Documents Tab

PATH:
Resources
>
Associate Menu
>
Documents Tab
ROLE PRIVILEGES NEEDED: <udl-white>View Associates<udl-white> | <udl-white>Add / Upload Associate Documents<udl-white> | <udl-white>Delete Associate Documents<udl-white> | <udl-white>Add Associate Forms<udl-white> | <udl-white>Edit Associate Forms<udl-white> | <udl-white>Edit Completed Associate Forms<udl-white> | <udl-white>Delete Associate Forms<udl-white> | <udl-white>Delete Completed Associate Forms<udl-white>

SETUP: <udl-white>Document Type<udl-white> | <udl-white>Document Status Type<udl-white>

UPLOAD DOCUMENTDELETE DOCUMENTSET DEFAULTS | DOWNLOAD / PRINT SELECTED DOCUMENTS | ADD FORM | EDIT FORMS | DELETE FORMSDOCUMENT DEFAULTS | QUIZ

The Associates Documents Tab allows you to upload documents electronically into the Associate file as well as add Forms.  

DOCUMENTS

UPLOAD DOCUMENT <returntomenu>menu ↑<returntomenu>

To upload a document to the associates file, select <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Upload Document<udl-orange>.

Enter the required information and select either <btnw>    Upload/Close    <btnw> or if you need to add more documents, select <btnw>    Upload/Add More    <btnw>.  When uploading documents to an Associate file, the Document Type will default to “Other” and the Document Status will default to “No action required” if they are set up in the appropriate tables.  

Once the file is uploaded, you can view it by selecting the link <udl-orange>Incoming Fax - 2 Super examples.png<udl-orange> under "Document Description".

DELETE DOCUMENT  <returntomenu>menu ↑<returntomenu>

Select the Trash Can <icon-trashcan>xxx<icon-trashcan> icon to delete the Document. If you do not have the option, it is possible that the document is tied to an order. You will need to Delete Upload Document from the order first and then it will be removed from here.

You can filter by selecting the drop down <btn>   All     ▾   <btn> under Document Type.

When you click on the drop down for document type you are presented with options for the document types that you have uploaded.

SET DEFAULTS <returntomenu>menu ↑<returntomenu>

Set Defaults allows you to establish a set of filters for specific documents you want to always display each time you access the “Documents” tab.  You can set your defaults when viewing the Documents Tab by selecting <udl-orange>Set Defaults<udl-orange>.

Choose the document types you want to be your default and select <btnw>    Save   <btnw>.   The type(s) of documents you set up as your defaults will always display each time you access the Docs tab).

To remove the defaults, click on "<icon-blackcheck>xxx<icon-blackcheck>Clear Defaults" check box and then select <btnw>    Save   <btnw>.

DOWNLOAD/PRINT SELECTED DOCUMENTS  <returntomenu>menu ↑<returntomenu>

You can also choose files to download to your system.  <icon-blackcheck>xxx<icon-blackcheck>Select the boxes that let you select one or multiple documents you want to download/share/print from your local PC.

Select the <icon-download>xxx<icon-download> <udl-orange>Download/Print Selected Document(s)<udl-orange> Link to download/share/print documents you select.  

NOTE:  Once you select the documents that you want to download and click on "Download/Print Selected Document(s)", the system will generate a zip file and the documents you selected will be found in the zip file. Once you download the documents, you can select each document and print using the application that you used to open the document, you can select the files to share with others (typically through encrypted emails) and save them as a master set of records for the associate.

FORMS

ADD FORM   <returntomenu>menu ↑<returntomenu>

To add a form to the associates file, select <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Form<udl-orange>

Choose the type of form you are wanting to fill out and select <btn>   Continue︎   <btn>

You can navigate throughout the form from one section to another by selecting the drop down <btn>   Top       ▾   <btn> to the right of "Navigate To".

You have the option to <btnw>   Save and Continue   <btnw> if you want to save your information at different time intervals.

You can <btnw>    Save/Close    <btnw> the file if you need to do something else but are not finished with the form.

When the form is completed, select <btn>   Complete  <btn>.

Fill out the information within the specific form.

When you are ready to sign the form, select <btnw>   Apply Signature  <btnw>. This will allow you to sign the form.

Select <udl-orange>Representative Signature<udl-orange> to add your signature.  To learn more about signing orders click here Associate Signature Application

EDIT FORMS  <returntomenu>menu ↑<returntomenu>

Select the Edit Pencil <icon-editpencil>xxx<icon-editpencil> to edit the form.

Select the printer <icon-printer>xxx<icon-printer> icon to print the Form

DELETE FORMS  <returntomenu>menu ↑<returntomenu>

Select the Trash Can <icon-trashcan>xxx<icon-trashcan> icon to delete the Form.

You can filter by selecting the drop down <btn>   All     ▾   <btn> under Type.

DOCUMENT DEFAULTS  <returntomenu>menu ↑<returntomenu>

When uploading documents to an Associate file, the Document Type will default to “Other” and the Document Status will default to “No action required” if they are set up in the appropriate tables.   If you want to use this feature, you need to make sure the tables have these 2 items set up.  To verify/add these items to your tables, use the following path:

Document Status Type

Settings menu > Lookup Tables option > General Support Tables > Document Status Type > Select the Add Document Status Type link

Document Type

Settings menu > Lookup Tables > General Support Tables > Document Type > Select the Add Document link

If this information already exists in your table, verify that the description is correct and is exactly as described above, including capital letters.   If it is not, select the “edit” icon, make the appropriate corrections and save the information.  

NOTE:  If you are using the “defaults” feature, you will still be able to change the document type and document status to other options available from the dropdown lists.
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