MYOB Document Manager

Transcription

1 MYOB Document Manager Version 4.0 User Guide

2 Copyright 2009 MYOB Technology Pty Ltd. All rights reserved. Disclaimer MYOB has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk. Special Permissions MYOB acknowledges the permission of Thomson Legal and Regulatory Limited to utilise the templates from the XYZ Model Financial Accounts written by Moore Stephens Pty Ltd. Copyright Furthermore the seminar and materials may not be copied, altered, edited, disposed of or distributed without the prior written consent of MYOB. Trademarks All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS-DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc. MYOB Technology Pty Ltd ABN Level 13, 383 Kent St SYDNEY, NSW, 2000 MYOB Document Manager Version 4.0 User Guide Printed: 26 May 2009

3 Contents Introduction Accessing Document Manager Accessing Document Manager from the system tray Adding the Document Manager icon to your system tray Types of documents Integration with MYOB Intranet Document Manager tools, options, pages and tabs DM options Right-click options Full text search DM tools Document Manager toolbox Document Manager Task Bar Parts of the Task Bar Displaying the Task Bar DM Documents pages Analyse Documents page Find Documents page Documents tabs Client or Contact: Documents tab Viewing all documents for specific Contacts or Clients Viewing all documents for Contacts or Clients, by author Assignment Details: Documents tab Employee Details: Documents tab Employee Details: Document Settings tab Setting employee-specific document settings from Employee Details Setting employee mail defaults Setting employee document security Document Manager homepages Customising homepages DM homepage tools and options Homepage right-click options Homepage buttons DM homepage controls My Documents homepage control Documents Awaiting My Approval My Documents Awaiting Approval My Outstanding Documents My Draft s My Documents to Review My Recently Used Documents All Recently Used Documents MYOB Document Manager Version 4.0 User Guide 3

4 Contents My Checked Out Documents homepage control Administration homepage control Checked Out All All Outstanding Documents Mail Centre homepage control All Sent Documents All Unsent Documents Awaiting Dispatch Producing mailing labels MS Office applications & MYOB Document Manager Integration with MS Word, Excel and Outlook Integration with Word Buttons and functions added to Word Using Mail Merge Integration with Excel Buttons and functions added to Excel Integration with Outlook Buttons and functions added to Outlook Creating s within DM Using the Create Document wizard to add s Sending documents by as attachments Share It feature Adding existing documents to Document Manager using Share It Using Document Manager Managing documents Finding documents Creating new documents with the Create Document wizard Viewing and editing document properties Viewing document properties Editing document properties Copying documents Deleting documents Printing to PDF Manager Using file notes Creating file notes Adding details to existing file notes Editing details in file notes Deleting details in file notes Linking items to file notes Deleting linked items in file notes Printing file note details Linking documents Linking documents in MYOB AE Inserting links for creating documents from Intranet Standard Inserting links to managed documents Inserting links to Intranet Standards Viewing documents to be linked MYOB Document Manager Version 4.0 User Guide 4

5 Contents Viewing linked documents Removing document links Linking documents in existing links with documents to be linked Checking in and checking out Checking out documents Checking in documents Unlocking checked out documents Exporting Exporting documents Exporting document lists to Excel Importing Importing documents Working with multiple versions Storing multiple versions of documents Setting documents as current versions Document approvals Setting and sending documents for approval Re-sending documents for approval Setting documents as Approved Returning documents for rework Document security Changing document security on new documents Changing document security on existing documents Document Manager setup File Store tab Setting default File Store locations Document Types tab Mapping Document Types to Application Types Removing Document Types from DM Items Applications tab Setting the application launch mode Settings tab Setting up MS Outlook with Document Manager Document Locations tab Setting default Document Locations Audit Trail Settings tab Audit Trail settings Viewing Audit Trail settings Document Category Fields tab Adding Document Category fields MYOB Document Manager Version 4.0 User Guide 5

6 Contents Document Extra Fields tab Setting up Document Extra Fields Filing Cabinets tab Setting up Filing Cabinets Doc View Extra Fields tab Adding headings to Find Documents page and Documents tabs Employee Settings tab Setting Employee Settings for documents MYOB Document Manager Version 4.0 User Guide 6

7 Introduction Document Manager (DM) is a document management system that streamlines the processes involved in the creation of information and allows easy retrieval of documents. A variety of homepage views are available, which enables you to sort and categorise documents in different ways. You can also use the Search facilities to find documents that contain certain text. There are various ways in which documents can be retrieved. The system can be configured for the requirements of your own organisation. Security can be implemented so that only appropriate people are allowed to make changes to information or to change the status settings, such as approving or reviewing documents. DM manages all communication with your clients: correspondences, faxes, telephone calls, file notes, working papers and . Documents and tasks are created, worked on, and reviewed online, which gives you instant access to client data and documents. You can also use DM to assign tasks and responsibilities directly to documents. It allows team members to review work that has been allocated to them and directly access the related documents. They are able to collaborate on projects so that more than one person can work on a file at the same time regardless of where they are. DM also enables integration with your communications. It allows you to efficiently store, search and retrieve all client s regardless of who prepared or received the s in the office. Accessing Document Manager When integrated as part of Accountants Framework and Practice Manager, DM requires no separate launch process. Instead, you access its functions from the Documents icon,, from seamless Documents tabs on AF and PM pages, and from fully integrated functions and buttons. To access Document Manager 1. Click on the main toolbar. OR Select Document > Document Manager The Find Documents page displays. See also: Accessing Document Manager from the system tray on page 8 Adding the Document Manager icon to your system tray on page 8 MYOB Document Manager Version 4.0 User Guide 7

8 Introduction Accessing Document Manager from the system tray The system tray (or notification area) on Windows systems is part of the Task Bar, and it contains the clock and other programs which are running in the background. Placing the Document Manager icon in the system tray makes it available for you to use at any time. It can be added to all users when DM is first installed, or it can be added later by each user. This system tray task provides access to DM for users who are not logged into MYOB AE. It enables you to add or find documents quickly without having to open MYOB AE Suite. When you click in the system tray, it opens a menu containing: A list of Add Document types as set up in your practice s DM system. You can click an appropriate link to create and set up documents from here. The graphic below is only an example. See Creating new documents with the Create Document wizard on page 51. A Find Documents link to find and open any document in your DM system. It will find and open only those documents which you are permitted to access. A Login as link which allows you to log in as another user. By default, the login of the last user of MYOB AE on the workstation is used. An Exit button, which when clicked closes the DM system tray feature (until you next start the workstation or manually add the icon to your system tray). Adding the Document Manager icon to your system tray The Document Manager icon is usually added to all workstation system trays during the installation of DM. If it is not installed, individual users can add it to their workstations later. Once added, you can use the options described in Accessing Document Manager from the system tray on page 8. MYOB Document Manager Version 4.0 User Guide 8

9 Introduction To add the DM icon to the system tray 1. Click Start > Programs > MYOB > Document Manager Shortcuts. 2. will appear in your system tray. To set the DM icon to appear in workstation system trays at start up 1. Open Windows Explorer and browse to the location where DM is installed. This is usually at C:\Program Files\MYOB\Knowledge Management\Document Manager. 2. Locate the file KMSysTray.exe, right-click, and select Create Shortcut. 3. Move the new shortcut to C:\Documents and Settings\All Users\Start Menu\Programs\Startup. The DM icon will appear in the system tray for all users of the workstation from the next time it starts up. Types of documents There are various different document types that can be created and stored in DM. The following file types can be imported or shared in DM: Microsoft Word documents Microsoft Excel spreadsheets Microsoft Outlook s Microsoft PowerPoint presentations Microsoft Visio documents PDFs Bitmaps Movies and sound clips Integration with MYOB Intranet Intranet is a core component of DM. See the MYOB Intranet Help for details on: standard documents stationery documents MYOB Document Manager Version 4.0 User Guide 9

10 Introduction application types Using DM, working papers and checklists can be generated automatically using the Intranet standard templates. In subsequent years, the working papers can be rolled over, ready to start work immediately. This also ensures that what goes out to the client is consistent. The use of standard documents and retrieval of names and addresses saves duplication of typing. MYOB Document Manager Version 4.0 User Guide 10

11 Document Manager tools, options, pages and tabs DM includes a range of tools, options, pages and tabs designed to help you create, find, catalogue and store all your practice documents quickly, easily and safely. For details, see: DM options on page 11 DM tools on page 13 DM Documents pages on page 16 Documents tabs on page 20 DM options The major options in DM are described in: Right-click options (see page 11) Full text search (see page 12) Right-click options The following table lists the right-click options that can be accessed in DM. Note: DM homepage controls have their own right-click options, described in Homepage right-click options on page 30. Option Field Chooser Refresh row Set current version Open View Function To select the fields of information you want to be displayed with the listed records. Drag fields onto the list area from the window, or vice versa. To update the information displayed in the selected row. To set any version of a document as the Current Version (see Setting documents as current versions on page 76). To open a contact or to open and check out a document. To view a document without checking it out. MYOB Document Manager Version 4.0 User Guide 11

12 Document Manager tools, options, pages and tabs Option Check out Check in Undo checkout Checked out info Export Import Versions Properties Delete Link documents Function To get a document from the database for editing (see Checking out documents on page 71 a document). To return a document to the database after editing, etc. (see Checking in documents on page 71). To undo a checked out document. Changes made to the checked out document will be ignored. Document will be returned to its original state before the check out. To view information about who was using a document, when it was checked out, and the intended due date. To export a document to your local machine or network (see Exporting documents on page 73). To import a document from your local machine or network to DM. (see Importing documents on page 75) To open the version page for the selected document as described in Storing multiple versions of documents on page 76. To view and edit the selected document record properties (see Viewing document properties on page 54 and Editing document properties on page 54). To permanently delete the document (see Deleting documents on page 56). To link documents with related information (see Viewing documents to be linked on page 68). Note: The right-click options available for your selection vary depending on the page or window you are on. Full text search DM provides the facility to perform a Full Text Search on the database to locate a document. A normal search will only return results of documents where the document filename, title, or keywords match the search text. The Full Text Search will return documents where the search text is located anywhere within the document s content as well as the filename, title or keywords. To perform a full text search from the Find Documents tab 1. Enter your search text into the Text field. MYOB Document Manager Version 4.0 User Guide 12

13 Document Manager tools, options, pages and tabs 2. Ensure that the Full Text Search checkbox is ticked. 3. Click Search. The results will be displayed. DM tools The major tools are described in: Document Manager toolbox (see page 13) Document Manager Task Bar (see page 14) Document Manager toolbox The homepage includes four options for DM views. See Document Manager homepages on page 27 for full details. To access the DM toolbox 1. Click on the main toolbar. 2. Click Customise homepage on the Task Bar. The Toolbox appears. 3. Click Document Manager. MYOB Document Manager Version 4.0 User Guide 13

14 Document Manager tools, options, pages and tabs The options for Document Manager display in the Toolbox. 4. Select the view option you want to appear on your homepage and drag the icon from the Toolbox to the content area of your homepage. Document Manager Task Bar The DM Task Bar is displayed on the Analyse Documents page and the Documents tabs. (The graphic below has been broken up for display.) Parts of the Task Bar There are four major areas on this Task Bar, each of which contains a number of options. Many of the options open their own specific wizard to guide you through the process. The four areas and their options are: 1. Add Documents Add <Doc Type> To create a user defined document (e.g., Add ). Add Meeting To add details of a meeting to the DM database Add Phone Call To add details of a phone call to the DM database. Import document To import a document from an MS Office application using the Share It window. The document must have been previously selected using the Share It button in the original MS application. MYOB Document Manager Version 4.0 User Guide 14

15 Document Manager tools, options, pages and tabs 2. Single Document Check Out To take a document out of the DM database for editing. Check In To put an edited document back into the DM database and record the changes. Undo Checkout To replace a checked out document in the DM database without recording any changes. Checked Out Info To view the current details of a selected document which is currently checked out. Make a Copy To make a copy of a checked in document for reuse, probably as a similar document for this or another person or entity. Export To send a document from the DM database to a location on a network or local drive. Versions To display a table showing all the versions of a document checked in and out, and who dealt with each version. Includes the Status at each version. Audit Trail To display a table containing a full history of the selected document, and to then export the audit trail to an MS Excel document if desired. To Do To add a To Do task to a selected document. Properties To view and edit the selected document record properties. 3. Multi Document Follow Up To add a Follow Up to a document to mark that there is action outstanding for the document. Print To send the selected document to an office printer. Link Document To link this document with one or more others. Send via To send a document via MS Outlook. Mark as Sent To update the status of a selected completed document as having been sent. Delete Documents To delete selected documents. Export to Excel To export the list of presently displayed documents to an MS Excel spreadsheet. 4. Document Approvals Current status To view the current approval status of the document. In Progress To set approval as In Progress. Rework To set approval as Rework. Awaiting Approval To set approval as Awaiting Approval. Approved/Complete To set approval as Approved or Complete. MYOB Document Manager Version 4.0 User Guide 15

16 Document Manager tools, options, pages and tabs Displaying the Task Bar To maximise/minimise the Task Bar 1. To minimise the options in the Task Bar, click. 2. To maximise the options in the Task Bar, click. The available options on the Task Bar change when you move to a different page in the MYOB application. To show/hide/auto hide the Task Bar 1. To auto hide the Task Bar, click. 2. To auto display a hidden Task Bar, hover your cursor over. 3. To switch off auto hide, click. DM Documents pages Document Manager has two specific Documents pages, plus a number of Documents tabs which appear on other pages. For details, see: Analyse Documents page on page 16 Find Documents page on page 18 Analyse Documents page You can use the Analyse Documents page to search for documents by their title, author, reference number or extra field value. If you want to search the contents of a document to find the document, use Find Documents. To find a document from the Analyse Documents page 1. Select Document > Analyse Documents from the main menu. The Analyse Documents page displays. The Analyse Documents page allows you to search for any document created by your practice. This includes all documents for contacts, clients, assignments and employees. MYOB Document Manager Version 4.0 User Guide 16

17 Document Manager tools, options, pages and tabs 2. Under Search for, enter the document name or part thereof in Title and the author's name in Author. You can also select a name from the drop-down. OR Enter the document number in Reference no. 3. You may refine your search using the following search conditions and options. Get ALL records To retrieve all records in the database. Include extra fields To search on the content of the value entered in the category fields (extra fields) for the documents. Include Archived items To include archived documents in the results list. 4. Click Search or press [Enter]. By default, only the first 1000 records (documents) that match your search criteria display in the results list. To view all the records that match, select the Get ALL records search option. To sort the results, click any of the column headers. 5. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop down list. 6. You can sort the results: alphabetically by clicking a column header by column topic You can group the results by dragging a column header to the grey sort bar above the list to group by that column. For example, if you drag the column heading Author to the grey area, the list shows documents grouped by author. 7. To expand the results list, click. 8. To collapse the results list, click. 9. Click the blue title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in Read-only mode. MYOB Document Manager Version 4.0 User Guide 17

18 Document Manager tools, options, pages and tabs 10. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 11. Drag the required column onto the column header area. 12. To remove a column, drag the column header to above the grey column grouping area. Find Documents page You use the Find Documents page to perform a full text search across the title and content of the documents. To find documents from the Find Documents page 1. Click on the main toolbar. OR Select Document > Find Documents from the main menu. The Find Documents page opens. This page allows you to search for any document created by your practice, including all documents for contacts, clients, assignments and employees. 2. Under Search for, enter the text that you are looking for in the text field. This can be text from the document title or extra fields. 3. You can also choose to restrict the search by a selected author. OR Select the Reference number only option to search for a document by it's reference number only. 4. If you are not searching using the reference number only, you may refine your search using the following search conditions and options. Include Archived items To include archived documents in the results list. Full Text Search To search across the actual content of documents. 5. Click Search or press [Enter]. All documents matching the search criteria entered are listed. The matched documents are sorted by matching 'score', with the highest scoring documents listed first. Only 200 documents are displayed per page. To view more results, click the forward and back arrows at the bottom of the search results list. MYOB Document Manager Version 4.0 User Guide 18

19 Document Manager tools, options, pages and tabs 6. For information about using the full text search field, click the Search Help hyperlink, under the Search button. 7. For details about the search criteria used, and to directly edit the search criteria, click the View search criteria hyperlink at the bottom of the results list. You can edit the search criteria directly in this field and click the Search button next to it, to do a search based on these conditions instead of the Search For conditions entered at the top of the page. 8. To sort the results, click any of the column headers. 9. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop-down list. You can sort the results: a. alphabetically by clicking a column header b. by column topic You can group the results by dragging a column header to the Sort bar above the list to group by that column. For example, if you drag the column heading Author to the Sort area, the list shows documents grouped by author. 10. To expand the results list, click. 11. To collapse the results list, click. 12. Click the blue title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in Read-only mode. 13. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 14. Drag the required column onto the column header area. 15. To remove a column, drag the column header to above the grey column grouping area. MYOB Document Manager Version 4.0 User Guide 19

20 Document Manager tools, options, pages and tabs Documents tabs There is a Documents tab, used to view and maintain a database of documents, on each of the following pages: Clients Contacts Assignments Employees Various types of documents can be created and stored in the Documents tab. The following file types can be stored or linked to in the Documents tab: Microsoft Word documents Microsoft Excel spreadsheets Microsoft PowerPoint presentations Microsoft Visio documents Microsoft Outlook s Adobe PDFs Bitmap graphics Movies and sound clips Client or Contact: Documents tab From the Documents tab on Client and Contact pages, you can view the documents added and/or linked to a client or contact. To view documents added/linked to a client from a Client/Contacts page Documents tab 1. Click or on the main toolbar. The Find page displays. 2. Search and open the required client or contact. See Viewing all documents for specific Contacts or Clients on page 20 for details. Viewing all documents for specific Contacts or Clients Use DM to list, filter and sort all documents belonging to a particular client or contact. MYOB Document Manager Version 4.0 User Guide 20

21 Document Manager tools, options, pages and tabs To view all documents for a Contact or Client 1. From the Client or Contact page, click the Documents tab. The documents for the contact displays. By default, only documents for 18 months display. 2. Under Search for, enter the text that you are looking for in the Text field. This can be text from the document title or extra fields. OR Select the Reference no option to search for a document by it's reference number. 3. Extend the date range by changing the date in Display documents from (dd/ mm/yyyy) to a date before the actual start date or select the date from the dropdown calendar. 4. You may refine your search using the following: Display related entity documents displays all the documents for any of the contacts listed on the Associated tab for the current contact and for the parent, children and siblings from the Group tab Include Archived items To include archived documents in the results list. 5. Click Search or press [Enter]. All documents matching the search criteria entered are listed. 6. To sort the results, click any of the column headers. 7. You can further filter the results list to narrow down the set of matching documents. Click the area under any of the column headers and enter the required value, or select from the drop-down list. 8. You can sort the results: alphabetically by clicking a column header by column topic 9. Drag a column header to the Group bar above the list to group by that column. MYOB Document Manager Version 4.0 User Guide 21

22 Document Manager tools, options, pages and tabs For example, if you drag the column heading Author to the grey area, the list shows documents grouped by author. If you had selected Display related entity documents in step 4, two additional columns will appear Contact and Relationship. The Contact will display the contact name for the related entities. The Relationship will show if it is associated (i.e., from the Associated tab) or the type of relationship from the Group tab. 10. Click the title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you, if opened in edit mode. If the document opens in View Mode, it is not locked. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in View Mode. If the application launch mode is set to Open in View Mode, the document will open in View Mode. For example, PDF documents. 11. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 12. Drag the required column onto the column header area. 13. To remove a column, drag the column header to above the grey column grouping area. Viewing all documents for Contacts or Clients, by author You can sort and view client or contact s documents by the practice member who wrote them, using either the Documents tab on the Contact/Client page or the Find Documents page. To view documents for a Contact/Client, selected by author, using the Documents tab 1. From the Client or Contact page, click the Documents tab. The documents for the contact displays. See Viewing all documents for specific Contacts or Clients on page 20 for details. 2. To view the documents for a specific author, click the field under the Author column heading and select the required author from the employee drop-down list. MYOB Document Manager Version 4.0 User Guide 22

23 Document Manager tools, options, pages and tabs To view documents for a Contact/Client, selected by author, using the Find Documents page 1. Click on the main toolbar. The Find Documents page displays. See Analyse Documents page on page 16 for details. 2. Click the field below the Author column heading and select the required author from the Employee drop-down list. Assignment Details: Documents tab From the Documents tab, you can view the documents added and linked to a client. To view documents added or linked to a client from the Assignments page Documents tab 1. Click on the main toolbar. The Find Assignments page displays. 2. Find and open the required assignment. 3. Click the Documents tab. The documents for the assignment display. By default, only documents for the last 18 months display. 4. Under Search for, enter the text that you are looking for in the Text field. This can be text from the document title or extra fields. OR Select the Reference no option to search for a document by it's reference number. 5. Extend the date range by changing the date in Display documents from (dd/ mm/yyyy) to a date before the actual start date or select the date from the dropdown calendar. 6. You may refine your search using the following: Include Archived items To include archived documents in the results list. Show All documents for Client Displays all the documents related to the client. 7. Click Search or press [Enter]. MYOB Document Manager Version 4.0 User Guide 23

24 Document Manager tools, options, pages and tabs All documents matching the search criteria entered are listed. 8. To sort the results, click any of the column headers. 9. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop down list. 10. You can sort the results: alphabetically by clicking a column header by column topic You can drag a column header to the Group bar (above the list) to group by that column. For example, if you drag the column heading Author to the Group bar, the list shows documents grouped by author. 11. To open a document, click the blue, hyperlinked document title field. The program in which the document was created launches automatically, displaying the document. The opened document is locked by you, if it is in edit mode. If the document opens in View Mode, it is not locked. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in View Mode. If the application launch mode is set to Open in View Mode, the document will open in View Mode. For example, PDF documents. 12. To add a column, right-click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 13. Drag the required column onto the column header area. 14. To remove a column, drag the column header to above the Group bar. MYOB Document Manager Version 4.0 User Guide 24

25 Document Manager tools, options, pages and tabs Employee Details: Documents tab From the Employee Details page Documents tab, you can view the documents added or linked to an employee. To view documents added or linked to an employee 1. Click on the main toolbar. The Find Employees page displays. 2. Search for and open the required employee. See Viewing all documents for specific Contacts or Clients on page 20 for details. Employee Details: Document Settings tab The Employee Details page Document Settings tab allows you to set employeespecific document settings for employees, their mail settings and document security settings. Setting employee-specific document settings from Employee Details To set employee-specific document settings Click on the main toolbar. The Find Employees page displays. 3. Select and open the required employee. The Employee Details page displays. 4. Click the Document Settings tab. By default, the Employee Settings sub-tab displays. 5. Select a Default Filing Cabinet from the drop-down. This is the default to be used for this employee in the Create Document wizard. 6. The Document Check Out Location is where the checked out documents for this employee are placed. By default, the Practice Default Setting is selected. 7. If this employee is to use a different location, then select the Employee set location option and enter the path for the checked out documents. 8. The Document Export Location is where the exported documents for this employee are placed. By default, the Practice Default Setting is used. MYOB Document Manager Version 4.0 User Guide 25

26 Document Manager tools, options, pages and tabs 9. If this employee is to use a different location, then select the Employee set location option and enter the path for the exported documents. Setting employee mail defaults To set an employee s mail defaults 1. Select the Mail Settings tab from the Employee Details page. 2. Select the following options, as required. Send by default. Edit before sending by default. 3. Click OK to save the new settings. Setting employee document security To set the security rights for an employee 1. Select the Security tab from the Employee Details page. 2. Select the Approver checkbox, if you want the employee to be able to approve documents. 3. Select the Document Manager Administrator checkbox, if you want to assign administrator right to the employee. 4. Click OK. MYOB Document Manager Version 4.0 User Guide 26

27 Document Manager homepages Four controls can be added to homepages for overviewing and quickly accessing DM information. To add the controls, click on the Task Bar (see Customising homepages on page 28), then follow the directions in DM homepage controls on page 32. You can customise your homepages to include the following DM homepage controls: Administration (see Administration homepage control on page 34 for details). My Documents (see My Documents homepage control on page 32 for details). MYOB Document Manager Version 4.0 User Guide 27

28 Document Manager homepages Mail Centre (see Mail Centre homepage control on page 35 for details). My Checked Out Documents (see My Checked Out Documents homepage control on page 34 for details). Related topics Customising homepages You can customise the homepage to display and quickly access information to suit the way you work. You can define different Views with different names and view options. To customise a homepage 1. Click. Your homepage is displayed. 2. Click on the Task Bar. MYOB Document Manager Version 4.0 User Guide 28

29 Document Manager homepages The Toolbox appears. 3. Click a view on the Task Bar under Views (for example, Main View, View 2, etc.) to change its name. The Rename View window opens. 4. Change the name of the view to something more meaningful to you (for example, WIP + Debtors). You can accept the default view. 5. Click OK. 6. Drag a view option from the Toolbox, to the content area. The selected option opens. 7. Repeat Step 6 for each option you want to add to your homepage. 8. Click on the Toolbox. This saves your selection for the view. 9. Repeat Steps 2 to 8 for each view you want to customise. MYOB Document Manager Version 4.0 User Guide 29

30 Document Manager homepages 10. Click to exit the Customise homepage mode. 11. Click on the Tool Bar. Your customised homepage appears. 12. Select other views to see the options you selected. Note: What you see when you select an option in the Toolbox is limited to your security access permissions you may see only blank windows if you have only limited access. Note: When the toolbox is displayed you can also resize, move or delete the individual display windows. 13. To resize and move the windows, click and drag in the normal Windows way. 14. To close a window, click at the top of the individual display windows. DM homepage tools and options DM homepages include a range of tools and options similar to other MYOB homepages. These include: Homepage right-click options Homepage buttons DM homepage controls Homepage right-click options When a DM window has been added to a homepage, the display content can be changed using the right-click menu. The menu options available are: Field Chooser Allows you to add or remove fields from the table displayed. Edit Opens the selected document for editing. View Opens the selected document for reviewing. Versions Opens a tab displaying the different versions of the selected document. MYOB Document Manager Version 4.0 User Guide 30

31 Document Manager homepages Current Status Opens a message box indicating whether the document requires approval. View Tasks Opens a tab listing the To Do items associated with the selected document. Audit Trail Opens a dialog box listing all the changes made to the selected document since it was added to DM. Properties Opens a dialog box for editing the properties of the selected document. Homepage buttons The buttons at the bottom of each window vary, depending on your authorisation and the window you are viewing. These buttons perform the following functions: Button Name Function Approved/ Complete Awaiting Approval Checkin Checkout info Delete Documents In Progress Link Documents Mark as Sent Print Restore from Trashbin Rework Marks the selected document as Approved and Complete, ready for sending. Sends documents that have been marked as requiring approval to the authorised person to approve. Available only when the selected document is marked as Checked out. Opens the Checkin wizard. Opens a dialog box displaying the details of who has checked out the document and when. Removes the selected document to the Trashbin. Returns a document that has been sent for Approval back to the In Progress stage. Link the selected document with other documents already in DM. Marks the selected document as being sent. Print the selected document. Recovers a previously deleted item from the Trashbin. Send the selected document back to the author to be edited. MYOB Document Manager Version 4.0 User Guide 31

32 Document Manager homepages DM homepage controls You can add four DM homepage controls to the homepage using on the Task Bar. (see DM homepage controls on page 32). Each homepage control has a set of right-click options, used to access different views of the control window. See: My Documents homepage control on page 32 My Checked Out Documents homepage control on page 34 Administration homepage control on page 34 Mail Centre homepage control on page 35. My Documents homepage control The My Documents homepage control allows you to view the documents you have created, plus any documents that require your approval. To choose which view of the window you want, right-click the window and choose from the right-click menu. The views available for the My Documents homepage control are: Documents Awaiting My Approval This option is only available if you are a document Approver. The window displays all documents that require your approval. You can use the Due Date fields and the Priority drop-down list to filter the list. MYOB Document Manager Version 4.0 User Guide 32

33 Document Manager homepages My Documents Awaiting Approval This window displays all documents you have created that require approval. You can use the Due Date field and Priority drop-down box to filter the list. My Outstanding Documents This window displays documents you have created that are still in progress. These documents have not yet been sent for approval or marked as complete. You can use the Created Date fields and the Include File Note checkbox to filter the list. My Draft s This window displays any s that have been written and have not yet been sent, regardless of the status. You can use the Created Date fields to filter the list. My Documents to Review This option is only available if you are not a document Approver. The window displays documents that have been sent to you for review. My Recently Used Documents This window displays all documents you have opened most recently. You can use the No. Documents field to change the number of items this list displays. The documents listed are taken from the Audit Trail settings. For example, where the audit trail shows you have created, edited, viewed the document. Select the Audit Trail options for actions that you want to be included in your most recently used list. For example, if you do not want to include documents you have viewed, deselect the Viewed option. If you do want to include documents you have viewed, select the Viewed option, and ensure that the View action is selected in the Audit Trail settings. All Recently Used Documents This option is only available if you are a Document Manager Administrator. It displays all documents that have been used recently by your team members. Note: You can view more than one option on the window by adding several copies of the window to the homepage and choosing a different view for each copy of the window. MYOB Document Manager Version 4.0 User Guide 33

34 Document Manager homepages My Checked Out Documents homepage control The My Checked Out Documents window on the homepage displays documents that you have Checked Out for viewing, reviewing or modifying. To choose which view of the window you want, right-click the window and choose from the menu. Click the Checkout info icon to open a dialog box displaying the details of when you checked out the document and to where it has been saved. Click the Checkin icon to use your checked out copy to: Create a new version of the document Create a new document, leaving the original as it was before you checked it out Replace the current version of the document, overriding the version you checked out. Administration homepage control The Administration window on the homepage helps you to manage all documents that are checked out or require approval, depending on which option the window is displaying. MYOB Document Manager Version 4.0 User Guide 34

35 Document Manager homepages To choose which view of the window you want, right-click the window and choose from the menu. The views available for the Administration window are: Checked Out All This window displays all checked out documents regardless of which employee has checked them out. All Outstanding Documents This window displays all documents that are current and not yet marked as approved or complete. You can use the Created Date fields to filter the list. Note: You can view more than one option of the window by adding several copies of the window to the homepage and choosing a different view for each copy of the window. Mail Centre homepage control The Mail Centre window on the homepage allows you to view outgoing correspondence whether it has already been sent, needs to be sent, or is awaiting postage, depending on which option the window is displaying. MYOB Document Manager Version 4.0 User Guide 35

36 Document Manager homepages To choose a view, right-click the window and choose from the menu. The views available for the Mail Centre window are: All Sent Documents This window displays documents that have already been sent. You can use the Sent Date fields to filter the list. All Unsent Documents This window displays documents that require sending, but have yet to be sent. You can use the Created Date fields to filter the list. Awaiting Dispatch This window displays approved and complete documents that have been marked to be sent via post, but have not yet been posted. Note: You can view more than one option of the window by adding several copies of the window to the homepage and choosing a different view for each copy of the window. Producing mailing labels You can generate mailing labels from all of the above views of the Mail Centre in the homepage. Note: Only one label per client will be created. MYOB Document Manager Version 4.0 User Guide 36

37 Document Manager homepages To produce mailing labels 1. Select all documents that require mailing labels. 2. Click Produce Labels. The Mail Merge wizard opens (see Using Mail Merge on page 40). The list of clients to be used is compiled from the selected documents. Note: Only one label per client will be created. 3. Select the (previously created) Intranet Standard to be used for these mailing labels. No Stationery is required. 4. Enter all required details in the Mail Merge wizard and click Finish. A single document with multiple labels is created. MYOB Document Manager Version 4.0 User Guide 37

38 MS Office applications & MYOB Document Manager Microsoft Outlook, Word, Excel, Visio and Powerpoint can be set up to work seamlessly with Document Manager. You can elect to capture all or selected documents made using those MS tools to your DM system so that they can later be found and called up in a Client, Contact or Employee page in seconds. You can choose whether or not to add reference numbers to documents, and whether to use version control. You can exclude internal so that there is no risk of sending to outsiders. You can link documents with any other documents in your DM database. For details, see: Integration with MS Word, Excel and Outlook on page 38 Share It feature on page 48 Integration with MS Word, Excel and Outlook During installation, DM adds a new toolbar and function buttons to Microsoft Outlook, Microsoft Word and Microsoft Excel if these applications are already on the same system. The toolbar contains shortcuts to frequently used commands in DM. Most are enabled only for documents that have been created in DM. For full details, see: Integration with Word on page 38 Integration with Excel on page 41 Integration with Outlook on page 42 Integration with Word DM adds a new toolbar to Microsoft Word during the DM installation. Buttons and functions added to Word The following table lists the new buttons and their functions: MYOB Document Manager Version 4.0 User Guide 38

39 MS Office applications & MYOB Document Manager Button Check In Share It Std Text Send via Send Team To Do Properties Status Function To lock the document and store it with relevant archiving information and version number. A checked in document must be checked out before it can be edited or changed in any way. To add the opened Microsoft Word file to MYOB Document Manager. To insert text from an Intranet Standard document. To send the document as an attachment via to selected client. To send the document as an attachment via to internal staff only. To attach a to do task (follow up note) to the document. To view and edit the document record properties. If the document does not require approval, a message showing the current status of the document displays. But if the document requires approval, the Approvals window opens. To mark the document as In progress. To mark the document as requiring Rework. To mark the document as Awaiting Approval. To mark the document as Approved/Complete. To insert a link to Intranet Standard To insert a link to a Managed Document. To insert a link for creating a document from Intranet Standard Opens the Insert Contact Fields window. Link Audit Trail About Opens the Link Documents window. Displays a record of all changes made to the open document, in descending order. Displays information about the version of DM currently in use. MYOB Document Manager Version 4.0 User Guide 39

40 MS Office applications & MYOB Document Manager Using Mail Merge The Mail Merge wizard allows you to send a single document to multiple clients, entering client data into the document automatically, when using Intranet Standard, which has Mail Merge fields. See the MYOB Intranet Help for instructions on inserting Mail Merge fields into standard documents. To use the Mail Merge wizard 1. Click or on the toolbar. 2. Find the clients or contacts you want to send the document to using Search and selecting their checkbox(es). 3. Click Mail Merge wizard under Documents in the Task Bar. The Mail Merge wizard opens. 4. Select the Intranet standard with the Mail Merge fields you want to use from the Standard drop-down box in the Intranet details section on the Contact Details tab. 5. Select Stationery, if required. 6. Complete the document details of Title, Author, Approval Required and Send via Post and click Next. The Profiling tab opens. 7. Choose the Filing Cabinet from the list and click Next. The Address Precedence tab opens. 8. Use the arrows to choose which types of addresses are to be used for the document and their links (see Inserting links for creating documents from Intranet Standard on page 65). 9. Click Next. The Contact Precedence tab opens. 10. Use the arrows to choose which contacts are to be used for the document and their links. 11. Click Next. The Options tab opens. 12. Select whether you want to produce a single file or multiple copies of this document. MYOB Document Manager Version 4.0 User Guide 40

41 MS Office applications & MYOB Document Manager Choosing the Single Document, Separate Pages option creates one MS Word document with each Client or Contact detail starting on a new page. You will have to select a Contact whose details this document will be recorded against. Choosing the Multiple Documents option will create multiple MS Word documents, one for each Client or Contact chosen in Step 2. Each document will be recorded against that particular Client or Contact. 13. Click Finish. Word will open the new document with the Mail Merge data already filled and formatted. Note: Some functions allow you to select several options for a field and choose their precedence. The field will be filled with the first preference if details are available. If there are no details available, the second preference will be used. If none are available for that preference, the third will be used, etc Integration with Excel DM adds the new toolbar, below, to Microsoft Excel during installation. Buttons and functions added to Excel The new toolbar buttons and their functions in Microsoft Excel are: Button Check In Share It Send via Send Team To Do Properties Function To lock the document and store it with relevant archiving information and version number. A checked in document must be checked out before it can be edited or changed in any way. To add the opened Microsoft Excel file to DM. To send a document as an attachment via to selected client. To send a document as an attachment via to internal staff only. To attach a to do task (follow up note) to the document. To view and edit the document record properties. MYOB Document Manager Version 4.0 User Guide 41

42 MS Office applications & MYOB Document Manager Button Status Function If the document does not require approval, a message showing the current status of the document displays. But if the document requires approval, the Approvals window opens. To mark the document as In progress. To mark the document as requiring Rework. To mark the document as Awaiting Approval. To mark the document as Approved/Complete. To insert a link to Intranet Standard To insert a link to managed document To insert a link for creating a document from Intranet Standard Opens the Insert Contact Fields window. Link Audit Trail About Opens the Link Documents window. Displays a record of all changes made to the open document, in descending order. Displays information on the version of DM currently in use. Integration with Outlook DM adds the new toolbar, below, to Microsoft Outlook during installation. Buttons and functions added to Outlook The added DM toolbar buttons and their functions in Microsoft Outlook are: Button Send Team Function To send an to internal staff only. MYOB Document Manager Version 4.0 User Guide 42

43 MS Office applications & MYOB Document Manager Button Check In Insert Ref# Share It Attach Std Text To Do Properties Status Function To lock the and store it with relevant archiving information and version number. A checked in must be checked out before it can be edited or changed in any way. To insert the DM reference number. To add an to DM, including s which were produced outside the DM application. To attach a DM document or link this to a DM document. To insert text from an Intranet Standard. To attach a to do task (follow up task) to the . To view and edit the document record properties, using the Document Properties dialog. If the document does not require approval, a message showing the current status of the document displays. But if the document requires approval, the Approvals window opens. To mark the document as In progress. To mark the document as requiring Rework. To mark the document as Awaiting Approval. To mark the document as Approved/Complete. To insert a link to Intranet Standard Opens the Insert Contact Fields window. Audit Trail Displays an audit trail, including editing history, changes to approval status, linking and follow-ups and then the About icon. Creating s within DM To create an 1. Open the client or contact to whom you want to send the Click the Documents tab. 3. Under Add Documents on the Task Bar, click Add . OR MYOB Document Manager Version 4.0 User Guide 43

44 MS Office applications & MYOB Document Manager Click in your system tray and select Add from the popup menu. See Accessing Document Manager from the system tray on page 8. The Create window opens. Go to either: To create a new (not associated with previous s) OR To create a new associated with a previous To create a new (not associated with previous s) 1. If the new is not associated with any other s, select NEW not associated with a previous Click OK. Go to Using the Create Document wizard to add s on page 45. To create a new associated with a previous 1. If the new is to be associated with another sent to this client, or another client, select the Link this to a previously captured option. For example, you may want to link the being created to an received from the client. All the rest of the fields in the window become enabled. 2. Enter the Reference no of the document to be linked to, or click. The Search for a document window opens. 3. Under Search Criteria, enter the document name or part thereof in Text. OR Enter the Reference no. 4. Click Search or press [Enter]. The search results display. You can sort the results alphabetically by clicking a column header. 5. To view an , select a document and click View. MS Outlook automatically launches, displaying the To confirm the selection, click OK. MYOB Document Manager Version 4.0 User Guide 44

45 MS Office applications & MYOB Document Manager The selected 's Reference no, Title and Contact displays. By default, the Create as current version check box is selected. You may deselect this option, if required. 7. Under New addressee details, enter the Addressee or select it from the dropdown. 8. Select the address from the drop-down. 9. Click OK. The new will open in MS Outlook ready for you to complete and send. Using the Create Document wizard to add s The wizard has two steps, accessed from two tabs near the top of the wizard: Step 1 of 2: Contact & Document information under Details tab Step 2 of 2: Profiling of the Document under Profiling tab. By default, the Details tab is displayed (for Step 1 of 2). You cannot select the Profiling tab without completing the fields under the Details tab. To add contact & document information 1. If you have selected to Add from within a contact, client, assignment or employee, the Contact field is filled by default and cannot be changed. If you have selected to Add from the Find Documents page, then you need to select the Contact. Select a Contact from the drop-down list of recently used contacts or click. The Find Contacts window opens. 2. Double-click the required contact to close the Find Contacts window and add the contact to the wizard. 3. Under Document Details, enter a descriptive Title. 4. If a different Author is required, click. The Find Employees window opens. 5. Double-click the required author. 6. Under Source, select Outbound if the document is being sent from the practice, or Inbound if it has been received. 7. Select the Approval Required check box, if required. 8. Click Next. MYOB Document Manager Version 4.0 User Guide 45

46 MS Office applications & MYOB Document Manager To profile the document 1. Select the Filing Cabinet in which to store the new document from the dropdown. 2. If the Filing Cabinet chosen allows for assignments, the Assignment field will be inactive. But, if the Filing Cabinet chosen has assignments, the Assignment field will be active. Select the required Assignment from the drop-down. 3. Click to add linked Category details for this document. The Select extra fields window opens. 4. Select the check boxes against each of the extra fields required. 5. Click OK. 6. Enter the Value for each of the fields added and edit the values of the existing categories, if required. 7. Click to remove unnecessary Category details. Note: This cannot remove default Category details for the chosen Filing Cabinet. Only categories which have been added by a user can be unlinked. 8. If necessary, and you have the appropriate security rights, click Security to change the security settings. See Document security on page 82 for details. 9. Click Finish to close the wizard and accept all the settings you have selected. The new will open in MS Outlook ready for you to complete and send. Sending documents by as attachments When DM is integrated with MS Outlook, it can send documents as attachments in s. To send a document by as an attachment 1. From the Find Documents page, Analyse Documents page or Client >> Documents tab, select the document you want to send. 2. Click the checkbox to select the document. MYOB Document Manager Version 4.0 User Guide 46

47 MS Office applications & MYOB Document Manager You may select more than one document to send. 3. Under Multi Document on the Task Bar, select Send via . The Send via dialog box appears confirming the documents selected. If the document selected requires approval, it cannot be sent via Click OK. The Create window opens. 5. Select whether this is a New , or whether it should be linked to a previous recorded in DM and click OK. If this is a new , the Create Document wizard will appear. Complete the details required and click Finish. If this is to be linked to a previous , click the button in the Reference No field and use the Search for a Document window to locate the to link it to. 6. Click OK. MYOB Document Manager Version 4.0 User Guide 47

48 MS Office applications & MYOB Document Manager A new Outlook message opens. 7. Add the addressees, enter your message into the content field, and send the as normal. Share It feature The Share It feature allows you to add documents created by non-myob products to DM. This includes output from Microsoft Office products such as Word, Excel and Outlook. This is done using the buttons which are added to Word, Excel and Outlook when DM is installed. See Adding existing documents to Document Manager using Share It on page 48 for details. Adding existing documents to Document Manager using Share It The following uses MS Word, MS Excel and MS Outlook as examples. The same method applies to any document which was produced using an application which has on its toolbar. To add an existing MS Office document to DM 1. Open the document to be added (e.g., an in Outlook). 2. Make any changes necessary and save. 3. Click on the toolbar. MYOB Document Manager Version 4.0 User Guide 48

49 MS Office applications & MYOB Document Manager The Create Document wizard for the type of document selected appears. 4. Complete the steps in the wizard. 5. When you click Finish on the wizard, the following message appears. 6. Click OK. Note: See Importing documents on page 75 for the method used to add other types of documents to DM (i.e., documents that were not produced using MS Word, Excel or Outlook). MYOB Document Manager Version 4.0 User Guide 49

50 Using Document Manager This section contains step-by-step details of procedures used in DM that are not covered elsewhere. Included here are: Managing documents on page 50 Using file notes on page 57 Linking documents on page 64 Checking in and checking out on page 70 Exporting on page 73 Importing on page 74 Working with multiple versions on page 76 Document approvals on page 77 Document security on page 82 Managing documents This section includes: Finding documents on page 50 Creating new documents with the Create Document wizard on page 51 Viewing and editing document properties on page 54 Copying documents on page 56 Printing to PDF Manager on page 57 Deleting documents on page 56 Finding documents You can search and open a document in either of two ways. You can either: access it through the Analyse Documents page (see Analyse Documents page on page 16). OR access it through a Documents tab (see Documents tabs on page 20). MYOB Document Manager Version 4.0 User Guide 50

51 Using Document Manager Creating new documents with the Create Document wizard The Add Documents options are available from the Task Bar on the Find Documents page and the Documents tab under the Contacts, Clients, Assignments and Employees pages. A Create Document wizard for your selected type of document takes you through the steps. To open the Create Document wizard 1. Under Add Documents on the Task Bar, select the type of document you want to create. Or, click in your system tray and select the type of document you want to create in the popup menu. See Accessing Document Manager from the system tray on page 8. A Create Document wizard for the type of document selected appears. Note: Depending on the type of document selected to create, some fields are inactive. The wizard has two steps, accessed from two tabs near the top of the wizard: Step 1 of 2: Contact, Stationery & Standard information under Details tab Step 2 of 2: Profiling of the Document under Profiling tab. By default, the Details tab is displayed (for Step 1 of 2). You cannot select the Profiling tab without completing the fields under the Details tab. To complete Step 1: Contact, Stationery & Standard information 1. Select a Contact from the drop-down list of recently used contacts or click. The Find Contacts window opens. 2. In Search for, enter the first few letters of the contact name. MYOB Document Manager Version 4.0 User Guide 51

52 Using Document Manager 3. For quicker searches, key in more of the contact name/code, and deselect the Search any part of name/code check box. 4. Check the Hide form when only one item found check box, if necessary. 5. Click Search. The results that match your search criteria display in the window. Note: If you leave all the fields blank and click Search, all records in the database are displayed. 6. Double-click the correct contact to close the Find Contacts window and add the contact to the wizard. 7. Under Address Details, select the Addressee from the drop-down. 8. Enter a Salutation (e.g., Kim) if necessary. 9. Select a different Address from the drop-down, if necessary. 10. Under Intranet Details, select a Standard (e.g., Engagement Letter) from the drop-down or click. The Select Standard Item window opens. 11. Search for the required standard and double-click the standard to add it to the wizard field. 12. Select the Stationery (for example, P/L Logo with Merge details) from the dropdown or click. The Select Stationery Item window opens. 13. Search for the required stationery and double-click the selected stationery to add it to the wizard field. 14. Under Document Details, enter a descriptive Title for the document. If a document standard has been selected, the title defaults to that document name. 15. If a different Author is required, click. The Find Employees window opens. 16. In Search for, enter the first few letters of the contact name. 17. For quicker searches, key in more of the contact name/code, and deselect the Search any part of name/code check box. 18. Check the following check boxes, if necessary. MYOB Document Manager Version 4.0 User Guide 52

53 Using Document Manager Hide form when only one item found Include Inactive Employees 19. Click Search. The results that match your search criteria display in the window. Note: If you leave all the fields blank and click Search, all records in the database are displayed. 20. Double-click the correct author. 21. Under Source, select Outbound if the document is being sent from the practice, or Inbound if it has been received. 22. Under Other, if you want a colleague to give an opinion on the document, select the Approval Required check box. 23. If posting the document, check the Send via Post check box. This will set the tracking of the document in the Mail Centre. 24. Click Next. To complete Step 2: Profiling of the Document 1. Select a Filing Cabinet in which to store the new document from the dropdown. 2. If the Filing Cabinet chosen does not have assignments, the Assignment field will be inactive. But, if the Filing Cabinet chosen has assignments, the Assignment field will be active. If appropriate, select an Assignment from the drop-down. 3. Click to add linked Category details for this document. The Select extra fields window opens. 4. Select the check boxes against each of the extra fields required. 5. Click OK. 6. Enter the Value for each of the fields added and edit the values of the existing categories, if required. 7. Click to remove unnecessary Category details. MYOB Document Manager Version 4.0 User Guide 53

54 Using Document Manager Note: This cannot remove default Category details for the chosen Filing Cabinet. Only those categories that have been added by a user can be unlinked. 8. If necessary, and you have the appropriate security rights, click Security to change the security settings. See Document security on page 82 for details. 9. Click Finish to close the wizard and accept all the settings you have selected. The new document will open in its creation application (MS Word, MS Excel, etc.) ready for you to complete it. Viewing and editing document properties The Document Properties window has two tabs Details and Profiling. By default, the Details tab displays with information about the document. The Profiling tab contains all the categories that have been set up on the selected filing cabinet for the document. Viewing document properties To view document properties 1. Highlight the required document record in the search results on the Analyse Documents page or the Documents tab. 2. Under Tasks on the Task Bar, click Properties. OR Right-click the blue title of the required document and select Properties from the menu. The Document Properties window with the selected document's reference number opens. It has two tabs Details and Profiling. By default, the Details tab displays with information about the document. The Profiling tab contains all the categories that have been set up on the selected filing cabinet for the document. Editing document properties Note: The document properties can only be changed if the document status is In Progress or Rework. Document properties cannot be changed for documents that are Awaiting Approval or Complete. MYOB Document Manager Version 4.0 User Guide 54

55 Using Document Manager To edit document properties 1. Highlight the required document record in the search results on the Analyse Documents page or the Documents tab. 2. Under Tasks on the Task Bar, click Properties. OR Right-click the blue, hyperlinked title of the required document and select Properties from the popup menu. The Document Properties window with the selected document's reference number opens. It has two tabs Details and Profiling. By default, the Details tab displays with information about the document. The Profiling tab displays all the categories that have been setup on the selected filing cabinet for the document. 3. Edit or accept the following information on the Details tab Title Contact Author Archived Source, as Outbound or Inbound Send via Post Approval Required Sent 4. Click the Profiling tab. Note: Filing Cabinet If you change the filing cabinet for this document, the categories for the document will be reset to those of the new filing cabinet. Values of existing categories will be cleared. 5. If you want to reset the categories for the selected filing cabinet, click Reset. Resetting categories removes any user added categories. User added categories are categories that were not set against the filing cabinet. 6. If the Filing Cabinet chosen has been set to allow assignments, then you can change the assignment for this document. 7. To link extra fields to the document, click. The Select extra fields window opens. 8. Select the check boxes against each of the extra fields required. MYOB Document Manager Version 4.0 User Guide 55

56 Using Document Manager 9. Click OK. 10. To edit the values for either the extra fields added or the other categories, click the Value field of each category and select a value from the drop-down. 11. To remove Category details, click. Note: This does not remove default Category details for the chosen Filing Cabinet. Only those categories that have been added by a user can be unlinked. Copying documents To copy a document 1. Highlight the required document record in the search results on the Analyse Documents page or the Documents tab. 2. Under Tasks on the Task Bar, click Make a copy. The Create Document wizard for the type of document selected appears. See Creating new documents with the Create Document wizard on page 51 for details. 3. When you click Finish on the wizard, the new document will open in its application (MS Word, MS Excel or MS Outlook, etc.) ready for you to update. Deleting documents To delete a document 1. Select the required document records in the search results on the Analyse Documents page or the Documents tab. 2. Under Multi Document Tasks on the Task Bar, click Delete Documents. The Delete Documents window opens, displaying two sections 3. Click OK. Documents that can be deleted. Documents that cannot be deleted and the reasons why they cannot be deleted. MYOB Document Manager Version 4.0 User Guide 56

57 Using Document Manager The documents that can be deleted are removed and the system returns to the Find Documents page or Documents tab. Printing to PDF Manager To print a document to PDF Manager 1. Highlight the required document record in the search results on the Analyse Documents page or the Documents tab. 2. Under Tasks on the Task Bar, click Print to PDF Manager. Using file notes A File Note enables you to record multiple interactions in a simple format. They capture the date, time and author each time an entry is added, and they are stored in your Accountants Framework database. You can use them as historic records of all your dealings with contacts and clients meetings, phone calls, s, letters can all be noted, and the time and date recorded automatically. For details, see: Creating file notes on page 57 Adding details to existing file notes on page 60 Editing details in file notes on page 61 Deleting details in file notes on page 62 Linking items to file notes on page 62 Deleting linked items in file notes on page 63 Creating file notes A File Note in DM is a special Document Type (see Document Types tab on page 87). To specify a document as a File Note, you first set the Application Type as MYOB File Note. See To map a Document Type to an Application Type on page 88 for details. To create a file note using the Create Document wizard: Add File Note 1. Open the client or contact who will be the subject of the file note and select Add File Note under Add Documents on the Task Bar. MYOB Document Manager Version 4.0 User Guide 57

58 Using Document Manager OR Click (the DM icon) in the system tray and select Add File Note. The Create Document Wizard: Add File Note opens at Step 1: Contact, Stationery & Standard Information. (the Details tab). You cannot select the Profiling tab without completing all available fields under the Details tab. 2. If not pre-selected, select the Contact from the drop-down OR Click. and use the Find Contacts window to find and select the client or contact. 3. Under Document Details, enter a descriptive Title. 4. If a different Author is required, click. and use the Find Employees window find and select the author. 5. Click Next. The Stage 2: Profiling of the document page opens (the Profiling tab). 6. Select a Filing Cabinet in which to store the new document from the dropdown. 7. If the Filing Cabinet chosen has been set to allow assignments, you can select the assignment for this document. 8. Click to add linked Category details for this document. The Select extra fields window opens. 9. Select the check boxes against each of the extra fields required. 10. Click OK. 11. Enter the Value for each of the fields added and edit the values of the existing categories, if required. 12. Click to remove unnecessary Category details. Note: This cannot remove default Category details for the chosen Filing Cabinet. Only categories added by a user can be unlinked. 13. Click Security to change the security access details for the document. See Changing document security on existing documents on page 84 for details. MYOB Document Manager Version 4.0 User Guide 58

59 Using Document Manager 14. Click Finish to close the wizard and accept all settings selected. The new file note will open in the client or contact s File Note tab. To add details to a new file note 1. If the new File Note is still open, go to Step If the File Note is not open: Open the client or contact s Documents tab to list the client/contact s documents in the table. 3. Double-click the File Note in the table. 4. If the File Note is not listed in the table, you must first find the File Note by adding text in the Text field and clicking Search. OR by adding the reference number in the Reference No. field and clicking Search. OR by selecting a likely date for the File Note from the Display documents from: drop-down to list all of the client/contacts s document s from that date. 5. Make any required changes to the Subject by adding to or overtyping the existing text. 6. If a different Author is required, click. and use the Find Employees window to find and select the author. 7. A new note item for this file note has been created. If you want to link other documents to the file note, click in the Linked item cell of the table. For more details, see Linking items to file notes on page Use [Tab] or place your cursor in the edit field below the formatting toolbar and enter your content. 9. Use the formatting toolbar to apply any formatting to the note content. These options work in the same way as other Windows products. You can do the following: Change fonts, font size, and/or font colour Add bold/italic/underlining Align left/centre/right MYOB Document Manager Version 4.0 User Guide 59

60 Using Document Manager Create a bulleted list Undo/redo Print. 10. Click OK. Adding details to existing file notes Once created, a File Note can be used to keep historical records of all correspondence, meetings and conversations with contacts on any given subject. They allow you to quickly record important details and capture the times and dates for later use. When used fully, each File Note will become a complete record of all dealings on a subject, complete with dates and times. To add more details to a file note 1. Open the client or contact s Documents tab or Analyse Documents page to list the client/contact s documents in the table. 2. If the File Note is not listed in the table, find the File Note: by adding text in the Text field and clicking Search. OR by adding the reference number in the Reference No. field and clicking Search. OR by selecting a likely date for the File Note from the Display documents from: drop-down to list all of the client/contacts s document s from that date. 3. Double-click the File Note in the table. The File Note tab displays. 4. Click Add Detail. A new line displaying the editor and the date is inserted in the table. 5. If you want to link other documents to the file note, click in the Linked item cell of the table. For more details, see Linking items to file notes on page Press [Tab] or place your cursor in the edit field below the formatting toolbar and enter the contents of the note. 7. Use the formatting toolbar to apply any formatting to the note content. These options work in the same way as other Windows products. MYOB Document Manager Version 4.0 User Guide 60

61 Using Document Manager You can do the following: 8. Click OK. change fonts, font size, and/or font colour add bold/italic/underlining align left/centre/right create a bulleted list undo/redo print. Editing details in file notes To edit details in a file note 1. Click the blue title of the required File Note in the Analyse Documents page or Documents tab. The File Note tab displays. 2. In the table, select the entry to be edited. 3. If you want to link other documents to this item of the file note, click in the Linked item cell of the table. For more details, see Linking items to file notes on page Use [Tab] or place your cursor in the edit field below the formatting toolbar and make the required changes to the content by adding to or overtyping the existing text. 5. Use the formatting toolbar to apply any formatting to the note content. These options work in the same way as other Windows products. You can do the following: 6. Click OK. change fonts, font size, and/or font colour add bold/italic/underlining align left/centre/right create a bulleted list undo/redo print. MYOB Document Manager Version 4.0 User Guide 61

62 Using Document Manager Deleting details in file notes To delete details in a file note 1. Click the blue title of the required File Note in the Analyse Documents page or Documents tab. The File Note tab displays. 2. In the table, select the entry to be deleted. 3. Click Delete Detail. The selected entry is deleted from the File Note. 4. Click OK. Linking items to file notes To link documents to a file note 1. Click the blue title of the required File Note in the Analyse Documents page or Documents tab. The File Note tab displays. 2. In the table, select the entry that the document is to be linked to, to display a. Note: If the entry already has a linked item, you can delete the existing linked item before adding a new linked item. To delete a linked item, see Deleting linked items in file notes on page Click. The Search for a document window opens. 4. Under Search Criteria, enter the document name or part thereof in Title and/or the author's name in Author. You can also select a name from the drop-down. OR Enter the Reference no. 5. Under Search Contacts, by default Current is selected. You may select All, if required. MYOB Document Manager Version 4.0 User Guide 62

63 Using Document Manager 6. Click Search or press [Enter]. The search results display. You can sort the results alphabetically by clicking a column header. 7. To view a document before linking, select a document and click View. The program in which the selected file was saved launches automatically, displaying the document. 8. To confirm the selection, click OK. The selected document link is listed under Linked item. 9. Click OK to save the changes and close the File Note. Deleting linked items in file notes To delete linked items in a file note 1. Click the blue title of the required File Note in the Analyse Documents page or Documents tab. The File Note tab displays. 2. Select the entry from which you want to delete the linked item. 3. Click Delete Linked Item. You are prompted to confirm the delete action. 4. Click Yes on the prompt. The Linked item is deleted. 5. Click OK to save the changes and close the File Note. Printing file note details You can print details of a single entry of a File Note using Print on the rich text toolbar. Or you can print all the details of a File Note as described below. To print details of a File Note 1. Click the blue title of the required File Note in the Analyse Documents page or Documents tab. MYOB Document Manager Version 4.0 User Guide 63

64 Using Document Manager The File Note tab opens. 2. When in the File Note, click Print File Note on the Task Bar. An MS Word document containing the file note details opens. 3. Print the document to your local printer. Linking documents DM allows you to insert links between different types of documents for different reasons. Linking allows you to group together related or associated documents. These can be documents for the same contact or for associated contacts. You can also link documents produced using MYOB software with documents produced using some third party software (e.g., MS Word). For details, see: Inserting links for creating documents from Intranet Standard on page 65 Inserting links to managed documents on page 66 Inserting links to Intranet Standards on page 67 Viewing documents to be linked on page 68 Viewing linked documents on page 69 Linking documents in MYOB AE on page 64 Removing document links on page 69 Linking documents in existing links with documents to be linked on page 70 Linking items to file notes on page 62 Deleting linked items in file notes on page 63 Linking documents in MYOB AE Linking allows you to group together related or associated documents. These can be documents for the same contact or for associated contacts. To link documents 1. In the Find Documents page or Documents tab, select the documents to be linked. 2. Under Document Tasks on the Task Bar, click Link Documents. MYOB Document Manager Version 4.0 User Guide 64

65 Using Document Manager The Link Documents window opens. The Existing Links table shows documents already linked to these documents. Note: Select a document in the Documents to be linked table to see the documents it is linked to in the Existing Links table. 3. To add more documents to this linked set, click Add Link. The Search for a document window opens. 4. To remove documents from this linked set, select the document to be deleted from the Documents to be linked table. 5. Click Remove Link beside the Documents to be linked table. A confirmation message displays. 6. Select the document to be linked from the Documents to be linked table. 7. To confirm that the required document has been selected, click View next to the Documents to be linked table. The program which created the selected file launches, displaying the document. 8. When all required documents are displayed in the Documents to be linked table, click OK to save the linked document set. Inserting links for creating documents from Intranet Standard A link can be created in a MS Word document or MS Excel spreadsheet, which will open the Create Document wizard, allowing the user to start a new document using a predefined Intranet Standard. This allows you to set up an Intranet Standard as a checklist that contains links to other documents to be created. For example, you may have an Intranet Standard, which contains instructions for the Add Client process used by your practice. You can create links within your procedure to the documents used in the process such as a Client Engagement Sheet and Client Engagement Letter. To insert a link for creating a document from an Intranet Standard 1. Open the document or spreadsheet and place the cursor where you want to insert the link. 2. Click on the DM toolbar. The Select Standard Item window opens. MYOB Document Manager Version 4.0 User Guide 65

66 Using Document Manager 3. Use the Categories panel or the Filter and Search options to locate the standard you want to link to. 4. Select the standard from the right panel and click OK. The link will appear in your document or spreadsheet. When this link is clicked, the Create Document wizard appears with the selected standard document displayed. Inserting links to managed documents A link to another document recorded within DM (a managed document ) can be inserted in a MS Word document or MS Excel spreadsheet, which will open the document in a new window. To insert a link to a document recorded in DM 1. Open the document or spreadsheet and place the cursor where you want to insert the link. 2. Click on the DM toolbar. The Search for a document dialog box opens. 3. Use the Search Criteria fields to locate the document you want to link to. 4. Select the document from the list and click OK. MYOB Document Manager Version 4.0 User Guide 66

67 Using Document Manager The link will appear in your document or spreadsheet. Inserting links to Intranet Standards A link to an Intranet Standard can be inserted into a MS Word document, MS Excel spreadsheet or MS Outlook , which will open the Intranet Standard in a new window for the user. To insert a link to an Intranet Standard: 1. Open the document, spreadsheet or and place the cursor where you want to insert the link. 2. Click on the DM toolbar. The Select Standard Item dialog box appears. 3. Use the Categories panel or the Filter and Search options to locate the standard you want to link to. 4. Select the standard from the panel and click OK. MYOB Document Manager Version 4.0 User Guide 67

68 Using Document Manager The link will appear in your document, spreadsheet or . Viewing documents to be linked To view a document to be linked 1. In the Find Documents page or Documents tab, select the documents to be linked. 2. Under Document Tasks on the Task Bar, click Link Documents. The Link Documents window opens. The selected documents are listed in the first table Documents to be linked. The Existing Links table shows all the documents already linked to this document. Note: Select a document in the Documents to be linked table to see the documents it is linked to in the Existing Links table. 3. To view a document to be linked, select the document from the Documents to be linked table. 4. Click View beside the Documents to be linked table. The program in which the selected file was saved launches automatically, displaying the document. MYOB Document Manager Version 4.0 User Guide 68

69 Using Document Manager Viewing linked documents To view linked documents 1. In the Find Documents page or Documents tab, select the required document. 2. Under Document Tasks on the Task Bar, click Link Document. The Link Documents window opens. The selected document is listed in the Documents to be linked table. The Existing Links table shows all documents which are already linked to this document. 3. To view the linked document, select the document in the Existing Links table and click View beside the Existing links table. The program in which the selected file was saved automatically launches, displaying the document. Removing document links To remove links from a document 1. In the Find Documents page or Documents tab, select the documents to be linked. 2. Under Document Tasks on the Task Bar, click Link Documents. The Link Documents window opens. The selected documents are listed in the first table Documents to be linked. The Existing Links table shows all the documents already linked to this document. You can remove either the document selected and displaying in the Documents to be linked table from the linked set, or remove any documents listed in the Existing Links table from the linked set. 3. Select the document to be removed from this linked set of documents and click Remove Link next to the table it was selected from. A confirmation message displays. 4. Click OK. 5. Click OK to close the Link Documents window and save the changes or click Cancel to revert the changes. MYOB Document Manager Version 4.0 User Guide 69

70 Using Document Manager Linking documents in existing links with documents to be linked To link documents in existing links to documents to be linked 1. In the Find Documents page or Documents tab, select the documents to be linked. 2. Under Document Tasks on the Task Bar, click Link Documents. The Link Documents window opens. The selected documents are listed in the first table Documents to be linked. The Existing Links table shows all the documents already linked to this document. Note: Select a document in the Documents to be linked table to see the documents it is linked to in the Existing Links table. Each document selected to be linked may already be linked to another set of documents. 3. To add a document which is already linked to the newly-selected linked document set, select the document in the Existing Links table. 4. Click Link to Above. The selected document is removed from the Existing Links table and added to the Documents to be linked table. 5. Click OK to close the Link Documents window and save the changes (or click Cancel to revert the changes). Checking in and checking out The Check Out and Check In options enable you to save documents locally, work on them, then check them back into DM when finished. For details, see: Checking out documents on page 71 Checking in documents on page 71 Exporting on page 73 Exporting documents on page 73 Importing on page 74 Importing documents on page 75 MYOB Document Manager Version 4.0 User Guide 70

71 Using Document Manager Checking out documents Check Out copies the document to the specified location to enable off-line editing, and locks the item in DM to prevent others from making changes. While a document is checked out, other users will have read-only access to the document. To check out a document 1. On the Analyse Documents page or Documents tab, select the document to be checked out. 2. Double-click the document title. The document is copied to the default check out path and opened in edit mode. OR Right-click the document title and select Check out from the menu. The Check Out window opens. The Check Out location defaults to the check out path set for the employee. 3. To change the Check Out location, click. The Open document after check out option is selected by default. 4. Deselect this option if the document is not to be opened and edited at now. This lets you lock the document so that it cannot be edited by other users. 5. Click OK. The document is copied to the specified check out path. If the Open document after check out option has been selected, the program in which the selected file was saved automatically launches, displaying the document. Note: Documents cannot be checked out and edited if they have been set to Complete or Approved status. Before you can make changes to a document that has been Completed or Approved, you must create a new version of that document. Checking in documents Check In updates DM with the changes once editing is complete. When you check in the document, it can be checked into DM as the same document that you checked out, or as a different version, or as a new document. To check in a document 1. On the Analyse Documents page or Documents tab, select the document to be checked out. MYOB Document Manager Version 4.0 User Guide 71

72 Using Document Manager 2. Right-click the document title and select Check In from the menu. Note: The red tick beside the reference number indicates that the document is checked out by the current user. The person icon on the left of the reference number indicates that the document is checked out by another user. You can only check in documents that are checked out by you. The Check In window with the full path of the checked out document opens. The Document Check In Options are: 3. Click OK. Create a new version The document will be added to DM as a new version of the original document. Create a new document The document will be added to DM as a new document. Replace original document The original document in DM will be replaced with the copy being checked in. Keep document Checked Out A copy of the latest version of the document will be added to DM but will keep the original document checked out. This option is enabled only when the Replace original document check in option is selected. Delete local document file after check In The local copy of the document will be deleted after adding it to DM. 4. If you have chosen the option to Create a New Document, the Create Document wizard appears (see Creating new documents with the Create Document wizard on page 51). Note: For an open MS Word, MS Excel or MS Outlook document you can also check in the document by clicking on the Check In button on the application tool bar. If you close the document in MS Word or MS Excel, it is automatically checked in. Unlocking checked out documents If a document has been checked out by another user who is not available to check it back in, it can be unlocked only by another user with DM Administrator rights. To unlock a document 1. On the Analyse Documents page or Documents tab, select the document to be checked out. See Analyse Documents page on page 16 and Documents tabs on page 20. MYOB Document Manager Version 4.0 User Guide 72

73 Using Document Manager 2. Right-click the document title and select Undo checkout from the menu. The Undo Checkout window with the full path of the checked out document opens. 3. By default, the Delete local file after undo checkout is not selected. This allows you to view the changes made in this copy. Select this option, if the checked out copy of the file does not need to be saved. 4. Click OK to remove the checked out status of the document. The document is reverted to it's original state before it was checked out. All changes made since it was checked out are lost. Exporting The Export option is used to create a copy of a document in your local machine. Exporting a document is not the same as checking it out. For details, see: Exporting documents on page 73 Exporting document lists to Excel on page 74. Exporting documents To export a document 1. Right-click the title of the required document in the search results on the Analyse Documents page or the Documents tab. See Analyse Documents page on page 16 or Documents tabs on page 20 for details. 2. Select Export from the right-click menu. The Export Document window opens. 3. Under Options, the default File Name is the DM file name. You can enter a new File Name, if you wish. 4. Enter a Destination Path (or click to open the Browse For Folder window). 5. Select a destination directory. If you want to automatically open the file in the application which created it, check the Open document after export check box. MYOB Document Manager Version 4.0 User Guide 73

74 Using Document Manager 6. Click OK. Exporting document lists to Excel Any list of documents displayed on DM pages, including homepages, can be exported to MS Excel. To export a list to Excel 1. Under Multi Document on the Task Bar, select Export to Excel from any of the following pages: Contacts > Documents tab Clients > Documents tab Suppliers > Documents tab Assignments > Documents tab Employees > Documents tab Find Documents Analyse Documents 2. From a homepage, click Export to Excel. 3. From the Audit Trail window, click Export to Excel. 4. From the Approvals > History tab, click Export to Excel. You are prompted to confirm the export to Excel action. 5. Click OK. All documents listed on the page are exported to an Excel spreadsheet including those that were not selected. Importing The Import option enables you to import a copy of a document from your local machine or another networked source to DM. For details, see: Importing documents on page 75. MYOB Document Manager Version 4.0 User Guide 74

75 Using Document Manager Importing documents To import documents 1. Under Add Documents on the Task Bar, click Import document. The MYOB Document Manager Share It window opens. 2. To import one or more selected documents, click. OR To import all documents in a folder, click. The Open or Browse For Folder window opens. 3. Navigate to the document or folder. 4. Click Open or OK. The selected document or all the documents in the selected folder are listed in the Document Manager Share It window. 5. To remove any of the documents in the list, click the checkbox of the document that you want to remove. 6. Click. The selected document is removed from the list in the Document Manager Share It window. You can change the name of any document to be imported by overtyping the Document Title. The Document Type defaults to the first Document Type of each document's application type. See To map a Document Type to an Application Type on page 88 for details. You can change the Document Type for each document to be imported from the Document Type drop-down list. If the Document Type drop-down list is empty, then no Document Type has been mapped to that document's application type. See To map a Document Type to an Application Type on page 88 for details. 7. Click OK. The Create Document wizard appears. MYOB Document Manager Version 4.0 User Guide 75

76 Using Document Manager Working with multiple versions DM enables you to create multiple versions of the same document. You can do this for any Document Type you add to the document store. Only one version of a document can be the current version, which is not necessarily the highest-numbered version. The current version is considered to be the approved or official version. For details, see: Storing multiple versions of documents on page 76 Setting documents as current versions on page 76 Storing multiple versions of documents To store multiple versions of a document 1. Right-click the title of the required document in the search results on the Analyse Documents page or a Documents tab (see Analyse Documents page on page 16 or Documents tabs on page 20). 2. Select Versions from the right-click menu. The Versioning tab with the selected document's reference number displays. All versions of the document stored in DM are listed in the Versioning tab. 3. Right-click one of the versions of the document in the Versioning tab. 4. Select New version from the right-click menu. You are prompted to confirm the Create a new version action. 5. Click Yes. A new version of the document appears at the top of the list in the Versioning tab. By default, this new version of the document is set as the current version. Setting documents as current versions To set a document as the current version 1. Right-click the title of the required document in the search results on the Analyse Documents page or a Documents tab (see Analyse Documents page on page 16 or Documents tabs on page 20). MYOB Document Manager Version 4.0 User Guide 76

77 Using Document Manager 2. Select Versions from the right-click menu. The Versioning tab with the selected document's reference number displays. All versions of the document stored in DM are listed in the Versioning tab. 3. Right-click one of the versions of the document in the Versioning tab. 4. Select Set current version from the right-click menu. The selected document is set as the current version, which is indicated by the first column of the Versioning tab. in Document approvals The document approvals process allows you to set up controls for checking work before it is sent to your clients. You can set which documents require approvals, and which team members have approval rights. DM allows you to set up and control an approval process that it is secure. When DM is installed, it adds buttons and other tools to Microsoft Outlook, Excel and Word toolbars. These are used when preparing and approving documents before sending to clients and contacts. For details, see: Setting and sending documents for approval on page 77 Re-sending documents for approval on page 79 Setting documents as Approved on page 80 Returning documents for rework on page 81. Setting and sending documents for approval To set a document as requiring approval 1. You can set the document template, from Intranet Standards as requiring approval. Select Approval Required on the Details tab of the Document Properties window. When a client document is created from this standard, it will select the Approval Required option by default. 2. When created, you can set the document as requiring approval. In the Create Document wizard, select the Approval Required option on the Details tab. 3. You can change the status of an In Progress document to approval required status. From the Find Documents page, Analyse Documents page or Client > Documents tab, select Properties. MYOB Document Manager Version 4.0 User Guide 77

78 Using Document Manager 4. Select the Approval Required option on the Details tab. Note: You cannot change this field if the document is already Completed or Approved. To send a document for approval 1. In MS Word or MS Excel, click the Set as Awaiting Approval icon. OR From the Find Documents page, Analyse Documents page or Client > Documents tab, select the required document. Under Document Approvals on the Task Bar, select Awaiting Approval. OR From one of the DM homepages, select the required document. Click the Awaiting Approval icon. The Approvals window opens, displaying the Awaiting Approval status. The subject line displays the document number with a comment. For example, Document 46_1: Please review and approve. 2. Select the Responsible person (the person who has to approve the document). 3. Enter your comments and make any other changes to the details, as required. 4. To send this document as an attachment to a team member, select the Send option. 5. To further edit the before sending, select the Edit before sending option. 6. Click Next. The History tab opens where you can view the approvals history of the document. 7. Click Finish. The document status is set to be Awaiting Approval. If you had selected the Send option, an with the document attached is sent to the selected team member. If you had also selected the Edit before sending option, a new opens with the same subject line as in the Approvals window. For example, Document 46_1: Please review and approve. 8. Enter the required comments to the body. 9. Click Send Team . MYOB Document Manager Version 4.0 User Guide 78

79 Using Document Manager The with the document attached is sent to the approver. Re-sending documents for approval Some documents will be returned to you for rework. You will receive an from the person to whom you sent the document for approval. The subject line displays the document number with a comment. For example, Document 46_1: This needs rework. You can open the document by clicking on the attachment in the . When you open your homepage and look at your documents, the Status of the returned document will display as Rework. To re-send a document for approval After making the changes as requested by the responsible team member, you can send the document back to the same team member for approval. 1. In MS Word or MS Excel, click the Set as Awaiting Approval icon. OR From the Find Documents page, Analyse Documents page or Client >> Documents tab, select the required document. Under Document Approvals on the Task Bar, select Awaiting Approval. OR From one of the DM homepages, select the required document. Click the Awaiting Approval icon. The Approvals window opens, displaying the Awaiting Approval status. The subject line displays the document number with a comment. For example, Document 46_1: Please review and approve. 2. Select the Responsible person (the team member who has to approve the document). 3. Enter your comments and make any other changes to the details, as required. 4. To send this document as an attachment to a team member, select the Send option. 5. To further edit the prior to sending, select the Edit before sending option. 6. Click Next. The History tab opens where you can view the approvals history of the document. 7. Click Finish. The document status is set to be Awaiting Approval. MYOB Document Manager Version 4.0 User Guide 79

80 Using Document Manager If you had selected the Send option, an with the document attached is sent to the selected team member. If you had also selected the Edit before sending option, a new opens with the same subject line as in the Approvals window. For example, Document 46_1: Please review and approve. 8. Enter the required comments to the body. 9. Click Send Team . The with the document attached is sent to the approver. Setting documents as Approved You will be notified by when there are documents for you to review and approve. You can open the document by clicking on the attachment in the . You can also set up your homepage to list all documents by their status (Awaiting Approval, In Progress, Rework and Complete/Approved). If changes are required to the document sent to you for approval, you can send the document back for rework. To set a document as Approved 1. In MS Word or MS Excel, click the Set as Approved or Complete icon. OR From the Find Documents page, Analyse Documents page or Client >> Documents tab, select the required document. Under Document Approvals on the Task Bar, select Approved/Complete. OR From one of the DM homepages, select the required document. Click the Approved/Complete icon. The Approvals window opens, displaying the Approved status and the approver s name in the Responsible field. The subject line displays the document number with the status. For example, Document 50_1: Approved. 2. Enter your comments and make any other changes to the details, as required. 3. To send this document as an attachment to the team member who had requested for approval of the document, select the Send option. 4. To further edit the prior to sending, select the Edit before sending option. 5. Click Next. MYOB Document Manager Version 4.0 User Guide 80

81 Using Document Manager The History tab opens where you can view the approvals history of the document. 6. Click Finish. The document status is set to be Approved. If you had selected the Send option, an with the document attached is sent to the selected team member. If you had also selected the Edit before sending option, a new opens with the same subject line as in the Approvals window. For example, Document 50_1: Approved. 7. Enter the required comments to the body. 8. Click Send Team . The with the document attached is sent to the team member who had requested for approval of the document. Returning documents for rework You will be notified by when there are documents for you to review and approve. You can open the document by clicking on the attachment in the . You can also set up your homepage to list all documents by their status (Awaiting Approval, In Progress, Rework and Complete/Approved). If changes are required to the document sent to you for approval, you can send the document back for rework. To return a document for rework 1. In MS Word or MS Excel, click the Set as Rework icon. OR From the Find Documents page, Analyse Documents page or Client > Documents tab, select the required document. Under Document Approvals on the Task Bar, select Rework. OR From one of the DM homepages, select the required document. Click the Rework icon. The Approvals window opens, displaying the status as Rework and the team member's name (who sent the document for approval) in the Responsible field. The subject line displays the document number with the status. For example, Document 50_1: This needs rework. 2. Enter your comments and make any other changes to the details, as required. MYOB Document Manager Version 4.0 User Guide 81

82 Using Document Manager 3. To send this document as an attachment to the responsible team member, select the Send option. 4. To further edit the prior to sending, select the Edit before sending option. 5. Click Next. The History tab opens where you can view the approvals history of the document. 6. Click Finish. The document status is set to be Rework. If you had selected the Send option, an with the document attached is sent to the selected team member. If you had also selected the Edit before sending option, a new opens with the same subject line as in the Approvals window. For example, Document 50_1: This needs rework. 7. Enter the required comments to the body. 8. Click Send Team . The with the document attached is sent to the responsible team member. Document security Security settings in DM control who is allowed to create, edit and delete a particular document (or a group of documents in a Filing Cabinet). There are three levels of security: Employee on the document Security Group on the document Security Groups on the Filing Cabinets Slightly different methods are used to set security on new and existing documents. For details, see: Changing document security on new documents on page 83 Changing document security on existing documents on page 84 MYOB Document Manager Version 4.0 User Guide 82

83 Using Document Manager Changing document security on new documents By default, the security on documents is set by the Filing Cabinet used by that document, but security can be changed for individual documents. To do this, you must have Create rights for the Filing Cabinet to which the document belongs. You can change the security settings for new documents, Security Groups and individual employees. To change Document Security for a new document 1. Set up the new document using the instructions in Creating new documents with the Create Document wizard on page 51, but do not click Finish. 2. Click Security. The Document Security window opens, with Use Default Filing Cabinet Security selected by default. In this mode you can view the settings but make no changes. 3. Select Use Custom Document Security to make changes. To change settings for Security Groups on new documents 1. Select the Security Group tab. 2. To allow an employee group access to this document, highlight the group and click. 3. Or, to allow all employee groups access to this document, click. 4. Or, to remove an employee group from having access to this document, highlight the group and click. 5. Or, to remove all employee groups from having access to this document, click. 6. To remove the rights for a group to Read, Create, Edit, Delete or Archive this document, deselect the appropriate check boxes. To give rights for a group, select the check box. To change security settings for individual employees on new documents 1. Click the Employee tab. 2. To allow an employee access to this document, highlight the employee and click. 3. Or, to allow all employees access to this document, click. MYOB Document Manager Version 4.0 User Guide 83

84 Using Document Manager 4. Or, to remove an employee from having access to this document, highlight the employee and click. 5. Or, to remove all employees from having access to this document, click. 6. To remove the rights for an individual employee to Read, Edit, Delete or Archive this document, clear the appropriate check boxes. To give rights for an employee, select the check box. 7. When finished, click OK to save the security settings for this document. Changing document security on existing documents You can change the document security for existing documents, security groups and individual employees. To change the document security for an existing document 1. From the Find Documents page, or Documents tab, right-click the title of the required document. 2. Select Properties. The Document Properties window opens. 3. Click Security. 4. The Document Security window opens. The Use Default Filing Cabinet Security option set the document to have the security access level set by the filing cabinet. 5. Select Use Custom Document Security to change the employee security access to this document. To change settings for Security Groups for existing documents 1. Click the Security Group tab. 2. To allow an employee group access to this document, highlight the group and click. 3. Or, to allow all employee groups access to this document, click. 4. Or, to remove an employee group from having access to this document, highlight the group and click. 5. Or, to remove all employee groups from having access to this document, click. MYOB Document Manager Version 4.0 User Guide 84

85 Using Document Manager 6. To remove the rights for a group to Read, Edit, Delete or Archive this document, deselect the appropriate check boxes. To give rights for a group, select the check box. To change security settings for individual employees on existing documents 1. Click the Employee tab. 2. To allow an employee access to this document, highlight the employee and click. 3. Or, to allow all employees access to this document, click. 4. Or, to remove an employee from having access to this document, highlight the employee and click. 5. Or, to remove all employees from having access to this document, click. 6. To remove the rights for an individual employee to Read, Edit, Delete or Archive this document, deselect the appropriate check boxes. To give rights for an employee, select the check box. 7. When finished, click OK to save the security settings for this document. MYOB Document Manager Version 4.0 User Guide 85

86 Document Manager setup Document Manager Setup in DM sets the default behaviour and locations for the documents that you use with DM. Select Maintenance > Documents > Document Manager Setup from the main menu to open the DM Setup wizard. Use it to complete fields and make selections that customise DM to your practice needs. To open the Document Manager Setup wizard 1. Select Maintenance > Documents > Document Manager Setup from the main menu. 2. The Document Manager Setup Navigation screen opens at the Welcome tab. There are 11 other tabs (you may need to click the beside the tabs to display all). Note: Fields which are marked with are mandatory, and you cannot move from a tab until each of these has been completed. The wizard tabs are: Welcome tab which describes the steps needed. File Store tab (see page 87) Document Types tab (see page 87) Applications tab (see page 89) Settings tab (see page 90) Document Locations tab (see page 91) Audit Trail Settings tab (see page 92) Document Category Fields tab (see page 94) Document Extra Fields tab (see page 96) Filing Cabinets tab (see page 97) Doc View Extra Fields tab (see page 99) Employee Settings tab (see page 101) 3. Click Next when you have finished entering details in a tab to move to the next tab. 4. Click Finish to close the window and save all changes. MYOB Document Manager Version 4.0 User Guide 86

87 Document Manager setup File Store tab The File Store tab is used to enter all required information about the server which your practice will use as the DM File Store. Note that this tab should be set up before other settings can be completed. The information required should be obtained from or entered by your practice system administrator. See Setting default File Store locations on page 87 for details. Setting default File Store locations To set the default DM file store server and location 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens on the Welcome screen. 2. Select the Document File Store tab. 3. Enter the name of the File Store Server to be used for the DM database. 4. To change details of the File Store Server Port, Indexing Service Port or File Store Location, run the Document Manager Configuration Tool. Contact MYOB Support for assistance in running this configuration. Document Types tab In DM, when you select a document type to use for a contact or client, Accountants Framework needs to know which application to launch. When setting up DM, you must map the document types you will use with the applications required to create, edit and save them. This is done using Maintenance > Documents > Global Settings. Once mapped, the document types will appear under Document Mgr Items on the Task Bar, ready to be selected. Document types can also be deleted from your Document Mgr Items list. MYOB Document Manager Version 4.0 User Guide 87

88 Document Manager setup Only those document types which your practice has mapped to use an application are available under Document Mgr Items. The one shown below is only an example; your practice may have a very different list. For details, see: Mapping Document Types to Application Types on page 88. Removing Document Types from DM Items on page 89. Mapping Document Types to Application Types Mapping involves matching each of your document types with the software application which is to be used to create and edit them. This ensures that selecting a document will open it in the correct application. To map a Document Type to an Application Type 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens at the Welcome screen. 2. Click the Document Types tab. The Document Types tab displays. 3. To add a new document type, click. The Document Types window opens. 4. Enter a unique Name for the document type. For example, Spreadsheet. 5. Optionally, enter some Details about what this document type is used for. 6. Select the Active checkbox to activate the new document type. This marks the document as Active in MYOB Intranet. The document type must be marked as Active before it can be used in DM. 7. Select an Application Type from the drop-down menu. For example, Excel. MYOB Document Manager Version 4.0 User Guide 88

89 Document Manager setup 8. Select the Allow this document type to be used by Document Manager checkbox. 9. Click OK. The new Document Type is mapped to use the application selected. Removing Document Types from DM Items To remove a Document Type from Document Mgr Items 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens at the Welcome screen. 2. Click the Document Types tab. The Document Types tab displays. 3. Click the document type you want to remove in the Document Type list. 4. To remove the document type from Add Documents tasks, deselect The document type is used by Document Manager option. A confirmation message is displayed. 5. To delete the document type and its association with an application, click. 6. Click OK to permanently delete the document type from Document Mgr Items. Note: Document types that are in use by documents in DM cannot be deleted. The following message will appear. Applications tab The Applications tab allows you to: MYOB Document Manager Version 4.0 User Guide 89

90 Document Manager setup Select the default document type for each third party application on your system (e.g., letter for MS Word). Set the launch mode for each document type so that it opens in either View Only or Edit mode (see Setting the application launch mode on page 90). Setting the application launch mode You can set whether documents open by default as either view-only or as editable documents. To set the default document view mode 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens. 2. Click the Applications tab. The Applications tab displays. 3. To launch documents in View Mode, select the appropriate check boxes in the Open in View Mode column. 4. To launch documents in edit mode, clear the appropriate check boxes in the Open in View Mode column. 5. Click Finish to exit the wizard. Settings tab This tab is used to set up MS Outlook to work with DM. For details, see Setting up MS Outlook with Document Manager on page 90. Setting up MS Outlook with Document Manager Note: Before you can set up MS Outlook with DM, you must have an Document Type defined and listed in Add Documents (on the Task Bar). See To map a Document Type to an Application Type on page 88. MYOB Document Manager Version 4.0 User Guide 90

91 Document Manager setup To set up MS Outlook with DM 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens at the Welcome screen. 2. Click the Settings tab. The Settings tab displays. 3. If you do not want all sent outside your practice to be captured by DM, clear the Save all external s in Document Manager check box under External Mail Settings. (External s are s sent to an address that is not listed amongst your Practice Registered Domains (see Step 7. below)). 4. If you do not want the document reference number added automatically to each sent outside, clear the Show reference number for external s generated from Document Manager check box. 5. Select the Default document type from the drop-down menu. If none is listed, you must define one before going further. See To map a Document Type to an Application Type on page Under Save draft s in MYOB Document Manager, select the default save option to be used for all draft s. If you select: Optional you will get a confirmation message every time you save an external . Mandatory draft s will be saved in both DM and Outlook, with no messages. None drafts will be saved only in Outlook, with no messages. 7. Under Practice Registered Domains, add your practice s domains to exclude all internal from DM. 8. Click Next or Finish to save these changes. Document Locations tab Use this tab to set the locations where your practice s documents will be saved by default. See Setting default Document Locations on page 92 for details. MYOB Document Manager Version 4.0 User Guide 91

92 Document Manager setup Setting default Document Locations You can set the default document locations for storing documents checked out by each user and the practice, and the practice export location. Note: Access to this facility may be denied to some users. To set the default document locations for storing documents 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup wizard opens at the Welcome screen. 2. Click the Document Locations tab. The Document Locations tab displays. 3. Under Practice Check Out Location, either: Select the MYOB default location check box, which will store checked out documents in each user s \Documents and Settings\<User Name>\My Documents\MYOB\Document Manager folder. OR Enter a Practice set location, which will become the default location for all users. 4. Under Practice Export Location, enter the default location for all documents exported from DM. 5. Click OK. Audit Trail Settings tab The Audit Trail Settings tab is used to set up your practice s Audit Trail in DM. For details, see: Audit Trail settings on page 92 Viewing Audit Trail settings on page 94. Audit Trail settings There are 34 actions that can be recorded on the Audit Trail. By default, not all are recorded, but you can modify the settings to suit your requirements. MYOB Document Manager Version 4.0 User Guide 92

93 Document Manager setup To view and change which audit actions are recorded 1. From the menu bar, select Maintenance > Documents > Document Manager Setup. The Document Manager Setup tab will appear. 2. Select the Audit Trail Settings tab. The Audit Trail Settings tab consists of five columns: Activity the actions that the Audit Trail is able to record, if enabled. Type the type of Activity can be either: Action such as the document being checked out, saved, or a new version created. Value & Action when a property of a document was changed and that change was saved. Default whether, by default, the action is recorded. Clicking the Reset to Default button will return the Audit Trail Settings to this state. Enable selected check boxes indicate that the Activity is enabled and being recorded in the Audit Trail. Click a checkbox to change whether it is enabled or disabled. Description a brief description of each Activity. 3. Select/deselect the checkboxes against any activity you wish to change. 4. Click OK to save your changes. MYOB Document Manager Version 4.0 User Guide 93

94 Document Manager setup Viewing Audit Trail settings Audit Trail allows employees to see what changes were made to a document, when it was checked out or in, when new versions were created, and the status of documents requiring approval. To view the Audit Trail of a document 1. Locate the document using the Find Documents function and select the document from the results lists. See Finding documents on page 50 for details. 2. Under Single Document Tasks on the Task Bar, select Audit Trail. The Audit Trail window opens. This window lists the document s creation date and time, what changes have been made to it, and, if it requires approval, which stages in the approval process it has completed. 3. Click OK to return to the Find Documents tab. Document Category Fields tab Document categories are used to capture additional information about the content of your various documents that is not held elsewhere in the system. They allow you to sort, group and filter information in your database, and make the information easier to work with and analyse. A Document Category consists of a category name and a number of associated values. You can define whether a category is to be available for assignments, contacts/clients, documents, or all. You can also define whether the field is mandatory (and must therefore be completed before the wizard will finish). MYOB Document Manager Version 4.0 User Guide 94

95 Document Manager setup Custom categories are displayed in all Add Document wizard windows under the Profiling tab. The system administrator usually maintains custom categories using the Maintenance menu. For details, see: Adding Document Category fields on page 95. Adding Document Category fields New fields are added using the Document Category Fields tab after selecting Maintenance > Documents > Document Manager Setup from the main menu. To add a new Document Category field 1. Select Maintenance > Documents > Document Manager Setup from the main menu. 2. Click the Document Category Fields tab. 3. In the blank row immediately below the Category heading, enter the name of your new category. 4. Decide which types of document will use your new category (e.g., Assignment documents, Contact documents, etc) and select or clear the checkboxes beneath the appropriate headings. 5. Select whether the category is Mandatory (and must therefore be completed). 6. Select a Data Type from the drop-down. MYOB Document Manager Version 4.0 User Guide 95

96 Document Manager setup 7. Select a Default Value from the drop-down. 8. Select whether or not to Allow Multiple. 9. Click Next to save the new Document Category field. 10. Click Finish to exit. Document Extra Fields tab The Document Extra Fields tab is used to add additional information that your practice requires about each document. The unique fields added on this tab become part of the Profiling information when new documents are created with the Add Document wizard. See Setting up Document Extra Fields on page 96 for details. Setting up Document Extra Fields Document Extra Fields are unique screen fields that your practice can set up to appear on the Profiling tab on some or all of the Add Documents wizards. You can add more fields and/or edit them at any time. To set up a new Document Extra Field 1. Select Maintenance > Documents > Document Manager Setup from the main menu. 2. Click the Document Extra Fields tab. MYOB Document Manager Version 4.0 User Guide 96

97 Document Manager setup 3. In the blank row immediately below the Field heading, enter the name of your new field. 4. Enter a unique, descriptive name for the new custom field. For example, Tax File Number. This will be available for selection when setting up Filing Cabinets for use in profiling. See Setting up Filing Cabinets on page 97 for details. 5. Under each of the other headings, select those which are appropriate to your new Document Extra Field by selecting checkboxes or selecting from a dropdown. 6. Click Next to save the new Document Extra Field. 7. Click Finish to exit. Filing Cabinets tab Filing cabinets in DM are used to profile your practice documents. Like office filing cabinets, they enable you to sort and store documents to suit your needs. For example, you may want to profile documents by year or by divisions in your practice. When you set up a Filing Cabinet, you can also set default security and other settings that will help you to store, find and secure all documents in it. For details, see Setting up Filing Cabinets on page 97. Setting up Filing Cabinets Filing cabinets are set up on the Filing Cabinets tab after selecting Maintenance > Documents > Document Manager Setup. From here you can set up new filing cabinets and add security settings to filing cabinets. To set up a new Filing Cabinet 1. Select Maintenance > Documents > Document Manager Setup from the main menu. MYOB Document Manager Version 4.0 User Guide 97

98 Document Manager setup 2. Click the Filing Cabinets tab. 3. Under Filing Cabinet on the Task Bar, click Create new filing cabinet. The Create Filing Cabinet wizard appears. By default, the Main tab opens. 4. Enter a unique Name for the new filing cabinet. 5. Select the Allow user to select an Assignment when creating a new document checkbox, if you want to allow users to specify an assignment for documents in this filing cabinet. 6. Select Make Assignment field mandatory when creating a new document if the user must specify an assignment for documents in this filing cabinet. 7. Click Next. The Extra Fields tab displays. 8. To add fields, click. The Select extra fields window opens. The Document Categories and Document Extra fields set up for DM are listed. See Adding Document Category fields on page 95 and Setting up Document Extra Fields on page 96 for details. 9. Select fields that you require the user to enter values, for the profiling of documents in this filing cabinet. 10. Click OK. MYOB Document Manager Version 4.0 User Guide 98

99 Document Manager setup The Extra Fields tab reopens, listing all fields you just added. 11. Select Mandatory, if you want to make it compulsory for users to select a Value for this particular Category when they are setting up a document. 12. Select Multi Value, if you want to allow users to select more than one value. For example, Tax and Superannuation. 13. Click Next. The Security tab opens, allowing you to specify: which user can add documents to this filing cabinet which user can view documents, change details, or delete documents from this filing cabinet 14. Highlight the group under Available Security Group and click. Or, to select all groups listed under Available Security Group, click. 15. By default, each group selected will have Read, Create, Edit, Delete and Archive rights for all documents in this cabinet. To remove the rights for a group to Read, Create, Edit, Delete or Archive, clear the appropriate check boxes. Click again to select the check box. 16. To remove individual groups from Filing Cabinet Security Settings, click. Or, to remove all groups from Filing Cabinet Security Settings, click. 17. Click Finish. Doc View Extra Fields tab The Doc View Extra Fields tab allows your practice to define extra fields and categories that can be selected to display as column headings in the Find Documents page and on the various Documents tabs (e.g., on the Contacts page). See Adding headings to Find Documents page and Documents tabs on page 99 for details. Adding headings to Find Documents page and Documents tabs 1. Select Maintenance > Documents > Document Manager Setup from the main menu. MYOB Document Manager Version 4.0 User Guide 99

100 Document Manager setup 2. Click the Doc View Extra Fields tab. 3. Highlight a Field/Category in the Available Field/Category panel that you want to appear as column headings in the Find Documents page and on the various Documents tabs (e.g., on the Contacts page). 4. Click to move the selected Field/Category to the Field Shown In the View panel OR Click to move all to the Field Shown In the View panel. 5. Click remove one selected Field/Category from the Field Shown In the View panel back to the Available Field/Category panel. OR Click to remove all fields/categories from the Field Shown In the View panel back to the Available Field/Category panel. 6. Click Next to save your selections. 7. Click Finish to close the wizard. MYOB Document Manager Version 4.0 User Guide 100

101 Document Manager setup Employee Settings tab The Employee Settings tab allows your practice to define the document storage locations, some default mail settings, and document security settings individually for each employee. See Setting Employee Settings for documents on page 101 for details. Setting Employee Settings for documents Employee Settings are set individually for each practice employee using the Employee Settings tab. To enter Employee Settings for a practice employee 1. Select Maintenance > Documents > Document Manager Setup from the main menu. 2. Click the Employee Settings tab. 3. Click in the Employee Name: field to open the Find Employees window, then find and open the desired employee. 4. Select the employee s Default Filing Cabinet from the drop-down. MYOB Document Manager Version 4.0 User Guide 101

102 Document Manager setup 5. Select to use the Practice Default Setting as this employee s Default Check Out Location. OR Select Employee Set Location. AND Enter the full path to that location in the field below. 6. Select to use the Practice Default Setting as this employee s Document Export Location. OR Select Employee Set Location. AND Enter the full path to that location in the field below. 7. Click Finish to save your changes and close the window. MYOB Document Manager Version 4.0 User Guide 102

103 Glossary Assignment An assignment is one of the various types of professional services that you offer clients. An assignment also includes the internal work carried out by the practice in support of those services. An assignment is a way of segmenting the work the practice does like a folder you use to keep track of the work you do for a client in a particular area. An Assignment may involve these or other services: Compliance Tax Accounting Financial Planning You can also set up a standard set of assignments which you can use for each client when they ask for your services. Contact A contact is an individual or company that the practice may come in touch with. They may be a suppliers of products or services to the business For example, banks, solicitors or tax agents or prospective clients that the practice may want to keep in the database. The details might be their name, addresses, phone numbers, addresses, etc. The amount of information you keep on a contact is up to the practice. Once you attach assignments and charge them for work done, a contact is considered a client. Client A client is an individual or company that the practice carries out work for. They may have been listed as a contact in the database but when you commence work for them, you change them from a contact into a client. MYOB AE Product Name Variable Version Number Variable Publication Type Variable 103

104 Index A about DM Task Bar 14 MYOB DM 7 MYOB DM homepages 27 MYOB Intranet 9 accessing DM 7 DM from the system tray 8 DM toolbox 13 Add Documents Task Bar 14 adding contact & document information 45 details to a new file note 59 details to existing file notes 60 DM icon to system tray 8, 9 Document Category fields 95 documents to PDF Manager 75 existing documents to DM using Share It 48 existing MS Office documents to DM 48 headings to Find Documents page and Documents tabs 99 more details to a file note 60 new Document Category fields 95 Administration homepage control 34 All Outstanding Documents homepage view 35 All Recently Used Documents homepage view 33 All Sent Documents homepage view 36 All Unsent Documents homepage view 36 Analyse Documents page 16 finding documents 16 application launch mode setting 90 Applications tab 89 approvals document 77 assignment definition 103 Assignment Details Documents tab 23 audit viewing and changing actions to be recorded 93 Audit Trail settings 92 viewing settings 94 Audit Trail Settings tab 92 audit trails viewing for documents 94 auto hiding Task Bar 16 Awaiting Dispatch homepage view 36 B buttons homepage 31 buttons and functions added to Excel 41 added to Outlook 42 added to Word 38 C changing audit actions to be recorded 93 document security on existing documents 84 document security on new documents 83 Security Group settings on existing documents 84 Security Group settings on new documents 83 security settings for individual employees for new documents 85 security settings for individual employees on existing documents 83 Checked Out All homepage view 35 checking in and checking out 70 documents 71 checking out and checking in 70 documents 71 client definition 103 Client or Contact Documents tab 20 completing Contact, Stationery & Standard information 51 Profiling of the Document 53 contact definition 103 contact information adding 45 Contact, Stationery & Standard information completing 51 copying documents 56 Create Document wizard adding s 45 opening 51 creating documents 75 s 43 s within DM 43 file notes 57 file notes using Create Document wizard Add File Note 57 new documents with Create Document wizard 51 new s associated with previous s 44 new s not associated with previous s 44 customising homepages 28 D default Document Locations setting 92 default File Store Locations setting 87 definition assignment 103 client 103 contact 103 deleting details in file notes 62 documents 56 linked items in file notes 63 deleting linked items in file notes 63 details adding in existing file notes 60 adding in new file notes 59 adding more to file notes 60 deleting in file notes 62 editing in file notes 61 displaying Task Bar 16 DM see also Document Manager MYOB Document Manager Version 4.0 User Guide 104

105 Index Doc View Extra Fields tab 99 document security 82 Document Approvals Task Bar 15 document approvals 77 Document Category Fields adding 95 tab 94 Document Category fields adding 95 Document Extra Fields setting up 96 setting up new 96 tab 96 document information adding 45 document links removing 69 document lists exporting to Excel 74 Document Locations tab 91 Document Manager see also DM about 7 accessing 7 accessing from system tray 8 and MS Office applications 38 creating s within 43 Documents pages 16 homepage controls 32 homepages 27 options 11 right-click options 11 setup 86 Task Bar 14 toolbox 13 tools 13 using 50 Document Manager file store setting default server and location 87 Document Manager icon adding to system tray 8, 9 setting to appear in workstation system trays at start up 9 Document Manager Setup wizard opening 86 Document Manager Task Bar about 14 Document Manager toolbox accessing 13 document properties editing 54, 55 viewing 54 viewing and editing 54 document security changing for existing documents 84 changing for new documents 83 changing on existing documents 84 changing on new documents 83 document settings employee-specific settings 25 Document Settings tab Employee Details page 25 Document Tasks homepage view 14 Document Type removing from Document Mgr Items 89 Document Types mapping to Application Types 88 removing from Document Manager Items 89 tab 87 document view mode setting default 90 Documents pages 16 tab 20 documents adding to PDF Manager 75 checking in 71 checking out 71 copying 56 creating 75 creating new ones with Create Document wizard 51 deleting 56 exporting 73 finding 50 finding from Analyse Documents page 16 finding from Find Documents page 18 importing 75 linking 64 linking in MYOB AE 64 linking to file notes 62 managing 50 multiple versions, working with 76 printing to PDF Manager 57 profiling 46 re-sending for approval 79 returning for rework 81 sending by as attachments 46 sending for approval 78 setting as approved 80 setting as current version 76 setting as requiring approval 77 setting for approval 77 setting those requiring approval 77 storing multiple versions 76 types 9 unlocking 72 unlocking those checked out 72 viewing all documents for Contacts or Clients 21 viewing all those for Contacts or Clients, by author 22 viewing all those for specific Contacts or Clients 20 viewing audit trails 94 viewing documents to be linked 68 viewing those added or linked to a client from the Assignments page Documents tab 23 viewing those added or linked to an employee 25 viewing those added/linked to a client from a Client/Contacts page Documents tab 20 viewing those for a Contact/Client, selected by author, using Documents tab 22 viewing those for a Contact/Client, selected by author, using the Find Documents page 23 viewing those to be linked 68 Documents Awaiting My Approval homepage view 32 documents in existing links linking to documents to be linked 70 Documents tab Assignment Details page 23 Employee Details page 25 MYOB Document Manager Version 4.0 User Guide 105

106 Index E editing details in file notes 61 document properties 54, 55 sending documents as attachments 46 Settings tab 90 s creating 43 creating new s associated with previous s 44 creating new s not associated with previous s 44 Employee Details Document Settings tab 25 Documents tab 25 employee document security setting 26 employee mail defaults setting 26 Employee Settings entering for practice employees 101 setting for documents 101 tab 101 employees setting up security rights for employees 26 employees mail defaults setting 26 employee-specific document settings setting from Employee Details 25 entering Employee Settings for practice employees 101 Excel buttons and functions added with DM 41 exporting lists to 74 integration with 41 existing documents adding to DM using Share It 48 existing MS Office documents adding to DM 48 exporting 73 document lists to Excel 74 documents 73 lists to Excel 74 F file note details printing 63 file notes creating 57 creating using Create Document wizard Add File Note 57 deleting details 62 deleting linked items 63 editing details 61 linking documents 62 using 57 File Store tab 87 Filing Cabinets setting up 97 setting up new 97 tab 97 Find Documents page 18 finding documents 18 full text searching from 12 finding documents 50 documents from Analyse Documents page 16 documents from Find Documents page 18 full text searching 12 from Find Documents tab 12 H headings adding to Find Documents page and Documents tabs 99 hiding Task Bar 16 homepage buttons 31 right-click options 30 homepage control Administration 34 DM 32 Mail Centre 35 My Checked Out Documents 34 My Documents 32 homepage view All Outstanding Documents 35 All Recently Used Documents 33 All Sent Documents 36 All Unsent Documents 36 Awaiting Dispatch 36 Checked Out All 35 Document Tasks 14 Documents Awaiting My Approval 32 My Documents Awaiting Approval 33 My Documents to Review 33 My Draft s 33 My Outstanding Documents 33 My Recently Used Documents 33 homepages about 27 customising 28 DM 27 I importing 74 documents 75 inserting links for creating documents from Intranet Standards 65 links to documents recorded in DM 66 links to Intranet Standards 67 links to managed documents 66 integration with Excel 41 with Intranet 9 with MS Word, Excel and Outlook 38 with Outlook 42 with Word 38 Intranet about 9 integration with 9 Intranet Standards inserting links for creating documents from 65 items linking to file notes 62 L linked documents viewing 69 linked items deleting in file notes 63 linking documents 64 documents in existing links to documents to be linked 70 documents in MYOB AE 64 documents to file notes 62 items to file notes 62 links inserting for creating documents from Intranet Standard 65 inserting links for creating documents from Intranet Standards 65 inserting links to documents MYOB Document Manager Version 4.0 User Guide 106

107 Index recorded in DM 66 inserting links to Intranet Standards 67 inserting links to managed documents 66 removing from documents 69 lists exporting to Excel 74 M Mail Centre homepage control 35 mail defaults setting for employees 26 Mail Merge using 40 using wizard 40 mailing labels producing 36, 37 managing documents 50 mapping Document Types to Application Types 88 maximising/minimising Task Bar 16 MS Office applications and MYOB DM 38 MS Word, Excel and Outlook integration with 38 Multi Document Task Bar 15 multiple versions of documents 76 multiple versions of documents 76 My Checked Out Documents homepage control 34 My Documents homepage control 32 My Documents Awaiting Approval homepage view 33 My Documents to Review homepage view 33 My Draft s homepage view 33 My Outstanding Documents homepage view 33 My Recently Used Documents homepage view 33 O opening Create Document wizard 51 Document Manager Setup wizard 86 options DM 11 Outlook added buttons and functions 42 integration with 42 setting up with DM 90, 91 P page Find Documents 18 parts Task Bar 14 PDF Manager printing to 57 printing document to PDF Manager 57 file note details 63 to PDF Manager 57 producing mailing labels 36, 37 profiling documents 46 Profiling of the Document completing 53 R removing document links 69 Document Type from Document Mgr Items 89 Document Types from DM Items 89 links from documents 69 re-sending documents for approval 79 returning documents for rework 81 right-click options DM 11 homepage 30 S search, full text 12 security document 82 Security Group settings changing on existing documents 84 changing on new documents 83 security rights setting up for an employee 26 security settings changing for individual employees for new documents 85 changing for individual employees on existing documents 83 sending documents by as attachments 46 documents for approval 78 sending documents by as attachments 46 setting and sending documents for approval 77 application launch mode 90 default DM file store server and location 87 default Document Locations 92 default document locations for storing documents 92 default document view mode 90 default File Store locations 87 DM icon to appear in workstation system trays at start up 9 documents as approved 80 documents as current version 76 documents as current versions 76 documents as requiring approval 77 employee document security 26 employee mail defaults 26 Employee Settings for documents 101 employees mail defaults 26 employee-specific document settings 25 employee-specific document settings from Employee Details page 25 setting up DM 86 Document Extra Fields 96 Filing Cabinets 97 new Document Extra fields 96 new Filing Cabinets 97 Outlook with DM 90, 91 security rights for employees 26 Share It feature 48 showing Task Bar 16 Single Document Task Bar 15 storing multiple versions of documents 76 storing documents setting default document locations for 92 MYOB Document Manager Version 4.0 User Guide 107

108 Index T tab Applications 89 Audit Trail Settings 92 Doc View Extra Fields 99 Document Category Fields 94 Document Extra Fields 96 Document Locations 91 Document Types 87 Documents 20 Settings 90 Employee Settings 101 File Store 87 Filing Cabinets 97 Task Bar Add Documents 14 DM 14 Document Approvals 15 maximising/minimising 16 Multi Document 15 parts 14 showing/hiding/auto hiding 16 Single Document 15 text search, full 12 toolbox DM 13 tools DM 13 tools, options, pages and tabs DM 11 types documents 9 or Clients 20 audit actions to be recorded 93 audit trail settings 94 audit trails of documents 94 document properties 54 documents added or linked to clients from Assignments page Documents tab 23 documents added or linked to employees 25 documents added/linked to clients from Client/Contacts page Documents tab 20 documents for Contact/Client, selected by author, using Documents tab 22 documents for Contact/Client, selected by author, using Find Documents page 23 documents to be linked 68 linked documents 69 W Word added buttons and functions 38 integration with 38 U unlocking checked out documents 72 documents 72 using Create Document wizard to add s 45 DM 50 file notes 57 Mail Merge 40 Mail Merge wizard 40 V viewing all documents for Contacts or Clients 21 all documents for Contacts or Clients, by author 22 all documents for specific Contacts MYOB Document Manager Version 4.0 User Guide 108