Office Manager > Managing Documents

For each contact record in the database you can manage an unlimited amount of documents (to be more precise: document files). With the menu button Documents you have access to all the function in the system for managing the documents for a contact.

A document can be any file that is available on your hard disk or in your local area network (e.g. Excel files, PDF files). There is no restriction to the file format of the document file. The only requirement is, that a suitable application is installed on your computer for opening and viewing the document.

When adding a document to a contacts record, you will usually copy this document file to the database without affecting the original file you have selected for import. After adding the document to a contact you may delete the original file - the system will always use the documents copy from the database.

If regularly add documents to a contact record without keeping the original files you can also use the document functions that have been marked with "(Delete Source)". In this case the selected document(s) will be imported to the database and will be deleted immediately from the hard disk after a successful import.

Using a Scanner for Import

The Office Manager module includes a simplified scanning tool for importing a document via a supported scanner. You just choose the scanner you want to use (if more than one scanner is available), you choose if the document is to be scanned as b/w or color image and finally you choose if the document consists of more than one page. All other setting like scanning resolutions and other related parameters will be automatically set by the integrated scanning module.

In some cases you might have documents that will need more fine-tuning during the scanning process (e.g. old fax copies or other hard to read documents). For these cases we recommend using the software that you have received together with your scanner. Scan the document to a file and later on you can use the file import functions for adding the document to the contact record.