Overview

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Accountants Enterprise only

You can select how to manage documents associated with assignments, clients, contacts or suppliers. The option selected is a practice-wide setting. To select your document storage settings, see Selecting your document storage settings .

The two available options are:

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title	List view

This is the default option for managing and viewing documents. You can create links to individual assignment, client, contact or supplier documents. Document links are listed for the selected assignment, client, contact or supplier. Additional data, such as a description, can be stored with each document link.

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title	Windows Explorer view

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This content applies to you if you do not have Document Manager

This view enables you to specify a documents folder for each client, contact or supplier and manage documents within the folder using standard Windows features like drag and drop, cut, copy and paste.

You are not able to store any additional data relating to the documents in this view as you can with the List view.

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No security settings are employed to prevent team members from adding, editing and deleting documents in the Windows Explorer view. Your practice must set the appropriate security for the documents folder on the network.

If this view is selected for your practice:

A default documents directory is set for each existing client and contact, based on the Document Startup Path and Client/Contact Algorithm currently defined for your practice. You can modify the default folder for each client, contact or supplier. See Changing the documents folder.
The Documents tab displays a Windows Explorer view of the selected documents for each client, contact or supplier.
Shortcuts are created under the default directory for any documents that are currently listed on the Documents tab but are not located within the default directory.
All document descriptions are lost.
You will not be able to add documents to assignments.

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title	Tasks bar options for the Documents tab

Tasks bar selection

Description

Add document

Open a document based on a template.

Opens the Add Document window to enable you create a new document based on an existing Microsoft Word template.

Attach link

Link a document.

Enables you to search and select a document to link to.

Change documents folder

Change a document folder.

Opens the Change documents folder window to enable you to select a different folder for the selected client, contact or supplier’s documents.

This options is only available if you have the Windows Explorer view.

Delete document

Delete a document.

Prompts you to first delete the link to the document and, if you click Yes, then asks you if you want to delete the file permanently from your system.

Link folder

Link a folder.

Enables you to search and select a folder to link to.

New template

Add a new template.

Opens the Microsoft Word window to enable you create a new template which you can use to create client documents.

Publish to Portal

Publish a document to your client portal

Opens the Publish document page in your browser to enable you to publish a document to your client portal.

This options is only available if you have the Windows Explorer view and you have connected to AE Live.

See Publishing documents to your portal.