If you have already uploaded a Document to a Contract record, it can be edited using various options.
When opening an existing Document record you can see that the version and last updated date and time.
Fig 1 Contract Document details
You will see a [...] icon at the end of each attachment, click here to see various editing options
Fig 2 - Document Editing options
Download - Download a copy of the document
This option will download the current version to your devise.
Rename - Rename your document
This option will allow you to rename the document if required. As this Rename may result in the version number updating, you also have the option to change the version number at the same time. Comments can be added to record the reason why the Rename was done.
Fig 7 - Renaming a file
Replace - Replace your document for another
This option is you to fully replace the attached document with another if required. You can either create a new online document, add one from your device, or pick an existing one up from your Library.
As this change may result in the version number updating, you also have the option to change the version number at the same time. Comments can be added to record the reason why the replace was done.
Fig 8 - Replacing a file
Email - Email this Document out
This option allows you to email a copy of this document to another person. This can be either internal or external to intelligentcontract, but they must have a Person record already created.
- Use the 'People' drop down list or the 'Find' magnifying glass to display all the People that can be selected.
- Add a Note to the email - this text will appear in the body of the email
- Press [Send] to send the email and attachment.
Fig 10 - Emailing a file
Delete - Delete a file from the record
This option allows you to remove a document from the record if required
Version History - View previous versions
This option allows you to view previous versions of the document. The pop up will display all versions that have been added, plus any of the Comments that have been added.
The [...] option at the end of each row will give a few options such as:
Restore a previous version - if you do restore then this will be given a new version
View a previous version - none editable
Download a previous version
Fig 11 - Version History
There will be some filetypes that you will not be able to view as they are not files that are available in Open Office. You will, however, have the option to download and view them if required.
The filetypes that you are able to view are:
doc, docx, xls, xlsx, ppt, pptx, txt, csv, odt, rtf, odp, ods
All other filetypes cannot be viewed but can be downloaded.
Note: All changes to any of the documents are captured in the audit trail. Download, rename, replace, edit, delete, email, restore are all classed as an update to the Document record, and are recorded as such.
Controlling the Edit Options
All the editing options listed in the Attachment [...] feature can be controlled by a switch in the Account Configuration area.
Navigate to: Configuration => Manage Account Configuration => Attachment Options
Fig 12 - Edit Attachment Options
By default all options are ticked and displayed for selection, untick any option that you wish to remove.