Key documents

Introduction

Documents can be flagged as key documents, either at the document level itself or in relation to a particular linked object or objects. You would flag the document at the document level if you want it considered as a key document for any and every object that it is linked to. Alternatively you can choose not to flag it at the document level but to indicate that it is a key document for only specific linked objects. In this way you can control when and where the document is automatically attached to works enquiries and orders.

Set key doc flag at document level

To flag a document as a key document at the document level, start on the document record card by clicking the Goto button on the relevant docs list. Then click the key doc check box.

Confirm action

If the document access setting is already 'services group' then you will see this confirmation dialog. Click Yes to confirm setting this document as a key document at the document level.

Alternative confirm message

If the document access setting is not already 'services group' then you will see this confirmation dialog. Click Yes to confirm setting this document as a key document at the document level.

The access level will be changed to 'services group' in order that service providers can have access to rthe document when it is attached to works enquiries and orders.

Key document flag set at document level

The key doc checkbox will be set on the document's record card.

Set key doc flag at linked object level

To set a document as a key document in relation to a specific object, you need to use the target button next to the key doc checkbox in the docs tab list when viewing the relevant object record. For instance, to set a document as a key document for a particular room in a building, first go to the room, then click the docs tab to view the linked docs and click the target button to set the key doc checkbox.

Confirm action

As before, if the access setting for the document is already 'services group' you will see this dialog. Otherwise you will see the falternative dialog confirming that the access level will also be reset tp 'services group'.

Click Yes to confrim action.

Key doc set for the current object

The document will now have a tick in the key flag column for this particular object only. When you view the same document linked to other objects the key flag will not be set (unless of course you have set it separately for that object also!)