Once you have scanned a document in Drive, you can then index it against a client. To index a document, select the required document from the scanned document browse by simply double-clicking on it - you can also right-click and select Open.
The Index window will then be displayed.
Enter the relevant information in the Index window (See Index Window Fields for more information on each field).
When all the information has been entered, click Save & Close.
The document is now indexed against a client. This document will now be removed from the Scanned Document Browse and can be found in the Indexed Section or under the Clients Communications.
Index Window Fields
Campaign: When indexing a scanned document, it can be added to a marketing campaign by selecting the campaign and filling in the relevant campaign details including Stage and Weighting.
Staff: This allows you to select the staff member who is indexing the scanned document.
Date & Time: This defaults to real-time. To change the date, click the drop-down arrow and select the appropriate date from the calendar.
Year: This allows you to select the Year this document belongs.
Assign To Staff: This allows you to assign the scanned document to another staff member.
Priority: This allows you to set the priority of the document being recorded. High, Low, or Normal.
Type: This allows you to define what type of document is being scanned. Select i.e. Consultancy File from the arrow on the drop-down list that appears when you click the white box directly beside the word.
Status: This allows you to define the status of the document is, that is being indexed. The default Status is blank.
Completed on: Once you have set the status of the document you can then set the date it was completed on. Select the appropriate date and time for the completion of the document. If you set the status to be something other than “Completed”, say “Work in progress” for example, then Completed On will change to Follow-up date. Once again you can enter the date and time.
Client / Contact / Prospect / Supplier: You can index the document against a Client, Supplier, Contact, or Prospect. Select i.e. Client from the arrow on the drop-down list that appears when you click the white box directly beside the word Index On.
Client: This allows you to select the client that the document is associated with. To the right of the drop-down list, there is an information box.
Job: This allows you to select the job that the document is associated with.
Contact: This allows you to select the contact that the document is associated.
Subject: This allows you to give the document a name or brief description. Below the Subject is the name of the document that is being indexed.