Description of the Menu Documents
From Metis Documentation
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| - | The Documents menu allows the Smart Quotes user to generate various types of documents, as shown in the following example: | + | The ''Documents'' menu allows the Smart Quotes user to generate various types of documents for various recipients, as shown in the following example: |
| + | [[File:MetisSmartQuotesDocumentsMenuWindow.png|center|850x750px]] | ||
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| + | A configuration is a set of documents. The Smart Quotes user can create several document configurations and select them using a drop-down list. | ||
| - | The Documents window consists of the following | + | The Documents window first consists of the following buttons: |
| - | * | + | * [[#Add | Add]] |
| + | * [[#Edit | Edit]] | ||
| + | * [[#Delete | Delete]] | ||
| + | * [[#Duplicate | Duplicate]] | ||
| + | * [[#Print | Print]] | ||
| + | * [[#Save | Save]] | ||
| + | * [[#Block Offer | Block Offer]] | ||
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| + | Each button is described in a separate section below. | ||
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| + | A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user. | ||
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| + | Details about the selected document configuration are displayed in the main table of the ''Documents'' menu: | ||
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| + | * The first column contains an icon to indicate if the document is an offer or a system / subsystem level document | ||
| + | * The contents of the second column can be divided into the following lines: | ||
| + | ** the recipient's name and address as well as the contact person's firstname and lastname (if any) | ||
| + | ** offer level document(s). The document's name as defined by the administrator is displayed. | ||
| + | ** system level document(s). The document's name as defined by the administrator is first displayed followed by the system / sub-system's description. | ||
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| + | * The third column contains an icon (i.e. a country flag). It 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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| + | * The fourth column contains an icon to preview a document. | ||
| + | * The last column contains an icon to generate an e-mail with the necessary documents as attachments. | ||
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| + | Depending upon the number of companies selected in the [[#Add | Document Configuration window]], a certain number of lines are displayed in the main table. For each address, the documents that were selected in the [[#Add | Document Configuration window]] are displayed and grouped per level, i.e. under the offer and system levels. | ||
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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 address 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. Then, a pop up menu appears with the list of available languages as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesSelectingAnotherDocument.png|center|850x750px]] | ||
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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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| + | The same pop-up window appears when clicking on the flag icon in the customer default language cell, as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesSelectingAnotherDocumentCustomer.png|center|850x750px]] | ||
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| + | If the language is changed here (e.g. to French), then all the documents associated to the selected customer are changed (e.g. the French version of the documents is selected). If no document has been defined by the adminstrator in the target language (e.g. in French), then, the document associated to the customer remains in English (for example) as it is the first document available. | ||
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| + | For a better understanding of the language concept for the documents, an example is provided below. | ||
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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 and the French languages, at the offer and the system levels. | ||
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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 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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| + | On top of previewing documents using the ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]) icon, documents can be sent by e-mail using the ([[File:MetisSmartQuotesEmailDocumentIcon.PNG]]) icon. | ||
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| + | Upon clicking on the '''e-Mail''' icon, 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. | ||
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| + | 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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| + | 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 defined in Smart Modeling), the documents are indeed 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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| + | == Add == | ||
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| + | This button allows the Smart Quotes user to create a configuration of documents. | ||
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| + | The first 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 second prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. If not, upon clicking on the '''Add''' button, a pop up window appears asking to add an address, as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]] | ||
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| + | Upon clicking on '''Yes''', the [[Description of the Menu Project#Edit Offer | Edit Offer window]] is displayed. | ||
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| + | Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example: | ||
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| + | [[File:MetisSmartQuotesDocumentsMenuAddAddress.png|center]] | ||
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| + | The window consists of the following parts: | ||
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| + | * Configuration Name: this field displays a default designation. The user can edit it as desired. | ||
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| + | * Address: this table displays all the companies and contact persons that have been defined at the project, offer, system and sub-system levels. | ||
| - | * Document | + | * Document: this table 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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| - | + | First, the Smart Quotes user must select at least one company in the '''Address''' table. If desired, the Smart Quotes user can select all the companies using the ''All'' button at the bottom of the '''Address''' table. | |
| - | + | Then, the Smart Quotes user must select at least one document in the '''Document''' table. | |
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| - | Then, the Smart Quotes user must select at least one document in | + | |
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{{Note | {{Note | ||
| - | | | + | | It is possible to select several documents by pressing the '''Ctrl''' or '''MAJ''' buttons of the keyboard. |
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| - | + | Finally, the Smart Quotes user must drag the selected document(s) and drop them to the lower '''Document''' table, as shown in the following example: | |
| + | [[File:MetisSmartQuotesDocumentsMenuDocumentConfigFilled.png|center]] | ||
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| + | The lower '''Document''' table consits of the following buttons to manage the documents member of the configuration: | ||
| - | + | * Delete: to delete one or more documents from the configuration | |
| - | + | * Up and Down arrow: to manage the sort order of the documents | |
| - | + | * Output Format: to generate all the document(s) from the document in a single PDF or Word document. To generate a single Word document, all the documents member of the configuration must be Word documents. Otherwise, the PDF output format is automatically selected. | |
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| - | + | At the bottom of the '''Document Configuration''' window, the '''Save''' button becomes active once a document has been dropped to the lower '''Document''' table. By validating, the configuration is saved and it becomes available in the '''Documents''' menu. | |
| - | + | == Edit == | |
| + | This button allows the Smart Quotes user to edit the properties of a configuration. The window is identical to the [[#Add | Document Configuration window]]. | ||
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| + | The difference is that the '''Save''' button becomes active only if a change has been made to the current configuration. | ||
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| + | == Delete == | ||
| - | + | This button allows the Smart Quotes user to delete a selected document configuration. | |
| + | If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-dwon list before clicking on the '''Delete''' button. | ||
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| - | + | == Duplicate == | |
| - | + | This button allows the Smart Quotes user to create a copy of a selected document configuration. | |
| - | + | If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-dwon list before clicking on the '''Duplicate''' button. | |
| + | Upon clicking on the '''Duplicate''' button, a copy of the selected configuration is created and automatically pre-selected in the '''Documents''' menu. The original configuration name is kept and "Copy" is appended to it, as shown in the following example: | ||
| - | + | [[File:MetisSmartQuotesDocumentDuplicated.PNG|center]] | |
| - | + | == Print == | |
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| + | This button allows the Smart Quotes user to generate and send the documents for a recipient to a printer. If a configuration contains two recipients for example, each recipient must be selected to print all the documents. | ||
| - | + | If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is printed, as described in the follwing pop up window: | |
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| + | [[File:MetisSmartQuotesDocumentCannotBeGenerated.PNG|center]] | ||
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| - | + | == Save == | |
| + | This button allows the Smart Quotes user to generate and save the documents for a recipient. If a configuration contains two recipients for example, each recipient must be selected to generate all the documents. | ||
| - | + | If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is saved, as described in the follwing pop up window: | |
| + | [[File:MetisSmartQuotesDocumentCannotBeGenerated.PNG|center]] | ||
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| + | Otherwise, the output document is a single PDF or Word document. If the document configuration contains several recipients, the saved documents are those defined under the selected address. | ||
| - | + | All the documents under a company are merged within a single PDF or Word document. The generated document is named: | |
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| - | + | * For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the databaseD>.PDF'' | |
| - | + | * For Word documents: ''RP_<ID of the template of the first document of the configuration as stored in the database>_<ID of the company as stored in the database>_<ID of the contact as stored in the database>_<Language of the template of the first document of the configuration>_<1 Digit Number>.docx'' | |
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| - | == | + | == Block Offer == |
| + | The Smart Quotes user has the possiblity to lock the offer for editing (e.g. once an offer has been submitted to a prospect). | ||
| - | + | Upon clicking on the '''Block Offer''' button, a confirmation window opens. | |
| - | Once | + | Once the offer is locked, this action is irreversible. The '''Block Offer''' button no longer appears in the menu. The padlock icon [[File:MetisSmartQuotesBlockedOfferPadlock.PNG]] appears in the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface | header]]. |
| - | + | The offer can no longer be edited. The Smart Quotes user is only able to: | |
| - | + | * Manage the document configurations and generate documents as explained in this page, | |
| + | * [[Description of the Menu Project#Creating an Offer | Define companies and contact persons]] at the offer level | ||
| + | * [[Description of the Menu Order | Order]] the offer. | ||
{{Video | {{Video | ||
| - | | <mediaplayer width='400' height='300 | + | | <mediaplayer width='400' height='300'>File:Generate_Documents.mp4</mediaplayer> |
| How to generate documents. | | How to generate documents. | ||
}} | }} | ||