Documents

Overview

Documents, in 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, transactions, etc. You can attach letters, project performance reports, contracts, scanned receipts, site pictures, invoices, bills, 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 storage for your company, just keep the default service in Core, which is Amazon Web Services. You can also send the 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 Documents screen allows you to view a list of all the attached or linked documents in Core and also manage them. Attachments are saved with dates being in the UTC format. So if you create a document on July 7, 2021 at 01:00 pm PST, it is stored as July 7, 2021 at 08:00 pm in the database because UTC is 7 hours ahead of PST.

Field Descriptions

Basic Tasks

View Documents

Download Documents

View Reports

Advanced Tasks

Send Documents for eSign

Show/Hide Columns in Grid

Export Documents

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Documents >
Name This represents the file name of the document or link.
Module This is the screen or module name where the document or link was added, say Expense Entries or Projects.
Item ID ID of the record or item to which the document or link is added.
File Type This is the type of file added, say PDF, png, and so on.
File Size File size of the document or attachment. It allows you to make an informed decision before sending emails with attachments. The email attachments cannot exceed 10 MB file size.
Provider You might be using multiple storage providers for your documents. This shows the provider information for the attached document, say Amazon in case you are using AWS. For web links, this stays blank.
eSign Status

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 Documents

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

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. Select a document on the grid that you want to view and click on the row.

    2. On the Document Detail screen, you can view the document properties.

    3. You can edit some details here and click Save.

    4. You can also navigate to the original document entry by clicking  on the row and selecting View Associated Entry.

Download Documents

To download a document:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. 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.

    2. 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.

 

View Reports

To view a report:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Send Documents for eSign

You can send documents to your external clients, Core 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 and also makes them available in the main Documents screen.

To send a document for eSignature:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.


    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 Profile (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.

 

Show/Hide Columns in Grid

You can configure the 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 Documents screen from the side menu > Productivity Tools > Documents.

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say File Size.
    3. Next, click the column name you want to sort the data by, say Module.
    4. 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).

 

Export Documents

In Core, you can export documents to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the documents to a .CSV file, watch this video or follow these steps:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Documents screen from the side menu > Productivity Tools > Documents.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

 

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