Frequently Asked Questions - Documents

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Q.  Why would I put documents into SPS?

SPS provides secure access to many types of information including documents.   By storing documents in SPS, you can access them securely from anywhere.    In addition, SPS keeps a revision history allowing you to recover previous versions of documents.   Because the documents are stored centrally, everyone always has secure access to the latest revision.  

For more information, please view these additional resources.

SPS Online Manual - Documents    

Q.  Can I put links on my website to documents in SPS?

Yes.   SPS supports the concept of special names for documents called constants.   These enable your webmaster to create links from your website to documents within SPS.   This feature enables the person responsible for maintaining the document to immediately publish revisions to your website without the assistance of your webmaster.

Due to security issues, we require customers to specifically request this service to be enabled.   Please contact us at support if you wish to utlize this functionality.   Our support technicians will make sure that you understand all of the issues involved.

Q.  How do I put existing documents into SPS?

There are two methods of putting existing documents into SPS.   Documents can either be composed or uploaded.   If you wish to be able to edit the document within SPS, you need to choose compose.   Once you choose compose, you will be presented with a blank editor.    Simply copy and paste your current document into this editor.

For more information, please view these sections of the online manual.

Documents - Composing and Editing     Documents - Composing and Editing

Q.  What else can SPS do with Documents?

Probably the most powerful feature of the Document Library is its ability to create form letters.   These form letters can be automatically merged with information from the Contact Manager to create letters, emails or other documents.

For more information, please view these additional resources.

Online Manual - Documents - Mail Merge

Online Manual - Contact Manager - Mail Merge