Documents plays a vital role in every business organization. Sage CRM has the Documents feature available against every primary entities like Company, Person, Opportunity, Quotes, and Orders etc. In every business, documentation process involves gathering of all information of their business processes, some of them contains their client’s confidential stuff.
If a person gets replaced in the organization, then the other person replacing him can understand the client’s progression using the documents. Sage CRM is having a provision to share the document with all the employees using “Shared Documents” tab. So, if any document needs to be accessible with all the employee’s then manager can upload the document in Shared Documents tab and inform his subordinates to access it. We can also restrict the documents to be viewed to users based on their teams. Suppose, manager wants to share the documents based on their teams then he can select the team name while saving the documents. So user from one team cannot view the document of other team’s user.
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In Sage CRM, documents can be uploaded against any entity using “Add File” button or using “Document Drop” functionality. After clicking on “Add File” button, it opens up the popup window to select the document. Once document selection is completed, document summary screen will open, where user can set the Type of documents, its category, team, and territory, whether it is private or not etc. as displayed in below screenshot. If document is selected as Private then only the user who have uploaded it can view it and not any other user.
Using Document Drop functionality, user can upload the documents very quickly. Document drop feature allows the user to upload the files by just dragging the file and dropping it on the “Document Drop” icon. We can enable or disable this functionality based on the user profile as explained in below blog link.
Enable / Disable Document Drop functionality based on User Profile
In Sage CRM, if you upload the document with the same name against one record then it will append “(1)” at the end of the 2nd uploaded document. So that we can distinguished between the 2 documents uploaded. In Sage CRM 2020 R1, suppose you have uploaded a document using the documents or communications tab. Afterwards you have made some changes in the document and you are trying to upload the document with the same name using document drop functionality in documents tab then it appends (1) at the end of the file name. But, if you try to drop document from Communications tab then it does not append the file name with (1). Whereas it overwrites the original file in the Library folder. So the previous record will also show the modified file. After doing lot of RnD, we found that this is the bug in CRM and it is solved in Sage CRM 2021 R2.
Thus, to overcome the glitch of Document drop functionality in Sage CRM 2020 R1, User may have to upgrade from Sage CRM 2020 R2 to Sage CRM 2021 R2. Apart from this, the manual Document upload functionality is readily available.
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