Working with Documents
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Last update: CCH Document Management
Managing Templates
This document outlines the importance of templates in maintaining business identity and branding. It details the functions of a document management system that allows users to create, edit, and maintain templates such as letters and layouts. Specific features include adding external templates, creating new templates from scratch, and modifying existing ones, ensuring that the business's branding and content requirements are consistently met.
CCH Document Management
Searching for Documents
The document outlines the importance of Document Search in Document Management, aiming to streamline the process of locating and retrieving relevant documents. It emphasizes the functionality provided through the Document Search Panel, enabling users to perform targeted searches within specific entities like Contacts or Clients. The document includes details on Basic and Advanced Search capabilities, allowing for different filtering criteria and metadata use. Additionally, it introduces the "Saved Searches" feature for efficiency in frequent queries, enhancing document retrieval processes overall.
CCH Document Management
Document Properties Panel Overview
The document outlines the functionalities of the Properties panel in Document Center, detailing how users can view and modify document information based on their access permissions. Key features include configuration options like modifying filenames, linking contacts, assignments, and jobs, and changing document attributes such as type and library. Users can also track document versions, modifications, and changes through an audit trail. Furthermore, the panel includes sections for managing related documents, keywords, and statuses associated with the document.
CCH Document Management
Create for Non-contact Filing
This document provides a detailed guide for creating non-contact filing documents using the Global Document Centre. It outlines a two-step process: the first step involves adding filing details such as selecting a library, template, file name, and relevant types; while the second step focuses on adding mailing details, including recipient address, signatory, and document specifics. It also explains various fields and their functionalities within the document creation interface, guiding users through the necessary selections and edits for successful document generation.
CCH Document Management
Sorting and Grouping Documents
The document provides a guide on managing the display and organization of documents in the Global Document Centre. It explains how to change the sort order of documents by clicking column headings for ascending or descending order. Additionally, it details how to customize the displayed columns using the "Field Chooser" feature and how to group data by dragging column headers to a designated area. Screenshots illustrate these features, enhancing user understanding and navigation within the document management system.
CCH Document Management
Version History
This document outlines the process for accessing and utilizing the Version History feature in a document management system. Users can view document history, including creation dates and modifications, and can revert to earlier versions via the Rollback function. To roll back, users activate the appropriate ribbon option, select the desired version, and confirm the action. Upon reversion, a new document version is created, noting the rollback, while the previous version remains intact. The document includes images demonstrating the procedures for clarity.
CCH Document Management
Find Templates
The document describes the functionality of the "Find Templates" window, which displays templates from the relevant library when creating documents. Users can refine their search using the "Search for" box and can organize the templates by dragging column headers, such as "Document Type," for better navigation. An annotated image of the window is included for visual assistance.
CCH Document Management
Create PDF Collection
This document outlines a procedure for creating a PDF file from multiple selected documents within a Client Document Centre. It details the supported file types (.doc, .pdf, .txt, etc.) and notes that password-protected files are excluded. The steps include searching for documents, selecting them, and using the "Create PDF Collection" option. The resulting PDF will be indexed by the search result order and saved in the client’s Document Centre with a default filename based on the date, with the option to rename it in the Properties panel.
CCH Document Management
Document Search Panel
The document outlines the functionalities of the Document Search Panel, which enables efficient document retrieval tailored to user interests across various entities such as clients, suppliers, and employees. It details the quick search fields available for client/contact and global document centers, including options for assignment, job, document date, type, source, and description. The document also explains features like free format searching, clear search functionality, and the ability to save and load searches. Additionally, an advanced search option is provided for more complex query needs.
CCH Document Management
Home Page Controls
The document outlines the functionalities of the Central Home Page in CCH Central, focusing on custom data views for Document Management. It describes two main controls: Document Tasks, which provides task options including an “inbox,” and Document Centre, showing recent or checked-out documents. The text details various view options within these controls, common functions like editing and task management, and the available columns to customize views. It also emphasizes the importance of retaining layout changes and offers guidance on task completion and document handling operations.
CCH Document Management
Saved Searches
This document outlines the functionality of "Saved Searches" within a search panel, detailing how to save frequently executed queries for future use, which reduces document retrieval time. It explains how to run saved searches by selecting and opening them from the search panel, as well as how to delete or edit saved searches using the advanced search functionality. Visual aids accompany the instructions to enhance understanding.
CCH Document Management
Merge Fields - Non-contact
This document outlines the available merge fields for non-contact related templates, detailing each field's name, relevant windows, tabs, and the source sections for populated data. Key fields include document identifiers such as "FileName" and "DocumentId," as well as address components like "Address1," "Town," and employee-related fields such as "CreatedBy," "FromEmail," and "SignatoryRole." The document serves as a reference for configuring templates within a specific library, ensuring users can effectively utilize the correct fields for document creation.
CCH Document Management
Merge Fields - Supplier
This document provides a comprehensive list of merge fields available for supplier-related templates. It details various fields such as FileName, ContactId, and Address components along with their sources, including specific sections and tabs within the supplier and employee records. The fields are categorized by their relevance to supplier information, employee details, and document creation parameters, facilitating streamlined data integration in document generation processes.
CCH Document Management
Merge Fields - Employee
This document provides a comprehensive list of merge fields specific to employee-related templates, outlining the fields, the source windows, and their respective sections. Each merge field is categorized by its name (e.g., FileName, DocumentId), the window from which it is populated (e.g., Employee Details), and the specific tabs and sections where the data is located (e.g., Document Centre, Personal). The information serves as a guide for users to understand and utilize the merge fields effectively within their employee templates.
CCH Document Management
Document Tasks
The document outlines two key features for managing document tasks: the "Toggle group on/off" option and the "Bulk re-assign" functionality. The toggle feature allows users to select or deselect all items within a specific group in the Document Tasks grid, enhancing task management efficiency. The bulk re-assign button facilitates assigning selected documents to another employee, contingent on user permissions. A message will appear if no documents are selected or if the user lacks the necessary reassign permissions, ensuring proper control in task assignment.
CCH Document Management
Create Template
The document outlines the process for creating a new blank template in Word or Excel through a specific software interface. Users are guided to access the Create Template window, required fields such as Library, File Name, Template Type, and Document Type, as well as optional fields like Merge From Reports. Additionally, it covers how to edit templates, insert merge fields, and finalize the document through checking in. Visual aids are provided for clarity on the process and options available within the application.
CCH Document Management
Create for Supplier Filing
This document provides a detailed guide on creating documents for the Supplier Filing library. It outlines the necessary steps, starting from selecting a supplier record to accessing the "Create Document" window. The guide is divided into two main sections: adding filing details and adding mailing details. Each section includes key fields like library, template, addressing information, and more, along with their default settings and editable options. The document emphasizes user interaction with templates, contacts, and editing capabilities for personalizing the documents.
CCH Document Management
Basic Document Search
The document provides guidance on using the Search panel within the CCH Document platform. It outlines how to perform document searches by filename, document content, and specific document IDs, including tips for using keyword combinations and phrases. Additionally, it describes how to search the Description field of documents. The document also lists excluded words from SQL Server's indexing, emphasizing their limitation in search criteria. For clarity, users are advised to clear search filters before or after searches.
CCH Document Management
Advanced Search
The document details the process of using the Advanced Search feature in CCH Document Management, allowing users to execute detailed searches based on various metadata, fields, and custom keywords. It outlines steps to create and save searches, including selecting search criteria, utilizing operators, and saving searches for future use. Additionally, specific operators are described for filtering results, particularly for date fields. The guide provides visual aids to assist users in navigating the interface effectively.
CCH Document Management
Add Templates
The document outlines the procedure for adding templates to a Document Management system, specifically via the Add Templates window. It details the steps for selecting and uploading Word and Excel files, emphasizes the importance of correctly populating mandatory fields such as Library, Template Type, and Document Type, and explains features like auto populating fields for multiple uploads. It also describes additional options like selecting contents from a folder, providing a template description, and enabling or disabling the template for document creation.
CCH Document Management
Add Document for Non-contact Filing
The document provides instructions for adding existing documents to a non-contact library via the Global Document Center. Users are guided to access the center through the "Documents" ribbon, click the upload icon, and utilize the "Add Documents" window. It highlights that the library field defaults to the last used library, and users can change it. Mandatory fields must be completed before submitting the documents, ensuring a smooth addition process. Visual aids are included to assist users throughout the procedure.