The CRM Document Details form enables you to attach and retrieve documents that are associated with a CRM record, such as finance company quotes, or to upload documents to CRM via the Point-of-Sale form. You can also add a Control Document to ensure that Showroom orders or VSB invoices cannot be progressed unless specified documents are attached.
What do you want to do?
This form is displayed in the following circumstances:
When, on the Point of Sale form, you select the Links > WIP Attachment menu-bar command for a loaded wip, then right click > Upload New then click CRM and WIP on the Document Attachment form, to upload a selected document to a CRM vehicle and the WIP.
When you click Add, Details, or Edit on the CRM documents tab of the My Desktop or Contact form. It enables you to store details of documents associated with CRM Company, Customer, Contact or Vehicle records. Note: To access document details you must ensure that you have the correct CRM record loaded (Company, Customer or Vehicle) on the My Desktop form, or a customer Contact record from the Contact form. You should also ensure that you are in edit mode by clicking the Edit toolbar button or by selecting File > Edit from the menu bar.
Menu Bar and Toolbar:
Menu bar Toolbar Action File > Save 
Saves any changes to current record. File > Delete Deletes the selected record. File > Exit 
Returns you to the form from which you displayed this form. View > Show document 
Opens the selected document. Help > Help F1 
Displays this help topic in a web browser.
CRM Record Information:
The information displayed here varies according to the type of CRM record you have selected. For example, if you have accessed the CRM documents tab from the Company shortcut icon, the company record information is displayed.
Company
Company number: Reference number of the company record.
Company name: Name by which the company is usually known.
Customer
Customer number: Reference number of the customer record.
Customer name: Name by which the customer is usually known.
Contact
Customer number: Reference number of the customer to which the contact relates.
Contact code: Reference code indicating the contact made with, or by, the customer.
Contact group: Contact type group. Identifies the group of similar contact codes to which the CRM record belongs.
Vehicle
Description: Short description of the vehicle.
Chassis: Chassis number of the vehicle.
Registration number: Registration number of the vehicle.
Document details:
Document description: Brief explanation of the purpose of the document.
Document reference: Document identifier or reference number (if applicable).
Document date: Date of the document.
Control document type: Document Control type for the document being added.
Document type: File-type of the document. For example, the file extension .pdf, and the file-type Adobe Acrobat Document.
Filename: File name of the document.
See also: Uploading a new attachment to a WIP.
You can attach a number of existing files or documents to a CRM record.
To attach a document to a CRM record:
Enter a description of the document in the Document description field.
Enter the reference number, where appropriate, into the Document reference field and a suitable date into the Document date field.
Note: Enter the date in the form dd/mm/yy or dd/mm/yyyy. Today's date is set automatically as the Creation Date in the status bar.
Enter the file name into the Filename field, or use the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to search for the document.
The Document type fields are populated automatically, indicating both the file-type and file-extension.
Click the Save toolbar button to save the document details.
The file is copied to the server and added to the list of documents displayed in the Available documents list on the CRM documents tab.
See also: Viewing a selected attachment from a WIP.
You can view/open documents attached to a CRM record. This option is only available if an attachment already exists.
To enhance the security of the documents attached in CRM a new parameter Web alias for document security was added to the X4 CRM - Add ons module. The documents attached in CRM will be copied to the server and will be opened directly from that location. The copies will automatically be removed when closing the CRM screen. They will no longer be copied to the PC when they are opened. A Web alias is used to determine the correct location on the server for storing temporary CRM document copies.
Note: Extra parameterization is needed on the KWebServ KCML Web server / connection manager side in order to route the web alias to the correct directory.
If a web alias is selected the new functionality will be activated. To open the record of a document from the CRM documents tab the process will than be:
Open a CRM record with CRM documents attached.
Select the CRM documents tab, select a document and click the View button. Alternatively select the Details option to show the documents details.
The file will be copied to the new directory on the server.
If the file is copied it will be opened using the standard windows (shell_execute) functionality. Depending on the setup a user authentication will be required.
After opening the document a response is received and the file will be deleted from the server.
Note: If no alias is specified in the parameter settings the normal core Autoline process will be used and the files will be copied to the local PC when they are opened.
See also: Deleting a selected attachment from a WIP.
You can remove a document from the list of available documents.
To remove the record of a document from the CRM documents tab:
Click Edit on the CRM documents tab.
The CRM Document Details form is displayed.
Click the Delete toolbar button (or select File > Delete from the menu bar).
Note: This process does not delete the file itself. It deletes the record of the document stored on the CRM documents tab.
A dialog box displays the message: Are you sure you want to delete this document?
Click Yes.
The CRM Document Details form is closed and the record is removed from the list of available documents.
