Documents

Overview

Note: Help content (except videos) has been updated to reflect the UI/UX changes in BQE CORE.

Documents, in BQE CORE, refer to the attachments such as scanned files, documents, web links and images that can be linked to various records-employee, client, project, time, expense, purchase order, vendor bill, transaction, etc. You can attach letters, project performance reports, contracts, scanned receipts, site pictures, invoices, bills, and documents on your cloud storage or paste web links to a YouTube video, blog article, and so on for quick reference. For example, you might just take a photo of your official lunch receipt and attach it to your expense entry to get reimbursed for it. Similarly, you might attach site photos to your time entry for inspection or contract documents, drawings and agreements to project records. This way you do not have to look for supporting documents or files in different places, thus saving you time. Click to watch this video on managing documents in CORE.

CORE allows you to attach documents from any source-even your cloud storage locations. You can set up the default company-wide cloud storage source and destination for the documents and access them all from a single screen. It fully supports all the major cloud-based file hosting services such as Google Drive, Dropbox, OneDrive (If you have disabled sharing on your OneDrive for business accounts, you are still able to upload the files in CORE.), etc. If you do not use any online or cloud storage for your company, just keep the default service in CORE, which is Amazon Web Services. You can also send documents to your clients or other contacts for getting their digital or electronic signatures (eSignature via DocuSign). CORE automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments.

The document attachments are saved with dates in the UTC format. So, if you create a document on July 7, 2024 at 01:00 pm PST, it is stored as July 7, 2024 at 08:00 pm in the database because UTC is 7 hours ahead of PST.

Field Descriptions

How To

Add Documents

View Document Details

Download Documents

Send Documents for eSign

Show/Hide Columns in Grid

View Reports

Field Descriptions

Add Documents

To add a document to any CORE record, say expense entry, watch this video or follow these steps:

1. Open the relevant CORE screen, say Expense Entries.
   
   
   
   
2. In the list view, select an entry or item on the grid and go to its detail view.
3. On the Documents tab, click Add.
   
   
   
   
4. On the Add Documents dialog, select the relevant tab, depending on the type of document.
   • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.
   • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.
   • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.
   • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.
   • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.
   • Box: To link files stored in your Box account, enter its Description and then browse for it.
   • Resource Library: To link company resources, select the resource from the library. This option is available only with CORE CRM.
5. Click Add.

CORE pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees, or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the  row-action menu. CORE automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

View Document Details

To view the details of a document, watch this video or follow these steps:

1. Open the relevant CORE screen and go to its detail view (say Expense Entries) > Documents tab. Alternatively, you can access the main Documents screen from the Projects menu > Assets.
   
   
   
   
2. Select a document on the grid and click to select View Details.
   
3. On the Document Detail screen, you can view the document properties. Check Field Descriptions above for details.
   
   
   
   
4. You can edit some details here and click Save.

Download Documents

To download a document:

1. Open the relevant CORE screen and go to its detail view (say Expense Entries) > Documents tab. Alternatively, you can access the main Documents screen from the Projects menu > Assets.
   
   
   
   
2. Select a document on the grid that you want to download and click  to select Download. You can also select multiple documents on the grid and click Actions > Download to batch download all the selected documents.
3. The document automatically gets saved on your system at the default download location, say your desktop.

You can also download the document while previewing it.

Send Documents for eSign

You can send documents to your external clients, employees, or other contacts to be reviewed and signed electronically via DocuSign. For that, you must have first connected CORE to your company's DocuSign account via the Integrations screen. CORE automatically adds the signed documents to the Documents tab of the entity (record) as separate attachments.

To send a document for eSignature, watch this video or follow these steps:

1. Open the relevant CORE screen and go to its detail view (say Expense Entries) > Documents tab. Alternatively, you can access the main Documents screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, select the document on the grid that you want to send and click  to select eSign. (This option is not available if your CORE account is not connected to a DocuSign account.)
3. On the eSign - Email Details dialog, choose the To recipients or contacts to whom you want to send the document via DocuSign.
   
   
4. You can review and customize the email message, if needed. It is pre-filled with the email details from the Integrations > DocuSign Settings screen.
5. At the bottom, select your Save Options. You can specify where you want to save the signed copy of the document, say Company (as a company document), Associated Record (as a document of the record from which the eSign action was called) or Specific Record (as a document of an individual record of a specific entity). CORE remembers this selected location for the next time a document of that type is sent out for eSignatures. 
6. Click the relevant option:
   • Send: Clicking the ‘Send’ button sends the document to all recipients. If multiple recipients are selected, each recipient receives a copy or version of the document to sign.
   • Send with Preview: If you choose to preview the document before sending, you are redirected to the DocuSign editor embedded in a new CORE tab. From there you can make adjustments to the DocuSign document like adding, removing, and rearranging tags throughout the document.
7. CORE displays the progress bar and opens the document in the Send for eSignature screen.
   
   
   
   
8. Here you can insert Standard Fields like Signature, Initials, Date Signed, Name, etc. into your document where needed.
9. You can take more actions on the document by selecting the relevant option from the Actions menu on the right.
10. Before sending, you can also preview the document by clicking Recipient Preview on the top-right. Else, click Continue to skip the preview.
11. Click Send to send the document to the recipients.

The document is then received as an email by the recipients (your contacts), who can then review and sign it electronically. The recipients also receive an email when the action is completed by them. DocuSign informs us via email if the document was reviewed, accepted or declined by the recipients and you can also view the eSign Status in the Documents list view, whether it has been sent and read by the recipient. The signed documents are saved in the specified location. You can also check the detailed video on sending data for eSign in CORE.

Show/Hide Columns in Grid

You can configure fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

1. Open the relevant CORE screen and go to its detail view (say Expense Entries) > Documents tab. Alternatively, you can access the main Documents screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click More > Show/Hide Columns on the action bar.
3. Select or un-select the column names in the drop-down list, say File Size.
4. Next, click the column name you want to sort the data by, say File Type.
5. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

You can also check the detailed video on navigation and customizing grids in CORE.

View Reports

To view a report:

1. Open the relevant CORE screen and go to its detail view (say Expense Entries) > Documents tab. Alternatively, you can access the main Documents screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click More > View Reports.
3. Select a report from the Report List dialog. It opens in the viewer.
4. Preview the report and then choose to export or print it.

You can also check the detailed video on running and managing reports in CORE.