Documents can be added, or created, in two places in the system. The first is in the contact overview, where, in addition to opportunities and requests for the contact, we also have a table with all documents related to that contact. Here, you can also see the Add Document button. Clicking this button will open a popup window where we can choose which template we want to use to generate the document.
{warning.fa-exclamation-circle} Only templates that have the option selected to require data from the Contact will be displayed here.
After selecting the template and clicking the Create Document button, a new window opens where data for the specific document needs to be entered. This data includes the document reference number, document title, document date, document expiration date, and status. If the selected template requires property data, we will also see a field to select the property that will be included in the document. On the left side of the window, we can see for which contact the specific document is being generated.
{primary.fa-info-circle} The document status is important for tracking the state of the document and monitoring it over time.
Once all the necessary data is filled in, the Generate Document button needs to be clicked, which starts the document generation procedure and automatically fills in all the "variables" found in the template with specific data.
The generated document will appear in the document list in the contact overview. The document can now be opened in PDF format by clicking the PDF button or edited as needed by clicking the Edit button. This document is a specific document, and its status and all changes will be recorded in the system. Each change to the document will be noted on the document timeline visible on the left side when the document is opened. Document modifications save the old version, the time of the change, and data about the person (system user) who modified the document. These changes can be viewed by clicking the Check! message on the timeline. This achieves security, control, and constant monitoring of the document's lifecycle and its modifications.
{primary.fa-info-circle} Clicking on the Check! message on the timeline opens a new window that shows both versions of the document side by side, the old one - before the change, and the new version - after the modifications.
Each document can be deleted by clicking the button with the trash icon.
The second place where documents can be added/generated is in the property overview. The principle is exactly the same as when adding documents to a contact. Documents added for the property can be found in the list on the property overview.
We can open the view of all documents at Contacts -> List of All Documents. On this page, we can see the list of all added documents, regardless of whether they were added under a contact or a property. Here, we can open PDF documents, edit them, or delete them. Editing is exactly the same as if we opened the document from the Contact or Property.