Description of the Menu Documents
From Metis Documentation
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A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user. | A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user. | ||
| - | Details about the selected document configuration are displayed in the main table of the ''Documents'' menu: | + | Details about the selected document configuration are displayed in the main table of the '''Documents''' menu: |
* The first column contains an icon to indicate if the document is an offer or a system / subsystem level document | * 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 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 | + | ** the recipient's name and address as well as the contact person's first and last names (if any), |
** offer level document(s). The document's name as defined by the administrator is displayed. | ** 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. | ** system level document(s). The document's name as defined by the administrator is first displayed followed by the system / sub-system's description. | ||
| - | * 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 | + | * 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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| - | 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 | + | 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 administrator 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. |
For a better understanding of the language concept for the documents, an example is provided below. | For a better understanding of the language concept for the documents, an example is provided below. | ||
| - | + | ''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 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. | 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 | + | Therefore, in the customer default language cell, the French flag is displayed and the French versions of the documents are pre-selected. However, the Smart Quotes user has the choice between the French version or the English version of the documents. If the Smart Quotes user selects the English language, the English version of the documents is selected. |
| + | On top of previewing documents using the ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]) icon, documents can be sent by e-mail using the ([[File:MetisSmartQuotesEmailDocumentIcon.png]]) icon. | ||
| - | + | Upon clicking on the ''e-Mail'' icon, a pop up window appears as shown in the following example: | |
| - | + | ||
| - | + | ||
| - | Upon clicking on the | + | |
[[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]] | [[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]] | ||
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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. | 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. | ||
| - | 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 | + | 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: |
[[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]] | [[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]] | ||
| - | Upon clicking on | + | Upon clicking on ''Yes'', the [[Description of the Menu Project#Edit Offer | Edit Offer window]] is displayed. |
Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example: | Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example: | ||
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The following icons allows the Smart Quotes user to quickly determine the document format: | The following icons allows the Smart Quotes user to quickly determine the document format: | ||
| - | |||
{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5" | {| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5" | ||
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{{Note | {{Note | ||
| - | | It is possible to select several documents by pressing the | + | | It is possible to select several documents by pressing the ''Ctrl'' or ''MAJ'' buttons of the keyboard. |
}} | }} | ||
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| - | The lower '''Document''' table | + | The lower '''Document''' table consists of the following buttons to manage the documents member of the configuration: |
| - | * Delete: to delete one or more documents from the configuration | + | * Delete: to delete one or more documents from the configuration. |
| - | * Up and Down | + | * Up and Down arrows: 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. | * 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. | ||
| - | At the bottom of the '''Document Configuration''' window, the | + | 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. |
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| - | The difference is that the | + | The difference is that the ''Save'' button becomes active only if a change has been made to the current configuration. |
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This button allows the Smart Quotes user to delete a selected document configuration. | 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- | + | If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Delete'' button. |
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This button allows the Smart Quotes user to create a copy of a selected document configuration. | 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- | + | If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Duplicate'' button. |
| - | Upon clicking on the | + | 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. | + | [[File:MetisSmartQuotesDocumentDuplicated.png|center]] |
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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. | 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 | + | 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 following pop up window: |
| - | [[File:MetisSmartQuotesDocumentCannotBeGenerated. | + | [[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]] |
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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. | 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 | + | 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 following pop up window: |
| - | [[File:MetisSmartQuotesDocumentCannotBeGenerated. | + | [[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]] |
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All the documents under a company are merged within a single PDF or Word document. The generated document is named: | All the documents under a company are merged within a single PDF or Word document. The generated document is named: | ||
| - | * For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the | + | * For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the database>.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'' | * 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 == | == Block Offer == | ||
| - | The Smart Quotes user has the | + | The Smart Quotes user has the possibility to lock the offer for editing (e.g. once an offer has been submitted to a prospect). |
| - | Upon clicking on the | + | Upon clicking on the ''Block Offer'' button, a confirmation window opens. |
| - | Once the offer is locked, this action is irreversible. The | + | 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: | 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, | * 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 Project#Creating an Offer | Define companies and contact persons]] at the offer level, |
* [[Description of the Menu Order | Order]] the offer. | * [[Description of the Menu Order | Order]] the offer. | ||