder to see only its documents.
You pick a folder when creating a document and in the document card (the Folder field). A document lives in one folder. There is only one level of folders — you can put a department into the name with a "/".
Access. If nobody is selected for a folder, it is open to all staff. If people are selected, only they and the organization's managers can see the folder and its documents. Documents without a folder are visible to everyone, as before. A folder with the restricted icon is shown to you only if you have access to it.
Creating folders is available to managers and above: the blue New folder button next to New document — enter a name and click Create folder. Renaming, giving access and deleting a folder is done on the page opened by the Folders button to the right of the folder strip. When a folder is deleted, its documents stay, just without a folder.
Closed documents
A manager can click Close document: then only the responsible person, the author and managers can see it. Open for everyone removes the restriction. Closed documents are hidden from others in the journal and on task, project and client tabs, and the file does not open by a direct link.
Permissions
The section is available to employees with the "User" role and above. A document can be deleted by its author and by managers.
Not to lose a document at the signing stage, set a reminder with Remind me right after sending it.