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.
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.Each document must have a unique name. In addition, you may add a system-wide “Constant” if you wish for this document to be accessible via your company website using SPS. This constant value is used to dynamically access this document when a request is made to your website. Please contact Root Systems if you would like more information about this feature.
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.
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