This page allows you to create, modify, and/or delete documents.
The information in this document is applicable to product update 258 and higher. If you have versions lower than this, certain features explained here will not be applicable.
If your Exact Synergy Enterprise is of product update 256 and you are using the Internet Explorer 11 browser, it is advisable to perform the following settings to ensure that you can create and modify documents smoothly:
The availability of the fields on this page depends on the settings of the selected type defined at Modules ? Documents ? Setup ? Maintenance ? Document: Types. Therefore, you may see more or less fields than those described here. For more information, see Creating and modifying document types.
Subject section
Type a suitable subject for the document. This is mandatory. If this field is not filled in and Save is clicked, the system will use the first 70 characters of the document as the subject.
Click to add attachments section
This section allows you to upload files from your computer or virtual files from OneDrive to the document, as well as view or download uploaded files. The number of files that can be attached depends on the total attachment size defined at Attachment Maximum in the Documents section of Documents settings. For more information, see
Setting up documents. Attempting to save a document with attachments that exceed the total attachment size will prompt an error message. The file can be in a .txt, .html, .htm, .htx, PDF, or any Microsoft Office format. The selected files will be listed in the file lists box.
Note:
When creating or modifying documents, you can upload attachment(s) by clicking Click to add attachments, or by dragging and dropping files to the blue box.
When modifying a document, you can also preview or download attachments that have been uploaded.
An uploaded attachment will be displayed as follows:
Hover your mouse over the uploaded attachment to preview or download the attachment, as displayed in the following:
Note that when you click 
on files with formats such as .jpg, .pdf and .txt, the content will be displayed in a preview browser. For files with formats such as .docx, .xlsx, and .pptx, the content will be displayed in the respective Microsoft Office application.
Content section
This section provides tools to help you in creating and modifying your document. For more information on the icons and drop-down options available, see Help on icons and drop-down options in document editor.
Tags section
Corporate tags
Click 
to link the selected corporate tag to the document. You can only select corporate tags that have already been predefined in the Documents: Type settings.
Note: Corporate tags is available only if you have defined the corporate tags under the More properties tab at Modules ? Documents ? Setup ? Maintenance ? Document: Types.
Tags to use
This displays the tag(s) added to the document. “X” will be displayed beside the tag if you are allowed to delete the tag. However, the document owner and administrator can always delete tags from a document but a tag owner can only delete tag(s) created by the tag owner. Once the tag is deleted, it will be removed from the document. The tags cannot be edited.
Note: This is displayed only if you are viewing or editing a document.
More / Information section
This section allows you to fill in more details for the document. You can display or hide this section according to your preference.
Document
When creating a document, New or New – Version 1 will be displayed, depending if the versioning feature is enabled. When modifying a document, this displays the document ID in a hyperlink and the version of the document.
When you are creating a document, it is mandatory for you to define the version number of the document if you are using the User-defined format. You can select the versioning format at Format (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and click the More properties tab).
Below depicts the logic of the versioning for documents:
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Action\Format
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User-defined
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Major
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Major & Minor
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Creating a document
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The version number of a document is defined by you.
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· First version of a document (1)
· Second version of a document (2)
· Third version of a document (3)
You can only create up to a number of major version document, which is defined at Number of major versions allowed.
If the number of major version exceeds the number allowed to be created, the older major version of the document will be deleted or archived, depending on the option selected at Older major version. For both settings, go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab.
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· First version of a document (1.0) — Major version
· Second version of a document (1.1) — Minor version
· Third version of a document (1.2) — Minor version
· Fourth version of a document (2.0) — Major version
You can create an unlimited number of minor versions for a major version document. However, you can only create up to a number of major version document, which is defined at Number of major versions allowed.
To upgrade a minor version document to a major version document, you can use the copy functionality, available when you click the Versions button in a document.
If the number of major version exceeds the number allowed to be created, the older major version of the document and its minor versions (if any) will be deleted or archived, depending on the option selected at Older major version. For both settings, go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab.
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Modifying a document
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The version number of an existing document cannot be modified and remain unchanged when the document is saved.
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The version number of the document cannot be modified and will remain unchanged when the document is saved.
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· First version of a document (1.0) — Major version
· Second version of a document (1.1) — Minor version
· Third version of a document (1.2) — Minor version
· Fourth version of a document (2.0) — Major version
If you are modifying a minor version of a document, saving the document will create a new minor version of the document. Based on the example above, if you are modifying a document with version number 1.0, saving the document will automatically create a document with version number 1.3.
If you click Edit to modify a document that is active but is not the latest version, a message will be displayed to ask if you want to continue editing it.
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Deleting a document
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The selected document with the version number will be deleted.
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The selected document with the version number will be deleted. If the document deleted is in an active status, the document with the latest start date will be made active.
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· First version of a document (1.0) — Major version
· Second version of a document (1.1) — Minor version
· Third version of a document (1.2) — Minor version
· Fourth version of a document (2.0) — Major version
If you are deleting a major version of a document, its minor versions (if any) will be deleted as well. Based on the example above, if you are deleting a document with version number 1.0, documents with version numbers 1.1 and 1.2 will be deleted automatically. If you are deleting a document with version number 1.1, only the document with version number 1.1 will be deleted.
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Changing the version format of a document type will affect the numbering of the versions for existing documents belonging to the document type. For more information, see Renumbering of versions for existing documents when version format changes.
Note: This is available only if you have selected the Versions check box (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab) and if you are modifying a document.
Created by
This displays the name of the person who created the document, and the date and time it was created. This is displayed only when modifying a document.
Modified by
This displays the name of the person who last modified the document, and the date and time it was last modified. This is displayed only when modifying a document.
Publish
Select the relevant publication option. Normal will not display the document in either the front page or headline list. Frontpage will display the document in the front page list. You may type a short summary of your article in the box next to this field. The summary is shown together with the document’s subject on the front page. This is mandatory if Frontpage is selected. Headline will display the document in the headline list.
Type
Select a document type for the document. For more information, see Creating and modifying document types.
Category
Select a category for the document.
Note: You can only see this in the Classic mode for document structure. For more information, see Document structure in Classic mode.
Security level
Select or type the appropriate security level for the document. This allows users with the same security level or higher to view and/or edit the document. If you attempt to save a document with a security level of “0”, “1”, or “2”, the document will have an “open” status because the document requires approval from the corresponding approver.
Extra security check for customers
Select this check box to enable the
additional security check for a document. The check box will be displayed only
when the Extra security check for
customers check box has been selected for the document type to which the
document belongs. By default, the check box will be selected when creating
documents and can be cleared when required. For the documents with the setting
already enabled but the setting in the document type is disabled later, the
check box will remain enabled on the document page. The check box will only be
hidden from view on the document page after the check box has been cleared and
the document has been saved.
When changing the document type of an
existing document, the additional security check will be applied depending on
the newly selected document type. For example, if the additional security check
has been enabled for the newly selected document type, the Extra security check for customers check box will be displayed
under the Information section of the
document page and the check box will be automatically selected. If the
additional security check has not been enabled for the newly selected document
type, the Extra security check for
customers check box will be cleared and hidden from view under the Information section.
Note: The additional security check is applicable to the following:
- users that are logged in as
customers,
- documents with the security
level of 3, and
- documents that are pre-defined
or with properties that have been set up via the document types.
Language
Select the language the document is written in.
Deletion date
Select the expected date for the document to be deleted.
Division
Select a division to link the document to this division.
Person
Select a person to link the document to this person.
Account
Select an account to link the document to this account. This can be in the form of an associate, reseller, or customer.
Contact
Select a contact person to link the document to this contact person.
Opportunity
Type or select an opportunity code to link the document to an opportunity. However, opportunities will be displayed based on the following scenarios:
- If the Account and Opportunity fields are available, and an opportunity customer is selected at Account, only opportunities that are linked to the selected customer will be displayed for selection.
- If the Account and Opportunity fields are available, and the customer selected at Account is not an opportunity customer, all the opportunities will be displayed for selection.
- If only the Opportunity field is available, all the opportunities will be displayed for selection.
Project
Select a project to link the document to this project.
Item
Select an item to link the document to this item.
Serial number
Select a serial number to link the document to this serial number. You must specify Item before a serial number can be selected.
Assortment
Select the assortment or product line to link the document to this assortment.
Release
Select the release of the assortment to link the document to this release. You must specify Assortment before a release can be selected.
Transaction
Select the financial entry to link the document to this transaction.
Note:
- The following edit and viewing rights related fields will only be displayed if you select the Owner check box in the Check in / Check out section, under the Share tab of Document type functionality. For more information, see Creating and modifying document types.
- You can limit the rights to edit and view documents to people from specific groups at document level via the edit and view rights related fields. By default, the editing and viewing rights defined at document level will precede the editing and viewing rights defined at document type level. For more information, see Creating and modifying document types.
- All document creators and owners can edit and view the document even though the individual security level is lower than the security level of the document, unless the document is blocked for editing through versioning.
- The people from the specific groups will only obtain the editing and viewing rights if the individual security level is equal to or higher than the security level of the document.
Edit: Rights
Select one of the following options to give editing rights to the corresponding people:
- Creator/Owner — Select this to give editing rights only to the creator and owner selected at Owner. Once selected, the Owner field will be displayed.
- Division – Document — Select this to give editing rights to people under the division selected at Division.
- Division – Creator — Select this to give editing rights to people under the same division as the document creator.
- Role — Select this to give editing rights to people with the role selected at Role. Once selected, the Role field will be displayed.
- Cost centre — Select this to give editing rights to people under the cost center selected at Cost centre. Once selected, the Cost centre field will be displayed.
- Cost center group — Select this to give editing rights to people under the cost center group selected at Cost center group. Once selected, the Cost center group field will be displayed.
- Project – Member — Select this to give editing rights to the members of the project selected at Project.
Note: This is available only if you have selected Yes at Edit in the Rights section (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Owner
Type or select a person to define this person as the owner of the document.
Note: This field will only be displayed if you select Creator/Owner at Edit: Rights and if you have selected Yes at Edit in the Edit rights section and the Owner check box is selected (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Role
Type or select a role to give editing rights to people with this role. Once selected, the Role level field will be displayed.
Note: This field will only be displayed if you select Role at Edit: Rights.
Role level
Select one of the following options to give editing rights to people with the role selected at Role and the following role level:
- Corporate — Select this to give editing rights to people at corporate level.
- Group — Select this to give editing rights to people at group level. Once selected, the Reference point field will be displayed.
- Division — Select this to give editing rights to people at division level. Once selected, the Reference point field will be displayed.
Note: This field will only be displayed if you select a role at Role.
Reference point
Select one of the following options to give editing rights to people with the role selected at Role and linked to one of the reference points:
- Account — Select this to give editing rights to people who are linked to the account defined in the document.
- Creator — Select this to give editing rights to the creator of the document.
- Item — Select this to give editing rights to people who are linked to the item defined in the document.
- Project — Select this to give editing rights to people who are members of the project defined in the document.
- Person — Select this to give editing rights to people defined in the document.
- Serial number — Select this to give editing rights to people who are linked to the serial number defined in the document.
Note: This field is available only if you select Group or Division at Role level.
Cost centre
Type or select a cost center to give editing rights to people from this cost center.
Note: This field will only be displayed if you select
Cost centre at Edit: Rights.
Cost center group
Type or select a cost center group to give editing rights to people from this cost center group.
Note: This field will only be displayed if you select Cost center group at Edit: Rights.
View: Rights
Select one of the following options to give viewing rights to the corresponding people:
- Division – Document — Select this to give viewing rights to anyone from the division selected at Division.
- Division – Creator — Select this to give viewing rights to anyone under the same division as the document creator.
- Role — Select this to give viewing rights to anyone with the role selected at Role. Once selected, the Role field will be displayed.
- Cost centre — Select this to give viewing rights to anyone under the cost center selected at Cost centre. Once selected, the Cost centre field will be displayed.
- Cost center group — Select this to give viewing rights to anyone under the cost center group selected at Cost center group. Once selected, the Cost center group field will be displayed.
Note: This is available only if you have selected Yes at Edit in the Rights section and is editable only if the Edit check box is selected in the same section (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Role
Type or select a role to give viewing rights to anyone with this role.
Note: This field will only be displayed if you select Role at View: Rights.
Role level
Select one of the following options to give viewing rights to anyone with the role selected at Role and the following role level:
- Corporate — Select this to give viewing rights to anyone at corporate level.
- Group — Select this to give viewing rights to anyone at group level. Once selected, the Reference point field will be displayed.
- Division — Select this to give viewing rights to anyone at division level. Once selected, the Reference point field will be displayed.
Note: This field will only be displayed if you select a role at Role.
Reference point
Select one of the following options to give viewing rights to anyone with the role selected at Role and linked to the following reference point:
- Account — Select this to give viewing rights to people who are linked to the account defined in the document.
- Creator — Select this to give viewing rights to the creator of the document.
- Item — Select this to give viewing rights to people who are linked to the item defined in the document.
- Project — Select this to give viewing rights to people who are members of the project defined in the document.
- Person — Select this to give viewing rights to anyone defined in the document.
- Serial number — Select this to give viewing rights to people who are linked to the serial number defined in the document.
Note: This field is available only if you select Group or Division at Role level.
Version: Start date
Type or select the validity or start date of the document.
Note: This is available only if you have selected the Versions check box (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab) and if you are modifying a document.
Version: Remark
Type any additional note about the document in the box.
Note: This is available only if you have selected the Versions check box (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab) and if you are modifying a document.