The Documents tab
The Documents tab is used to create and maintain a database of documents that relate to contacts, clients, suppliers and assignments.
There are two levels at which documents can be managed in a practice using CCH Practice Management:
- Contact/Client/Supplier - where documents are managed within the Documents tab of the Contact, Client, or Supplier page.
- Assignment - where documents are managed via the Documents tab within the Assignment page for a selected client/supplier.
It is recommended that the method to use should be decided at the practice level and used consistently by all employees.
Note: documents attached to an assignment will appear on both the Documents tab within the Client/Supplier and Assignment pages. Documents attached to the client/supplier only will not appear on the Documents tab for an assignment unless the document was attached to a specific assignment within the Client page.
You can create or link files at both the contact/client/supplier and assignment level. Having files listed within the Client/Supplier or Assignment page encourages good document management and allow others within the practice to easily find information related to a client or assignment. You can store most types of files in this way, for example, all of the following file types can be stored or linked to in the Documents tab:
- Microsoft Word documents
- Microsoft Excel spreadsheets
- Internet web pages (HTML)
- PDF's
- Microsoft Access database files
- Bitmaps
- Microsoft PowerPoint presentations
- Movies and sound clips.
Note: it introduces a piece of information that the user will find useful - e.g. because it saves time - or something it would be easy to overlook. It's not as strong as a Warning. ConsideExisting and new documents are only linked to contacts, clients and suppliers; they do not store copies of the original files. These documents need to be backed up separately using your system backup procedures.
Using the buttons available you can insert new documents, link to existing documents and folders or delete documents that have been attached to the contact, client, supplier or assignment. You can also launch the Tax and MAS ledgers from this tab. Clicking on a document will open the document in the program it was created in.
Note: to view documents for closed assignments, on the Document tab of the Client page, select the View Closed Assignment Documents check box. All documents associated with the client/supplier, including documents for closed assignments, are displayed.
When you open a file by clicking the blue, hyperlinked filename in the Document tab, the program in which the file was saved will automatically open, displaying the file. This saves you time opening the document yourself.
You can also link to a folder within your system, saving time in accessing documents that may not be suitable for direct linking. Clicking on the link opens Windows Explorer at the linked directory, showing the contents in one step. A linked folder shows the directory path in the Description field.
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Toolbar button |
What it does.... |
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Open a document based on a template button. |
This button opens the Add Document window where you can create a new document based on an existing Microsoft Word template. |
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Add a new template button. |
This button opens the Word window where you can create a new template which can be used to create client/supplier documents. |
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Link to an existing document button. |
This option allows you to browse for and create a link to any file that already exists. |
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Link to an existing directory button. |
This option allows you to browse for and create a link to any folder on your system. |
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Delete a document button. |
This button prompts you to first delete the link to the document and if you click the Yes button, it will then ask you if you want to delete the file from your system. If you choose this option you will permanently delete the file from your system. |
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Launch Tax Ledgers button. |
This opens the Select Return window that contains the selected client’s tax return(s). |
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Open MAS Ledger button. |
Opens the MAS ledger for the selected client. |
Note: when you create a document in the Document tab, it is saved according to the default setting for where documents are saved as determined by the path entered in the Maintenance area. This path is configured by your system administrator.