Contract

Contracts - Documents

It may be necessary to link digital documents to a contract which can then be viewed by all parties with the required security rights.

These documents should be saved in a shared folder on the server (which can be secured with permissions, where required), otherwise the document(s) will not open.

Follow the process to view, add, or delete documents for a contract.

Ribbon Access: Contract > Contracts

The Contract Listing screen will display.

  • Select the Site that you wish to work in.
    • In this example, Durban is selected.

This screen defaults to the Active status.

  • Select a different status from the drop-down, menu if required.

View Documents

  • Select the row of the contract where you wish to view the linked documents.
  • Click on the Documents tile.

The Document listing for Contract - [] screen will open.

  • Here you can view a list of the digital documents currently linked to this contract.

Add Document

  • In the Document Listing for Contract - [] screen, click on Add.

The New Document for Contract No. :[] screen will open.

  • File: Click on the search button in the file field.

  • The Select File screen will pop up.
  • Find the document in the shared folder on the server.
  • Click on Open.

  • The File and Path fields will now populate with the selected file details.

  • The Repository Path is auto populated according to the path that has been set up in the company configuration.

  • File Description: Type in a description for the document.

  • Type: Click on the drop-down arrow and select the document type from the menu.

Save Document

  • When you have finished adding the details to this screen, click on Save.

  • A Document Processing message box will pop up advising the following:
    • This document: [] for contract [] has been saved.
  • Click on OK.

View Added Document

  • You can now see the selected document has been added to the Document listing for Contract - [] screen.

Open Document

  • To open and view any digital document in the Document listing screen, select the rowof the document you wish to open.
  • Click on View.

  • The selected document will open in your screen.
  • Close the document screen when you have finished viewing it.

You will return to the Document listing for Contract - [] screen.

Delete Document

  • In the Document Listing for Contact - [] screen, select the row of the document you wish to remove from the list.
  • Click on Delete.

  • A Delete Document message box will pop up with the following prompt:
    • Are you sure you want to remove this document [] from contract []?
  • Click on Yes.

  • The selected document will be removed from this screen.
  • Click on Back to return to the Contract Listing screen.