Documents

Table of Contents

1. Overview
2. Setup
3. Expiry reminders
4. Renaming the tab
5. Configuration Reference

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Overview

One or more documents can be linked to a contact or to a matter. A document holds a type, a description, a date, a responsible user, an optional expiry date, follow-up and reminder fields, a completed flag, free notes and — depending on the configuration — either an uploaded file or a link to a document elsewhere.

Setup

1. Create the document types as activity types whose code starts with the prefix DOCUMENT. Only those activity types are offered on the document form.
2. Decide where the tab is shown: ContactVisible for the contact types, MatterVisible for matters.
3. Decide who may add documents: ContactCreateRole and MatterCreateRole.
4. Decide how a document is stored: ShowAttachmentUpload to upload a file into ContactManager, ShowDocumentUrl to store a link to the document.

Custom fields can be made visible on the document form as well: tick Document on the lookup field that defines the custom field.

Expiry reminders

A document with an expiry date is watched by the nightly job. Once the expiry date has passed by the number of days set in SendReminderForExpiredDocumentsInDays, a reminder e-mail is sent, and repeated weekly for as long as the document stays expired.

The reminder goes to the document's owner. If the owner is disabled, the user who last modified the document is used instead, and failing that the user who created it.

To stop the reminders, either mark the document as inactive, complete it, or update its expiry date.

Renaming the tab

To rename the Documents tab on the contact card, create or update Config\Localize\Xtensive.Cms.UI.<language>.ini — for example Config\Localize\Xtensive.Cms.UI.nl.ini — and add:

[Actions]
TabDocuments=Docs

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Configuration Reference

Settings in the Document section of the CRM Configuration screen.

ContactVisible

Contact types on which the Documents tab is shown. Combine several values with a comma.

• Allowed values: None, Company, Person, Employee, CompanyDepartment
• Default: None

ContactCreateRole

Only members of this role may add documents to a contact.

• Allowed values: a role name
• Default: Everyone

MatterVisible

Whether the Documents tab is shown on matters.

• Allowed values: true, false
• Default: false

MatterCreateRole

Only members of this role may add documents to a matter.

• Allowed values: a role name
• Default: Everyone

ShowAttachmentUpload

Allows the user to upload a file. The file is stored in the ContactManager database.

• Allowed values: true, false
• Default: false

ShowDocumentUrl

Allows the user to enter a link to a document instead of uploading it.

• Allowed values: true, false
• Default: true

SendReminderForExpiredDocumentsInDays

Number of days after the expiry date at which the first reminder is sent. The reminder is then repeated weekly.

• Allowed values: a number of days, or -1 to disable reminders
• Default: 14