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

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.