Description of the Menu Documents
From Metis Documentation
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The Documents window consists of the following tables on the left: | The Documents window consists of the following tables on the left: | ||
| - | * Customer List: it displays all the companies and | + | |
| - | * 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 | + | * Customer List: it displays all the companies and contact persons 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 contact person 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). |
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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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| + | * Document List: it displays the documents that have been made available by the administrator, at the offer level and at the system level. The documents available for a system are automatically made available to the subsystem(s). Therefore, documents for a system and its sub-system(s) are identical. | ||
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| + | The following icons allows the Smart Quotes user to quickly determine the document format: | ||
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| + | == Generating Documents == | ||
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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. | A prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. | ||
| - | The second pre-requisite is that | + | The second pre-requisite is that the administrator must have previously defined the list of documents (also called template documents) in Smart Modeling and that he/she has made them available to the Smart Quotes users. |
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| + | The third pre-requisite is that the system(s) that must be controlled (e.g. by a supervisor or by an external application) have actually been checked. Otherwise, it is not possible to generate any documents, as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesDocumentsSystemToBeChecked.png|center|850x750px]] | ||
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| + | The systems and sub-systems contained in the offer are listed in the main table. The system(s) preventing the documents to be generated is/are preceded by a red cross. | ||
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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. | 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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| - | The first | + | The first row shows the customer that were selected in the Customer List table. |
| - | + | The second row shows the default language of the contact person or of the company (if no language has been defined for the contact person or if no contact person has been linked to the company). | |
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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. For each customer, the documents that were selected in the Document list table are displayed. Documents are grouped per level, i.e. under the offer and system levels. | ||
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. | 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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| - | + | The same pop-up window appears when clicking on the flag icon in the customer default language cell. If the language is changed here (e.g. French), then all the documents associated to the selected customer are changed. The French version of the documents is selected. For a better understanding of the language concept for the documents, an example is provided below. | |
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| - | + | '''Example:''' | |
| + | 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 and the French languages, at the offer and the system levels. | ||
| - | + | In Smart Quotes, the user has defined, at the offer level, the company "Xpert Technologies". The default language of "Xpert Technologies" is the French. | |
| - | + | Therefore, in the Customer Default Language cell, the French flag is displayed and the French version of the documents are pre-selected. However, the Smart Quotes users has the choice between the French version or the English version of the documents. If the Smart Quotes users selects the English language, the "English version of the documents is selected. | |
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| - | + | To preview a document, the Smart Quotes user should click on the preview icon ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]). | |
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| - | When saving documents from the ''Save'' button, by default, the documents name has the "rp_<ID>_< | + | When saving documents from the ''Save'' button, by default, the documents name has the "rp_<Document ID>_<Company ID>_<Contact Person ID>_<Language>.*" format where: |
| - | * <ID> is the ID of the | + | * <Document ID> is the ID of the document in the database |
| - | * < | + | * <Company ID> is the ID of the company in the database |
| - | * <Language> is the abbreviation | + | * <Contact Person ID> is the ID of the contat person in the database |
| + | * <Language> is the abbreviation for the document language | ||
* and ".*" is the file extension | * and ".*" is the file extension | ||
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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 ''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. | + | The ''To'' field is pre-populated with the e-mail address of the contact person(s). 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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The Smart Quotes user can type a text in the e-mail body before sending the e-mail. | The Smart Quotes user can type a text in the e-mail body before sending the e-mail. | ||
| - | Although they are no visible (due to the mail delivery protocol | + | Although they are no visible (due to the mail delivery protocol defined in Smart Modeling), the documents are indeed attached to e-mail. |
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: | 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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| - | + | == Blocking an Offer == | |
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| - | + | In the Documents menu, the Smart Quotes user has the possibility to block an offer by checking the "This proposal has been sent to the customer (block proposal)" checkbox. | |
| - | + | Once checked, a pop-up window appears to confirm the action. Once locked, it is not possible to untick the checkbox. The offer can no longer be edited. The grey padlock icon [[File:MetisSmartQuotesBlockedOfferPadlock.PNG]] appears in the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface | header]]. | |
| - | + | It is not possible to generate any document for this offer. | |
| - | + | It is only possible to [[Description of the Menu Order | order]] the offer. | |