Documents

This guide outlines how to manage client documents in XenDirect, including uploading, classifying, describing, and storing MS Word or PDF files. It also explains key fields, navigation, and considerations related to storage space.

Overview

Client documents allow users to manage files for specific clients. Uploaded documents can include scanned purchase orders, invoices, or other client-related files. Additional storage space may be required to use this feature.

Navigation:

Main Menu → Clients → Documents

Applies To: Enterprise, Plus, Basic

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Step-by-Step Instructions Uploading a Document

1. Click Upload A New Document.
2. Use the Choose A File button to locate and upload the file. 
3. Complete the following fields:
   • Title: Enter a descriptive name for the document.
   • Description: Provide details about the document.
   • Date: Specify the upload or related date.
   • Type: Select the document type from the available list.
4. Check the following options as needed:
   • Allow WebReg Display: Displays the document name and description in the WebReg module.
   • Allow QT Display: Displays the document name and description in the QuickTools module.
   • Invoice/Assignment Link: Link an assignment or invoice to the document. 
   • Client Application: Allow: Link and application to the document. 
5. Click Create to upload the document.

Editing a Document

1. Locate the document in the Documents tab.
2. Click Edit next to the document you wish to update.
3. Make the necessary changes, such as replacing the uploaded file.
4. Click Save to update the document.

Deleting a Document

1. Locate the document in the Documents tab.
2. Click Delete on the document.
3. Confirm the deletion when prompted.

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Field Details

• Title: User-defined name for the document.
• Description: User-defined details about the document.
• Date: Date of upload or related to the document.
• Type: Document type selected from a predefined list.
• File: File uploaded by browsing the local directory. Editing replaces the previous file with the new one.
• Allow WebReg Display: Displays document name and description in WebReg. Automatically checked for documents uploaded via WebReg. (Note: This feature is under development.)
• Allow QT Display: Displays document name and description in QuickTools. Automatically checked for documents uploaded via QuickTools. (Note: This feature is under development.)
• Assignment Link: Links the document to a specific client assignment using the course code.
• Invoice Link: Links the document to a specific invoice using the invoice number (Payment methods: InvoiceB and InvoiceC only).

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Key Notes

• If storage space is insufficient, users will receive a prompt regarding the lack of space.
• Storage space encompasses all uploaded client files, client images, and staff images across all database years.
• Additional storage space may be purchased if required.

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Conclusion:
This guide provides step-by-step instructions for managing client documents, ensuring efficient storage and organization in XenDirect. For further assistance, refer to related articles or contact support