Documents, Document Viewer
The Document Viewer gathers
together all documents, spreadsheets, emails, voice recordings (wav files),
scanned images and financial plans on a “per client” basis. It also provides a
launch pad for the creation of new documents, scanned images, mail shots, etc.
It is accessed via the green “W” button on the toolbar...
- Use the “Order-by” drop-down, mid-right of the
viewer, to sort by date, type or description
- Double-click any document to view or edit it, or
click the “View or Edit” button
- Click the “New doc”, “New scan” or “New excel”
buttons to start new documents
- Click the thumbnail preview facility, at the
bottom right, to quickly preview a scanned image
- Click the “Rename” button to change a description
- Click either of the “Email” buttons to start an
email to the current client, using that email address
- Click the “Delete” button to remove a description
Deleting & Renaming
The Document Viewer does not
contain actual documents, just cross-references (or links) to them. For
example, if you use the “Delete” or “Rename” buttons, then by default this will
just remove or change the viewer’s description, but not affect the actual
document file. To fully delete a document file select the option for “Document
link AND file”, as shown below.
Similarly, the “Rename”
button shows both the name to display in the Document Viewer and the actual
file that it is linked to. You can use the “Browse” button to navigate to the
real file’s location, where you could re-name it (via right-click and
“Rename”), though on your return you’d also need to change its “File name and
path”, or the link would be broken.
Finding & Linking to Existing
Documents
Before installing Durell,
each user may have written and saved a number of letters to clients in their
standard Windows folder called “C:\My Documents”. In this case they can copy
them to the common Durell folder (e.g. F:\Imw-Data\Docs) via Windows Explorer…
- Double-click “My Documents”
- Click the word “Edit” on the file menu
- Click the “Select all” menu-option
- Click the word “Edit” again
- Click the “Copy To Folder” menu-option
- Browse to the common Durell folder (e.g.
F:\Imw-Data\Docs)
- Click “OK”
Once in a location accessible
by all users, the documents could be linked to their owning clients via the
document viewer’s buttons to “Find Docs”, “Find Excel” or “Find Scan”.
Financial Plans
Financial plans are saved to
and deleted from the document viewer as and when you save or delete them (see “Saving &
Re-finding Plans”).
Prioritise Button
This allows you to keep one
or more selected documents at the top of the document list, regardless of the
order. For example, you might like to keep a spreadsheet, or a document logging
phone calls, at the top of each client’s list. To make a document prioritised….
- Click the green “W” button to activate the
document viewer
- Click and highlight the document to prioritise
(i.e. one that is already displayed in the document viewer)
- Click to the right of the document’s date, in the
“ticked” column, and a tick will appear
- Repeat the above for any other of this client’s
documents that you want prioritised
- Click the “Prioritise” button (the ticked
documents should then move to the top of the list)
- Click the “Un-prioritise” button to revert to the
normal sequence