Description of the Menu Documents
From Metis Documentation
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| - | The | + | The Document menu allows the Smart Quotes user to generate various types of documents, as shown in the following example: |
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| + | [Screenshot of the empty Documents window] | ||
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| + | The Documents window consists of the following tables on the left: | ||
| + | * Customer List: it displays all the companies and contacts that have been defined at the project, offer, system and sub-system levels. An icon (i.e. a country flag) shows the default language defined for the company or the contact. | ||
| + | * Document List: it displays the documents that have been made available by the administrator, at the offer level and at the system level. The following icons allows the Smart Quotes user to quickly determine the document type: | ||
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| + | {| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5" | ||
| + | !style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon | ||
| + | !style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206925_file_extension_dwg.png]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Crystal Report | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206737_xlsx_win.png]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Excel | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206638_doc_pdf.png]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PDF | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206749_pptx_mac.png]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PowerPoint | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOtherDocType.PNG]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Other (e.g. ".rtf", ".txt", etc.) | ||
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| + | |style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:1305206648_page_word.png]] | ||
| + | |style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | Word | ||
| + | |} | ||
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| + | A prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. | ||
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| + | The second pre-requisite is that, on his/her end, the administrator must have previously defined the list of documents (also called template documents) and that he/she has made them available to the Smart Quotes user. | ||
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| + | When the pre-requisites are met, the Smart Quotes user must select at least one company in the Customer list table. If desired, the Smart Quotes user can select all the companies using the ''All'' button at the bottom of the Customer List table. | ||
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| + | Then, the Smart Quotes user must select at least one document in the Document List table. If desired, the Smart Quotes user can select all the documents using the ''All'' button at the bottom of the Document List table. | ||
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| + | Finally, the Smart Quotes user must click on the ''Filter'' button. | ||
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| + | {{Note | ||
| + | | The filter criteria are not cumulative. Changing the selection then clicking on the ''Filter'' button causes the previous results to be lost. | ||
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| + | Upon clicking on the ''Filter'' button, the main table is populated, as shown in the following example: | ||
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| + | [Screenshot of the Documents window with the main table filled in with 2 Companies] | ||
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| + | The first column lists the documents that were selected in the Document list table. Documents are grouped and displayed under the offer and system levels. | ||
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| + | Then, depending on the number of companies selected in the Customer list table, a certain number of columns are displayed in the main table. For each customer selected in the Customer List table, one column is added one after the other. The company name (and the contact person if applicable) is displayed in the header. In the line named "Customer Default Language", an icon shows the language defined for the contact person (if applicable) or the company (refer to the Language field in the [[Description of the Menu Addresses | properties]] of the company and/or of the contact person). This icon is the same as in the Customer list table. | ||
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| + | {{Note | ||
| + | | If the language defined for the contact person is different from the language of the company, the language of the contact person has precedence over the language of the company. Therefore, the displayed icon is the language of the contact person. | ||
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| + | A document could exist in several languages. By default, in the main table, the documents that are pre-selected for each customer correspond to the default language of the contact person (if applicable) or of the company. In other words, the pre-selected documents correspond to the icon displayed in the customer default language cell. | ||
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| + | However, the Smart Quotes user can select a document in another language by clicking on the cell with the flag icon, next to the document's designation. Then, a pop up menu appears with the list of available languages as shown in the following example: | ||
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| + | [Screenshot of the Documents window with the main table filled in with 2 Companies + right click on the flag icon] | ||
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| + | The languages available in this pop-up menu are the same as the languages available in the [[Description of the Menu Setup#Change Language | Setup menu]]. Selecting a language from this pop-up menu (e.g. French) selects the corresponding version of the document (e.g. the French version). | ||
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| + | {{Note | ||
| + | | In the pop-up menu, the first line is a blank line. If selected, no action can be performed on the document. This means that the document cannot be previewed, printed, saved or sent by e-mail. | ||
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| + | {{Note | ||
| + | | If the Smart Quotes user changes the customer default language by clicking on the cell with the customer's language icon, all the documents (selected from the Document List table) are updated. The corresponding document version is selected to match the newly selected language version. | ||
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| + | To preview a document, the Smart Quotes user should click on the preview icon. | ||
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| + | '''Example:''' | ||
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| + | In the version used by the Smart Quotes user, the English (EN) and the French (FR) languages are available. The administrator has defined document templates for the English (DOC EN) and the French (DOC FR) languages. | ||
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| + | In Smart Quotes, the user has defined, at the offer level, the company "Xpert Technologies". The default language of Xpert Technologies' is the French. | ||
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| + | Therefore, in the Customer Default Language cell, the French flag is displayed and the "DOC FR" document is pre-selected. However, the Smart Quotes users has the choice between the French version or the English version of the document. If the Smart Quotes users selects the English document, the "DOC EN" document is selected. If he/she clicks on the preview icon, the "DOC EN" document appears. | ||
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| + | On top of previewing documents, other actions can be performed with the documents. Below the main table, the following buttons are available: | ||
| + | * Print: to send the documents to a printer | ||
| + | * Save: to save the documents. | ||
| + | * e-Mail: to send the documents by e-mail. | ||
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| + | {{Note | ||
| + | | The Smart Quotes user must carefully filter the documents beforehand as, when clicking on one of these buttons, all the documents displayed in the main table are printed, saved or attached to the e-mail. | ||
| + | }} | ||
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| + | When saving documents from the ''Save'' button, by default, the documents name has the "rp_<ID>_<project ID>__<Language>.*" format where: | ||
| + | * <ID> is the ID of the | ||
| + | * <project ID> is the ID of the project | ||
| + | * <Language> is the abbreviation of the language | ||
| + | * and ".*" is the file extension | ||
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| + | When clicking the ''e-Mail'' button, a pop up window appears as shown in the following example | ||
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| + | [[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]] | ||
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| + | The ''From'' field is pre-populated with the e-mail address of the logged-in Smart Quotes user. If undefined (see the e-mail field in the [[Description of the Menu Setup#User Data | Setup Menu - User Data tab]]), this field is blank. | ||
| + | The ''To'' field is pre-populated with the e-mail address of the contact person. If undefined (see the e-mail field of the contact person data from the [[Description of the Menu Addresses | Addresses Menu]]), this field contains the e-mail address of the company. If undefined (see the e-mail field of the company data from the [[Description of the Menu Addresses | Addresses Menu]]), this field is empty. | ||
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| + | {{Note | ||
| + | | If several companies have been selected in the Customer list, several e-mail addresses might appear in the ''To'' field. There are separated by a semi colon. | ||
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| + | The ''Subject'' field is pre-populated with the offer number and the offer name. | ||
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| + | The Smart Quotes user can type a text in the e-mail body before sending the e-mail. | ||
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| + | Although they are no visible (due to the mail delivery protocol set in Smart Modeling), the documents are attached to e-mail. | ||
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| + | Depending on the administrator settings (i.e. the mail delivery protocol), a different type of e-mail window might appear instead of the one shown in the above example. The layout is different, as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesDocument_eMail_IMAP.PNG|center|674x307px]] | ||
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| + | The same information are included in the other e-mail window with the difference that the attachments are visible. | ||
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| + | !!! check if possible to change the default name for the saved files - Ideally, to apply the same naming as for the files attached to the e-mail !!! | ||
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| + | !!! check if is worth talking about the default directories !!! | ||
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| + | !!! Lock the offer from the Doc menu? !!! | ||
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| + | !!! Overpass the interdiction to generate docs? !!! | ||
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| + | !!! Mention somewhere for the admin that XML files are generated. XML file generated everytime a document is saved ??? printed??? e-mailed??? Location of this file TBD (local) - C:\Documents and Settings\All Users\Application Data\METIS ??? Name is OfferID (open the XML of the offer to see the offer ID, number and its name) !!! | ||