CRM- Documents
What is the Documents grid?The documents grid shows all documents across all constituents that have been stored in AssociationSphere. You can also add or delete documents from the documents grid.1 min readHow do I add a document?There are multiple ways to create a new document. From the main grids (Constituents, Gift, Interactions or Documents), you can highlight the constituent, click on the New button at the top of the grid and select Document. Enter the document information, upload the document and c…1 min readHow do I find the Documents page?Once you are logged into AssociationSphere and have entered the “CRM and Fund Raising” page, you will automatically be directed to the “Home” page. At the top of the page there are menu items in a white font that say “Overview”, “Constituents”, “Gifts”, “Pledges”, “Interactions”…1 min readHow do I see all of the documents for just one constituent?From the main Documents grid, you can use the search box or filters to find the constituent. Click on the row for the constituent, then the View/Edit button and then Documents. If you are already on a constituent’s record, you can click on their Documents sub-menu that appears o…1 min readCan I export the documents?You have two options, you can either export the data displayed on the documents grid itself into an excel file or you can download the actual document files. To download the grid data values you can mouse over the Action menu and click the "Export to Excel File" menu option. Thi…1 min readCan I search for a document?You can search for a specific document by entering any text in the search field located in the upper left corner of the Documents grid. To clear the search results and return to all records, simply click on the “X” that appears next to your search term in the search field. Note…1 min readHow do I open a document?To open a document that is stored in AssociationSphere, click on the Hyperlink that appears in the File Name column for that document on either the main Documents grid or on the constituent’s Documents sub-menu.1 min readWhat are document tags?These are keywords that you can add to a document that users can use to search with. For example, you could add a pledge as a tag, so when a user searches for “pledge”, it will return the documents that use that tag.1 min readWhat are document categories?Document categories allow you to group documents for easier searching and reporting.1 min readCan I add a new document category?Yes, you can click on the up and down arrows of the drop-down box and click on “New/Edit”. Type in the new document category you want to add and click on the save icon to the right of the field. Close out of the popup window and the new value will be added to the drop-down choic…1 min readCan I edit or delete a document category?Yes, click on the up and down arrows of the drop-down box and click on “New/Edit”. To edit a value, click on the edit icon to the right of the value you’d like to edit and make the changes necessary. Make sure to click on the save icon to the right when you are done. Once you cl…1 min readCan I change the order that the document categories appear in the dropdown box?Yes, click on the up and down arrows of the drop-down box and click on “New/Edit”. Find the value that you want to re-order and click on the icon with 3 rows that is to the left of the value. Drag the value to the new location in the dropdown and drop it in the new location. You…1 min readCan I rename a document?Yes, you can edit the document by double-clicking on it, clicking on the File Name hyperlink, or highlighting it and clicking the blue “View/Edit” button. Then you can rename the document and save it.1 min readCan I delete a document?A document can be deleted from the documents grid by selecting that specific document and clicking on the trash can which is located on the far right end of the grid. You will get a confirmation message asking you to confirm that you really want to delete the document. You can c…1 min read