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SPS Documents SPS
provides a centralized document storage facility in order to allow users to
store common business documents such as business letters, product manuals, and
training materials in one easily accessible space.
The
SPS Documents application provides the following features: ·
Web-based document access provides the ability to access
any document using a browser, including through a company website, ·
Permission controlled environment allows users to only
provide access to documents to those users with appropriate access permissions, ·
Revision control prevents the accidental loss of data and
the ability to always retrieve an older version of any document, ·
Integration with the SPS Contact Manager
and email libraries allow the quick and easy creation of data integration into
form letters (mail merge), ·
Integration of the documents library into the SPS Email
client allows a common document retrieval method for attachments, thereby
preventing the need for users to store documents on their desktops. Documents
may be organized into folders by selecting the point in the document tree of
the Documents application main screen and clicking the Modify
button. Initially, only a folder named
“Company Base” exists. You may modify
the name of this folder if you wish or simply add folder beneath it.
For
example, we may wish to add folders for employee related documents, customer
related documents, and vendor related documents.
Now,
we can add documents into a folder or move existing documents into the folder
using the Move button.
Composing or Editing Documents You
may create a document by clicking once on the folder you wish for it to be
created in (causing it to turn blue) and then clicking the New
button. You will receive the “Choice”
pop-up with an option to “Compose” the document (using the standard SPS Editor
utility) or to “Upload” the document (discussed below).
Click
on “Compose” and select Ok. You
will now be in the Compose Document screen.
This
screen contains the SPS Editor utility to allow you to compose any letter with
standard word-processor functions such as bold, color change, and other
formatting. The best Livescore For
example, if we were to compose a document under the Human Resources category
(created in the example above), it may look something like the following
figure.
Now,
the document would appear as a file found within the Human Resources folder
that we created as shown in the following figure. To open the document, simply double click it from the listing on
the right hand side of the screen or click it once (causing it to turn yellow
as shown below) and click the Open button.
Once
a document has been saved, its revision history is also created and can be
found under the “Revisions” context menu.
For example, if someone else were to have revised this document, it may
look something like the following figure.
Now,
you may always retrieve the prior version to view or to use as the basis of
another version by selecting it from the context menu. Prior revisions of this document may not be
named the same as the existing document – you must start a new revision chain
as noted in the following system alert.
SPS
integrates documents with both the Contact Manager
application and its email library to allow the easy creation of form letters
and mail merge. To insert data merge
indicators (“tags”), simply click the Tag button when in the Compose
Document screen.
You
will receive the “Contact Field Selection” pop-up containing a list of
available merge tags correlating to input values captured in the SPS Contact Manager
application. Select the appropriate tag
and click Ok.
A
mail merge “tag” is created within the document as shown in the figure
below. This tag is replaced when a mail
merge is performed in the Contact Manager
with data from the selected contact.
SPS
provides the ability to upload documents in Microsoft Word, Excel, or
PowerPoint format into its document control system. The upload process converts the document into a web-enabled
format, thereby allowing access to the document’s content using a browser. To
upload a document, click New from the Documents main screen after
selecting the folder in which you wish for this document to reside. You will receive the “Choice” pop-up.
Select
“Upload” and click Ok to bring up the “Upload File” dialog. Use the “Browse…” button to choose a file
from your PC’s hard drive and click Ok when ready to upload the document
into the system. You must select a file
in Microsoft Word, Excel, or PowerPoint format in order to proceed with the
upload.
The
uploaded document will appear listed along with any composed documents in the
appropriate folder of the SPS Documents main screen as shown in the figure
below.
Documents
uploaded in this manner may not be edited, but you may be updated by uploading
newer versions into the revision control system. To
delete a document, select it from the document listing found in the right side
of the SPS Documents main screen (causing it to be highlighted in yellow) and
click the Delete button. You
will be asked to confirm your selection.
Please
use caution when using delete because once a document has been deleted, you
will lose any revision history as well.
For extra caution, we suggest creating a “Trash” folder to move
documents into until you wish to permanently delete them from the system.
ã 2003 –
Root Systems LLC – http://www.idcs.info/ |
