Creating a document

Documents are generally linked to a third-party or a management object.

Tip

To link an edition to a management object, it is possible to check New linked document in the edition window accessible from a linked document in Edit > Report. In this case, the record sheet (project, customer, etc) contains a Linked documents tab from which you can access the document.

To automatically check New linked document, you can enable the Systematically link reports to management object preference in Edit > Preferences > General > Documents.

When a document is linked to a third-party record sheet (customer, supplier, and so on) created on *****, the document can be downloaded by all coworkers, no matter the company they are in. However, the document record sheet can only be opened and modified by users from the same company.

It is possible to make one or several original PDF documents required for the following management objects: expense reports, sales invoices and credit notes, purchase invoices and credit notes. An original document is similar to a locked document, meaning it cannot be modified or deleted to preserve its authenticity. In the Linked documents tab list, an original document is identified by the icon in the Original column.

1 Go to Tools > New document.
2 Select your document on your workstation using the desired method:
  • URL: specify the web or network path needed to open the document.
  • UNC: select the network file.
  • ... : select a document and store it in Akuiteo.

Note

From another type of record sheet (customer, invoice, products, and so on), drag and drop a file. The Linked documents tab is automatically displayed and a Document record sheet is also created.

3 Enter the document's version number and family, as well as the document properties such as its title, language, creation or modification dates.
4 Under the Publication section, specify the document's publication period and define if it should be published on the Customer Portal.
5 Under the Keywords section, enter keywords regarding the document so that you can easily search for it.
6 Under the Linked third party section, link a third-party (employee, customer/prospect, supplier or another third-party) to the document by clicking on . A window is displayed to fill in parameters according to the third-party to link:
  • Employee: code and name
  • Customer/Prospect/Site/Contact: name of the company, site and contacts
  • Supplier/Site/Contact: name of the company, site and contacts
  • Other third-party: type (competitor, partner, and so on), name, site
7 Link one of the following types of management objects by clicking on , located under the linked third party table:
  • sales: opportunity, quotation, order, etc.
  • purchase: quote, order, etc.
  • help desk: maintenance contract, issue, etc.
  • other: internship, session, country

When you create or add a document from the Desktop Application, you can publish and categorize it in the Customer Portal, or remove it from the Portal.

From a document record sheet

1 Open a document record sheet and switch to the modification mode.
2 In the Publication section, specify the publication period during which the document will be available in the Customer Portal. If you do not set the dates, the document will remain visible until you remove it from the Customer Portal.
3 In the Filed under field, specify the name of the category and the sub-category if needed.
4 In the Linked third parties section, add the customer(s) who will be able to access the document from the Customer Portal.
5 Save then go to Edit > Publish the document.

The document is published and can be accessed from the Customer Portal.

To unpublish a document from a document record sheet, go to Edit > Unpublish the document.

From the Linked documents tab

1 Open a list of documents from the Linked documents tab, in a customer record sheet, project record sheet, and so on.
2 Right-click on one or several documents in the list and select Publish/Remove.

The document is published and can be accessed from the Customer Portal.

To unpublish the document from the Customer Portal, right-click on it then select Publish/Remove.

From a search result

1 Start a search for documents.
2 Right-click on one or several documents in the list and select Publish/Remove.

The document is published and can be accessed from the Customer Portal.

To unpublish the document from the Customer Portal, right-click on it then select Publish/Remove.

Depending on the document's level of confidentiality, you can indicate an accreditation level to view or modify the document.

1 Click on the Authorization tab.
2 Indicate the accreditation level to be able to view the document:
  • Unrestricted.
  • If you select Accreditation level equal to / higher than, you must specify a number between 0 and 999 in the Accreditation levels field, referring to the accreditation level specified in the user record sheet.
  • If you select Allowed employees (not managed on the customer portal), you can specify the employees allowed to view the record sheet in the Allowed resources table.

These tabs provide information about changes made to the document. You can also check whether your customer has downloaded the document shared on the Customer Portal.

DMF

100114 OFFICE AUTOMATION WRITE DUPLICATE

Note

An original document cannot be duplicated.

1 Open a document record sheet.
2 Go to Edit > Duplicate.

The document record sheet is duplicated.

DMF 100115 OFFICE AUTOMATION WRITE ADD TARGET THIRD-PARTY

There must already be an existing target. For more information about targets, read the Creating a target section.

From the document search results

1 From the search results, select the desired documents.
2 Right-click and click on Add third parties from a target.
3 In the window that opens, select the target code and validate.

From a new or an existing document record sheet

1 Create a document record sheet or open the desired one.
2 Click on on the right.
3 In the window that opens, select the target code and validate.

The documents can now be accessed by the relevant third-parties.

If these documents are published on the Customer Portal, they can also be viewed from the Documents tab.

1 Enable the following DMFs: 100116 OFFICE AUTOMATION WRITE LOCK and 100122 OFFICE AUTOMATION WRITE UNLOCK LINKED DOCUMENT.
2 Open a document record sheet and go to Edit > Lock the document.

To unlock it, open the document record sheet again and go to Edit > Unlock the document.

You can also lock documents from the search results.

1 Start a search for documents.
2 In the search results, right-click on the document to lock.
3 Select Lock / Unlock. An icon shows that the document is locked.

To unlock it, right-click on the line again and click on Lock / Unlock.

DMF 100123 OFFICE AUTOMATION WRITE REMOVE ORIGINAL INDICATOR ON PDF

A management object can have one or multiple original documents. This Original indicator can be removed, for example if the management object has been modified.

To remove the Original indicator:

  • from the Linked documents tab, right-click on the Original document then click on Remove Original indicator;
  • from the Original document's record sheet, click on Edit > Remove Original indicator.
DMF 100124 OFFICE AUTOMATION WRITE MODIFY BY BATCH

Prerequisite: Custom data must be created (see Custom data).

Custom data can be modified on multiple objects or third parties at once.

1 Start a search and select the results to modify.
2 Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

3 Check the custom data to modify and enter the new value for each checked element.
4 Click on Validate.

Custom data are modified in the selected management objects.