Documents
Documents such as PDFs, Word documents, images, etc, can be stored and accessed in several locations in CommTrak, depending on the purpose and type of document you wish to view or manage.
- CommTrak Documents Library is accessed by selecting Documents on the CommTrak Main Menu.
- Customer Documents Library is accessed by clicking on the Documents tab located above the main Customer Screen.
- Lead Documents are managed from the Leads screen.
In all areas of document management, if a document with a duplicate name is uploaded, it replaces the existing document with the same name in the area in which you are uploading it. Always check for existing documents prior to uploading a new document.
CommTrak Documents Library
The CommTrak Documents Library is intended for storing your organisation's documents such as price lists, brochures, policy documents, etc. CommTrak documents can be selected for emailing to customers via Notes.
Add Folder
To add a folder to a CommTrak Document Library:
- Click the plus icon adjacent to the dropdown list
- Enter a folder name
- Click
The folder is added to the Document Library section:
Customer Documents Library
The Customer Documents area is used to keep track of all documents relating to a specific customer. Documents can be linked to Notes and Jobs. Any documents that are attached to notes are clickable within those notes. If a document with a duplicate name is uploaded, it replaces the existing document the customer's document repository.
Add Folder
To add a folder to a Customer's Document Library.
- Select the required folder from the dropdown list
- Click the plus icon adjacent to the dropdown list
The folder is added into the Customer Documents section:
Create Folder
To create a new folder (i.e. the required folder is not listed in the Select Folders dropdown list), see article Customer Document Folders (Settings).
Document Library Common Features
The CommTrak Documents Library and the Customer Documents Library have the same principal features, as follows:
Add new document
The ability to add a document to a document library is permission-based; not all users have access to this feature.
This section contains the following options:
Select Folder
Choose the folder into which the uploaded document will be stored. If a folder is not specified, the document will be uploaded into the Unclassified folder.
Add Folder Icon
Clicking this icon presents a text field into which the name of a new folder should be entered. Click to confirm, or alternatively, click .
URL Link
Rather than uploading a document, the user can specify a URL (web page) to be stored in the document library.
When the URL Link box is ticked, the option is hidden, and the following fields are presented:
- URL - The URL (web page) to store in the library; this must be a fully qualified URL (i.e. it must be preceded by https://, http:// or ftp://)
- Description - A text description of the URL
When a URL Link is clicked, the URL will open in a new browser tab.
Choose Files
To select the file(s) to upload, either click and select the required files in the presented file browser, or drag and drop one or more files onto the button.
Some file-upload features are browser-dependent. For example, at the time of writing, multiple-simultaneous file-uploads are not available in Microsoft Internet Explorer.
Add
To complete the file upload, or to add a URL to the document library, click .
Documents Section
This section is labelled either Customer Documents or Documents Library (for the CommTrak Document Library), depending upon which documents library screen is being viewed.
Document folders are listed below the section-bar:
The above image shows three folders, one of which (Test), has been opened by clicking on the folder name.
A folder can be renamed by clicking the edit (pencil icon), or deleted by clicking the delete (trash can) icon.
The following columns are displayed for each file:
Title
The document name.
Related To
If this document is related to a Lead, a link to the Lead will be displayed in this column.
Size
The file size.
Date Added
The date that the file was uploaded.
Added By
The name of the user who uploaded the documented.
Note: if this field is blank, the document was uploaded prior to the Added By feature being implemented in CommTrak (March 2021).
Share
The Share option is only available for Customer Documents (i.e. documents in the customer's Documents tab).
Customer documents can be shared from CommTrak in two ways:
- Via the Customer Portal
- Via a shareable link
Press the Share icon to display the Document Sharing pop-up window.
Please refer to the following Support Centre article for detailed information about sharing a customer document:
Rename
Click the pencil icon to rename the file.
Delete
Click the trash can icon to remove the document.
Finding Documents
Referring to the following image:
- Enter the name (or partial name) of the document into into the Find textbox
- Click
- The folder header displays the number of matching documents in each folder
- Results are shown in the folder (click the folder header to open the folder)
Moving Files to a Different Folder
Files can be moved to a different folder, by opening the destination folder (click the folder header), then dragging and dropping the file below the destination folder header.
Viewing / Downloading Files
Click on a file name to view or download a file.
Recognised file types - Where the type of file can be opened in a web browser, a new browser tab will be opened, and the file contents will be displayed. To subsequently save the file (e.g. to a PC's Desktop), use the browser's file download option (e.g. for an image, right-click, and select the Save Image option; for a PDF, use the browser's download feature).
Unrecognised file types - Where the type of file is not recognised, or the file cannot be opened in a web browser, the selected file will be downloaded by the web browser.
The ability to display file contents depends on the browser and, in some cases, installed browser extensions. Typically, most browsers can, by default, display images (e.g. png, jpg, gif) and PDF files.
Lead Documents
When a document is attached to a Lead, using the button, the file is displayed in the lead's Related Documents field, and can be viewed / downloaded by clicking the item.
The attached document is also available in the Customer's Documents Library (with a link to the Lead shown in the Related To column).