Document management with Vertec

Vertec offers many possibilities for document management and automation. This article is intended to provide an overview and guide you to the right locations in our knowledge base.

Documents can be stored directly in Vertec create , Save and Linking .

With the Vertec Reporting System documents can be created or registered and directly from Vertec via Print Menu Can be predefined whether and how the created document should be saved, how it should be stored in Vertec, whether a Dialogue shown, and much more.

Reports can also be automated, directly from Vertec attached to emails and sent become.

Create documents

Documents can be created and executed directly from Vertec. This is what the office-based, cloud ready  Reporting System available, with which Office Reports create or register. A large number of reports are also included as standard. An overview of all reports can be found in the article All vertec reports at a glance can be found. After registration, reports will be sent to Vertec about the Menu Print is called up. In the background, a Activity created and the document stored on it. So you can find it again at any time. You can pre-define the corresponding criteria.

The created document is automatically opened in the corresponding editor and can be viewed / edited. When Integrated document storage the activity will be shown in a new tab in Vertec so that the document can be unlocked can be.

Report templates in Vertec

In order for a report to be available in Vertec, it must be registered as a report template in Vertec. You can also pre-define whether and how the document should be saved in Vertec, whether a dialog should be shown when printing, and much more. See Registering Reports for details.

All documents in Vertec are activity via Activity . This means that an activity is activitycreated the document is attached and the activity is assigned to activity corresponding entry in Vertec. Assigned this way, you can also add comments to each comment, specify responsibilities, define dates and other activities.

Document storage

You can choose whether the documents are directly saved in Vertec saved or stored on your file system and only linked in Vertec.

The setting for this is set in Vertec in the System system settings General > Document Storage carried out:

Vertec can also be combined with external document management solutions (DMS). The Sharepoint online dms extension allows integration with SharePoint Online, allowing documents created in Vertec to be saved directly in Sharepoint and checked in and out from Vertec.

Document storage “Internal”

With this system setting, documents are saved on the activities and thus directly in the Vertec database. For more information, see here .

Document storage “File system or DMS”

This setting saves documents in the file repository and links them to the correct location in Vertec. To do this, you must first create a file repository structure in Vertec.

File storage structure

The repository structure is based on the global document path. This base path is specified in System settings > General > Document Path:

The document path must exist on the server and be accessible from the clients in order for the documents to be saved or opened.

For operation with the Sharepoint online dms extension the path to the Sharepoint document library is entered as the document path. In addition, the Sharepoint site url in the CRM/activities system settings.

Cloud Suite scenario

In the Cloud Suite scenario (or with the option Restrict Filesystem Access turned on), the document is saved as follows:

• The reports are saved on the client side. This means that you can also specify a server directory that is located in the client environment. This allows reports to be created and saved in the Cloud App.
• The Web App does not have access to the local customer environment, so documents cannot be saved directly in the Web App. If a document is created in the Web App, it appears in the browser for download. No activity is created.
• Documents on the local customer environment cannot be opened in the Web App.

The subfolders

The file paths for subfolders of the individual classes (projects, addresses, etc.) can be set in the Class Settings per class. There are the following options:

• Specify a folder name: This is interpreted as a subfolder of the base path.
• An absolute path: This overrides the base path.
• An OCL expression: enclosed in %% characters is calculated dynamically.

These details can be combined. Here, for example, project documents are stored in the projects subfolder and there under the respective project code:

The storage path is visible on each individual entry and can also be overridden if necessary:

The paths (if the system does not with absolute paths overridden) are calculated dynamically. The advantage is that changes to the base path automatically affect the storage paths. So if you need to change your storage structure, Vertec can adapt to the new conditions with a click and automatically finds the documents in the new location.

To store an existing document in Vertec, you can Activity and add the document from there. For more information, see the article Document handling on activities .

Another possibility is the Vertec Explorer Add-In , with which you right-click on any file in Windows Explorer and select save in Vertec. In a dialog, select project, Address, etc. in Vertec, and the document is already stored in Vertec.

With the  Outlook App addresses, projects etc. can be accessed in Vertec and emails are stored as activities. These are linked to the corresponding project/contact and also save any attachments. Not only in Vertec, but also in the Outlook App, this provides a clear overview Activity History with the respective address.

With the  Plug-in: sending reports Documents from Vertec can also be automatically attached to emails and sent.

Bulk mailing

The existing address or project data in Vertec can be structured in such a way that it is easy to create address lists for serial emails, for example to all customers in a specific industry or those leading in a specific product.

Find documents in Vertec

Activities divided into subfolders

By default, the activities are located on each entry in the Activity subfolder.

Via Custom Link Types but you can also create your own structures and display the individual activities filtered. In the following example, subfolders such as offers, contracts or documents are shown:

In addition to the individual entry, it is also possible to search for documents in the entire Vertec, for example with a Activity Search Folder , such as the following email search:

These search folders are SQL folders in which the desired criteria can be freely defined and all available fields can be queried.

Or it can be the general Vertec search like this Extended that it additionally searches in the title of Activities.