Getting Started with MYOB Document Manager 4training.my.myob.com/au/ad/Document Manager 4.0/Getting...

Getting Started with MYOB Document Manager 4.0

© 2008 MYOB Technology Pty Ltd

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Getting Started with MYOB Document Manager 4.0 April 2008

GETTING STARTED WITH MYOB DOCUMENT MANAGER 4.0

TABLE OF CONTENTS

i

Table of Contents

About this Guide 2

Learning Outcomes ................................................................2 Prerequisites ...........................................................................3

Conventions Used in this Guide 4

Procedure title ........................................................................4 Other Conventions .................................................................4

MYOB Support 5

Using the Knowledge Base......................................................5 Submitting a Support Request ................................................5

MYOB Document Manager 8

Introduction ...........................................................................8 Knowledge management system............................................8

PDF Manager .......................................................................................9 Intranet ................................................................................................9 Document Manager ...........................................................................10

Document Manager Workflow..............................................11 Document creation or capture............................................................11 Profiling and saving............................................................................12 Managing and controlling..................................................................14

MYOB Intranet 15

Overview ..............................................................................15 Access documents from a single location............................................15 Provides a structured framework.........................................................15

MYOB Intranet functionality .................................................16 Standard items ...................................................................................16 Stationery...........................................................................................16 Other features ....................................................................................16

MYOB Intranet Administration..............................................17 MYOB Intranet set up.........................................................................17

Related Document Manager set up tasks ..............................18 Document types.................................................................................18 Application types................................................................................19

Navigating Document Manager 20

Overview ..............................................................................20 How to access Document Manager from VPM/Central .......................20 How to access Document Manager from the System Tray ..................21

Task Bar ................................................................................22

© 2008 — MYOB TECHNOLOGY PTY LTD ii

Home Pages .........................................................................23 Administration windows.....................................................................24 My Documents windows....................................................................25 Mail Centre windows .........................................................................28 My Checked Out Documents .............................................................30

Right-click menu options ......................................................31 Microsoft Office applications ................................................32

Toolbar for Microsoft Word ................................................................33 Toolbar for Microsoft Outlook ............................................................35 Toolbar for Microsoft Excel.................................................................37 Toolbar for Microsoft Powerpoint .......................................................39

Searching for Documents 41

Overview ..............................................................................41 Find Documents page ..........................................................41

Search options ...................................................................................42 How to search for a document using the Find Documents page .........42 How to Search for a document using the Search for a Document window .........................................................44

Creating a Document 46

Overview ..............................................................................46 Creating from within MYOB Intranet ....................................46

How to add a letter ............................................................................46 Creating a document from within Document Manager ........50

How to search for a client/contact/assignment or employee in the database ..............................................................50 How to add a letter ............................................................................51 How to create a document from the Windows System Tray................55 How to capture a scanned document and save it in Document Manager ...........................................................................57 How to delete a document.................................................................59

Using Microsoft applications to create, save and share documents....................................................60

How to save a document created in Word to Document Manager......60

Adding File Notes 62 How to create a file note ....................................................................62

Working with Email 66

Overview ..............................................................................66 Document attachment points...............................................66 Workflow control ..................................................................67 Creating emails.....................................................................67

How to create a new email from within Document Manager ..............67 How to create and save an email within Outlook ................................69 How to save an incoming email in Document Manager......................72

Team email...........................................................................73 How to send a Team Email .................................................................73 How to send a Team Email with a managed document link attached..74


TABLE OF CONTENTS

iii

To Do Items and Approvals 75

Overview ..............................................................................75 To do items........................................................................................75 How to create a To do item associated with an existing document .....75 How to view To do items assigned to a document..............................78 How to view To do items assigned to you ..........................................79 How to view To do items assigned to an employee ............................80

Status of a document............................................................81 Document Approvals ............................................................82

Approvals within Microsoft applications..............................................82 Approvals within Document Manager pages ......................................82 How to approve a document from a Document Manager page..........83 Approvals from the Home Page..........................................................85 How to approve a document from the Document Manager Home page ........................................................85 How to set approval requirements for a document .............................86

Printing documents ..............................................................88

Managing Documents 89

Overview ..............................................................................89 Document versioning ...........................................................89

How to view and create new versions of a document .........................89 How to set a document as the current version....................................91

Check In/Out........................................................................92 How to check out a document ...........................................................92 How to check in a document..............................................................93

Importing documents...........................................................95 How to import a document................................................................95

Linking documents ...............................................................97 How to identify linked documents ......................................................97 How to establish a link between documents .......................................98 Viewing a Smart Link from within another document .......................100 How to insert a Smart Link within a document .................................100

Document properties..........................................................102 How to change document properties on an existing document........102

Mail Merge.........................................................................104 How to complete a mail merge ........................................................104

Reference Numbers ............................................................108

Administering the System 109

Overview ............................................................................109 Document Manager Setup page.........................................109 Setting up Document Manager ..........................................111 Searching using the Analyse Documents page....................112

Search options .................................................................................112 How to search for a document using the Analyse Documents page ..113

Filing Cabinets....................................................................114 How to set up a new Filing Cabinet ..................................................114 How to rearrange a Filing Cabinet ....................................................119

© 2008 — MYOB TECHNOLOGY PTY LTD iv

Security ..............................................................................121 Task Permissions...............................................................................121 Filing cabinet security.......................................................................122 Editing filing cabinet security settings ...............................................123 Applying individual document security .............................................124

External email control .........................................................125 Exporting a document........................................................125

How to Export a document ..............................................................125

Index 128

Introduction

© 2008 — MYOB TECHNOLOGY PTY LTD 2

About this Guide This guide will help you get started with the use of the MYOB Document Manager system, and is suitable for general users and staff members involved in administration of the document management process for your practice.

Learning Outcomes

In this guide you will learn about:

• Principle features of the Document Manager system

• Document Manager workflow

• Functionality provided by MYOB Intranet

• Using the Document Manager Navigation features

• Searching for documents

• Creating and storing letters and file notes

• Capturing and saving scanned documents

• Deleting documents

• Using other applications to share documents

• Creating and storing internal and external emails

• To do tasks and document approvals

• Printing documents

• Managing documents including:

o Document versioning and statuses

o Checking in/out

o Importing documents

o Linking documents

o Document properties

o Completing a mail merge

o Reference numbers


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• Administering the system including:

o Understanding the Document Manager Setup Page

o Searching using the Analyse Documents page

o Setting up filing cabinets

o Understanding the security options

o External email control

o Exporting documents

Prerequisites

In order to complete this guide you should be experienced with:

• Working in the Microsoft Windows operating environment including:

the use of a mouse and Windows menu

keyboard commands such as those for opening, closing and saving files

• Using Microsoft Office applications including Word and Outlook

• Using the general functionality provided by Viztopia Practice Management

• Using the general functionality provided by MYOB Intranet

• Using MYOB PDF Manager


Conventions Used in this Guide

Procedure title

Indicates the beginning of step–by–step instructions to demonstrate a procedure described in the guide.

Note: Highlights general points of note, additional information or references to other material.

Tip: To advise you of quick techniques and shortcuts.

Other Conventions

Throughout this training guide, various symbols or terms may be used to indicate a type of feature or the actions required.

Convention What it means...

Press the [Enter] key Keyboard selections are identified by [ ].

Select File Print. A menu path indicates the sequence of menu options you need to select. (This example literally means to select the option ‘Print...’ from the ‘File’ menu.)

Client window

Documents tab

Field, window and tab names appear in bold.

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MYOB Support You can utilise our support website services at http://clientsupport.myob.com.au to:

• Access Knowledge Base articles on known issues, How do I? questions and other relevant information regarding the use of MYOB products.

• Download products, product updates, Release Notes and Installation Guides.

• Log, track and update your support requests online.

• Review your firm's support requests to identify internal training needs.

• Access information on training courses, course schedules and outlines.

• Update your contact details, eBulletin subscription and list of preferred products.

• Access information on hardware, network and operating system requirements for efficient operation of our products.

• Search archives of eBulletins.

You can access MYOB Support in the following way:

1. Go to the website http://clientsupport.myob.com.au

2. Enter your email address and password and click Login.

Using the Knowledge Base

The Knowledge Base tab on the Support web site allows you to review product related questions, solve technical issues and improve your knowledge of MYOB products.

Submitting a Support Request

The Submit a Support Request is another option on the Support web site. There is also an option to View current requests. Links to these options appear on the right hand side of the window.

Getting Started with MYOB Document Manager 4.0

This guide will show you how to use MYOB Document Manager to create, store, retrieve and share the documents that you use in your practice.


MYOB Document Manager

Introduction

MYOB Document Manager 4.0 has been designed for organisations moving to a less paper office, and forms part of a system that streamlines the processes involved in creating, storing, retrieving and sharing information and documents within a practice. As well as providing an efficient way to create information, it also allows you to quickly retrieve information that is stored in a secure centralised database. In addition, MYOB Document Manager 4.0 provides online review and approval of documents directly from your desktop.

Knowledge management system

The MYOB Document Manager suite consists of three modules or building blocks that form the basis of your knowledge management system:

• PDF Manager

• Intranet

• Document Manager.


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Document Manager

Intranet

PDF Manager

• Create documents• File, & retrieve documents• Manage email & ad hoc tasks• Save directly to practice

management

• Organise & deliver templates & standards• Extracts details from practice management• Save directly to practice management

• Create PDF documents• Collate client files• Scan documents• Save directly to practice management

Knowledge Management

Document Manager

Intranet

PDF Manager

• Create documents• File, & retrieve documents• Manage email & ad hoc tasks• Save directly to practice

management

• Organise & deliver templates & standards• Extracts details from practice management• Save directly to practice management

• Create PDF documents• Collate client files• Scan documents• Save directly to practice management

Knowledge Management

PDF Manager

As part of the MYOB Document Manager suite, PDF Manager facilitates two critical tasks. The first is to protect information. For example, if you need to send a letter to a client via email, you can PDF the document before sending, so that it cannot be modified. The second task is to facilitate the scanning and conversion of hard copy source documents into PDF format for easy storage and retrieval in your practice management database.

Intranet

The Intranet application is the next building block. The purpose of the Intranet is to store all your practice collateral consisting of standard letters, spreadsheets, templates, knowledge base items and key website links, in a central repository that everyone can easily access.

This allows staff to immediately access the items they need when creating a new document using Document Manager. It also ensures that standardised processes and document formats are always used. For example, you can ensure that all clients receiving a specific tax letter receive the same letter, and that the format is consistent.

The Intranet system also integrates with your practice management system. For example, if you generate a letter for a client, Intranet extracts that client’s postal address from the practice management system and inserts the information into the letter. The Intranet must be set up with the appropriate standard documents during the implementation process. It is then updated as required when new standard documents become available and old ones become obsolete.


Document Manager

The final building block is Document Manager, which allows you to create, store and retrieve client information from your practice management contact list. This includes all document types including letters, spreadsheets, emails, scanned documents and file notes. Document Manager also provides additional work flow efficiencies by saving this information electronically. Later in this guide you will examine how the system can be used to electronically approve documents, manage emails and tasks, as well as improve your practice’s overall efficiency.

Secure document creation, storage and retrieval

Because Document Manager can be configured for the requirements of your practice, there are various ways in which documents can be created, stored and retrieved. For example, security can be implemented so that only specified people are allowed to change information or document properties, such as editing or approving documents.

Manages all client communication

Document Manager allows you to manage all communication with clients including letters, faxes, file notes, working papers, phone calls and emails. Documents and related tasks can be created, worked on, and then reviewed online, which provides you with instant access to client information and documents.

Integration with Microsoft Outlook

Document Manager is integrated with Microsoft Outlook, with an additional toolbar included that provides you with the document management functionality. This allows you to manage all email communication with clients, and gives you the ability to efficiently store, search and retrieve all client emails regardless of who prepared or received the emails in the office.

Collaboration and integration

Your contacts/clients database becomes an integral part of your document management and communication system, allowing you to store records of all client communication with the relevant client record. This also enables more people within your organisation to collaborate on specific jobs, and to quickly access important information relating to client work.

Assign tasks and responsibilities

You can also use Document Manager to assign what are known as “to do” tasks directly to documents. Documents and associated tasks are created, worked on, and reviewed online, which gives you instant access to client data and documents. It allows staff members to review work that has been allocated to them, and to then immediately access the related documents. They are able to collaborate on projects, so that more than one person can work on a job at the one time, regardless of where they are located.


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Digitalise all paper documents

Because Document Manager is part of a suite that also contains Intranet and PDF Manager, the applications work together to provide an integrated system. For example, Intranet contains all the standard documents and stationery while PDF Manager digitalises all paper documents. Document Manager then provides the overall document management and storage capabilities.

Document Manager Workflow

Later in this guide the procedures involved with creating, capturing, profiling, saving and managing documents will be described in detail. However, before moving on, it is worthwhile examining the workflow involved in this process. In most situations, the following stages are involved:

• Document creation or capture

• Profiling and saving

• Managing and controlling.

Document Manager Workflow

Managingand

controlling

Profiling and

saving

Documentcreation

or capture

Document creation or capture

The first stage in the workflow is document creation or capture. You can create a document from a number of starting points including from:

• MYOB Intranet using the relevant standard document


• Client, Contact, Assignment or Employee Details pages

• Find Documents page

• Microsoft Word, Outlook, Excel or Powerpoint.

You can capture a document by using a scanner to bring the document into PDF Manager using what is known as a “watch folder”. The document can then be converted to PDF format ready for profiling and saving using Document Manager.

Profiling and saving

Once a document has been created or captured, the next stage is for it to be profiled and saved. The way a document is profiled will determine how it can be searched for and accessed in the future; so it is important that this is undertaken in an effective manner. Profiling is completed as part of the Create Document Wizard. The wizard enables you to select the contact against whom the document will be saved (if this has not already been selected). It also enables you to select a Filing Cabinet to store the document against.

Filing Cabinets

Filing Cabinets in Document Manager are used to organise the documents for your practice. Like physical office filing cabinets, they enable you to sort and store documents to suit your needs. When you are profiling a document using the Profiling tab in the Create Document Wizard, you must select a filing cabinet in which to store the document. You may also need to include additional profile information for an information category.


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Security

The Profiling tab also provides access to the Document Security window, which allows someone with the relevant security access to set security settings for a specific document. You can choose whether you want to apply specific settings, or accept the default settings that apply for the selected filing cabinet. Once you have completed the relevant fields in the Profiling tab, the document is ready to save in the Document Manager system.


Managing and controlling

Once a document is saved it can be retrieved at any time by employees with the relevant security access. In addition, a document can be managed and controlled in a number of ways. For example, the document may require approval before it can be sent to a client. Document Manager allows for review and approval by the relevant person, and for the document originator to be made aware of the document’s updated status. Managing and controlling documents using the features provided by Document Manager can involve:

• Approvals

• Versioning

• Check in/out

• Importing and exporting

• Task management using “To dos”

• Linking documents

• Inserting Smart Links

• Bulk mail merge

• Printing including use of the Mail Centre Home Page

• Audit trail.

Being able to effectively create, capture, profile, save and manage documents is supported by an extensive range of functionality within Document Manager, and the associated Intranet and PDF Manager applications.


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MYOB Intranet

Overview

MYOB Intranet is an essential component of the Document Manager suite. When you are using Document Manager, work papers and checklists can be generated using standard documents previously set up in MYOB Intranet. This ensures that documents distributed to clients are consistent and up-to-date. In addition, the use of standard documents and automated retrieval of names and addresses minimises data entry duplication.

Access documents from a single location

MYOB Intranet provides a single, secure location for your practice tools, news, standard documents, knowledge base items, key websites and other standard layouts. It allows your practice to quickly access all these items from a single location, ensuring more consistent, accurate, and high quality work. MYOB Intranet facilitates the creation of standardised client letters, and provides fast access to other practice standards and policies.

Provides a structured framework

MYOB Intranet provides a structured framework that allows you to quickly access the most appropriate documents for your day-to-day activities. This content may include standards, document masters and precedents used as a starting point for staff member work. Content can also include letters, spreadsheets, presentations, links to websites or links to other applications frequently used by your practice.


MYOB Intranet functionality

As previously mentioned, the functionality provided by MYOB Intranet is integral to the effective implementation and operation of Document Manager including standard items and stationery.

Standard items

Standard items are the body and other information that make up the content of a document. This includes standard paragraphs and in many cases the complete set of content that forms the basis of a particular document, such as a standard reminder letter sent to clients. Standard items can include, for example; Word documents, Excel spreadsheets and Powerpoint presentations.

Microsoft Word documents can hold text. They can also include merge fields that are activated when a user creates a document from within Document Manager. These can be set up to access information from your practice management system, and to prompt users to enter information directly into a document, e.g. a client address prefilling from your system, or a fill in field asking for the year the document relates to.

Stationery

Stationery items hold layout and formatting that can be applied to Microsoft Word documents, for example a letterhead used by the practice. When a document is marked as Stationery, it is available from the Stationery drop-down list in the Create Document Wizard from within Document Manager. The stationery can then be used in combination with the standard document to provide layout features such as headers, footers, fonts and styles etc. You would generally only have a few stationery documents set up for use in MYOB Intranet, for example, one stationery item for fax headers and one for letters.

Other features

The News section within MYOB Intranet can be used as a mini-newspaper or bulletin board for your practice. It can hold news on social events, process changes or any other major news. For example, it can be used to communicate information on the latest tax or accounting issues.

Web links holds the links to websites commonly used by your practice. These may include professional sites, as well as general sites such as time zones around the world, White Pages, etc.


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MYOB Intranet Administration

MYOB Intranet is integral to the operation of the MYOB Document Manager suite as it provides the ability to set up:

• Standard items

• Stationery items

• Roles (security on categories).

The set up of these items is accomplished using the MYOB Intranet Administration application which is accessed from the MYOB Central main menu by selecting Maintenance Documents Intranet Administration. This application can only be accessed by staff members with the appropriate security rights. MYOB Intranet Administration is also used to add, maintain and delete the categories and content information in MYOB Intranet.

MYOB Intranet set up

MYOB Intranet needs to be set up with the appropriate standard items and stationery during the implementation process. Once this task is completed, it is then possible within Document Manager to select the required standard document and stationery, complete the document content, and to finally save the document against the client or contact record.


Related Document Manager set up tasks

There are a number of related set up tasks that are completed as part of the Document Manager implementation process. These include setting up document types and associated application types.

Document types

In Document Manager, when you select a document type to use for a contact or client, the system needs to know which application to launch. As part of setting up Document Manager, your administrator must map the document types you will use, with the applications required to create, edit and save them. This is accomplished by selecting Maintenance Documents Document Manager Setup from the main menu, and then clicking on Document Types.

Once mapped, the document types will appear under the Add Documents menu on the Task Bar, ready to be selected. Document types can also be deleted from your Add Documents list. Only those document types which your practice has mapped to use an application are available under Add Documents.


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Note: When a tick is displayed in the Documents of this type can be created from within Document Manager checkbox, it indicates that this document type appears under the Add Documents menu. The administrator will still need to map application types to document types even if they are NOT to be available under the Add Documents menu, to allow importing a document using the Share It functionality.

Application types

The document types allowed in Document Manager are linked directly to the application types installed on the computer you are using. Some default Microsoft application types and common programs are already supplied. The default list of applications consists of:

• Word (text documents)

• Excel (spreadsheets)

• Powerpoint (slide presentations)

• Outlook (emails)

• Microsoft Project (projects)

• Adobe Reader (PDF Files)

• Visio (charts)

• Image (pictures in any format assigned to a program on the workstation)

• MYOB File Notes

• Other (any other program installed on the workstation).

Once it is confirmed what application types are installed, several document types and shortcuts can be set up to display on the Task Bar, under the Add Documents menu. The options are used to make the document type Active, and to set it up to be used by Document Manager and the application type.

Note: Only the following application types will automatically become links in the Task Bar: Word, Excel, Outlook, Powerpoint and File Note. All other types have to be added to Document Manager via the Import document shortcut.


Navigating Document Manager

Overview

Document Manager provides you with an intuitive and easy to use interface that enables you to work with related MYOB and Microsoft applications. Document Manager and its associated functionality can be accessed using a number of methods including access from:

• Viztopia Practice Management (VPM)/Central system

• Windows System Tray (MYOB Document Manager shortcuts)

• Microsoft Word, Outlook, Excel and PowerPoint tool bars.

How to access Document Manager from VPM/Central

1. To access Document Manager from VPM/Central, select Document Find Documents from the main menu or click the

Documents icon on the main toolbar.

The Find Documents page is displayed.


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How to access Document Manager from the System Tray

The system tray (or notification area) on your Windows system is part of the task bar at the bottom of the screen, and contains the clock and other programs that run in the background. It also allows you to access Document Manager.

Placing the MYOB Document Manager icon in the system tray makes it available for you to use at any time. It can be added to all PCs when Document Manager is first installed, or it can be added later by each user. This Document Manager Shortcut enables you to add or find and create documents quickly.

1. Move your mouse over the icons in the System Tray to identify the MYOB

Document Manager icon and right-click to display the popup menu.

2. When you click the MYOB Document Manager icon in the system tray, it displays a menu containing:

o A list of Add Document types set up in your practice’s Document Manager system. You can click an appropriate link to create and save documents from here.

o A Find Documents link to find and open any document in your Document Manager system. It will find and open only those documents that you are permitted to access.

o A Login as link which allows you to log in as another user. By default, the login of the last user of the system on the workstation is used.

o An Exit button, which when clicked closes the MYOB Document Manager shortcut feature until you next start the workstation or manually add the icon to your system tray.

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Task Bar

When Document Manager functionality is available within your system, e.g. when accessing the Documents tabs on the relevant pages, or the Find Documents page, the Task Bar provides a range of menu options that allow you to quickly initiate the relevant task.

For example, you can use the Add Documents menu to quickly create a range of documents including checklists, emails, notes and letters; or you can use the Single Document and Multi Document menus to perform a wide range of tasks on your existing documents.

You can also use the Document Approvals menu to apply a range of approval statuses.


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Home Pages

Document Manager is a system that streamlines the processes involved in creating and storing information, while also providing fast document retrieval. The Home Page windows are an important part of this system. They enable you to sort and categorise documents in different ways, and to perform a range of tasks against these documents.

Home Pages relating to Document Manager activities can be set up by selecting Customise homepage in the Other Tasks menu on the Task Bar. This displays the Toolbox that allows you to select the Document Manager Home Page windows. These are displayed by drag and dropping the relevant items onto the Home Page, and then right-clicking on a window and selecting the relevant menu option:

• Administration - Checked Out All - All Outstanding Documents

• My Documents - Documents Awaiting My Approval - My Documents awaiting approval - My Outstanding Documents - My Draft Emails - My Documents to Review - My Recently Used Documents - All Recently Used Documents


• Mail Centre - All Sent Documents - All Unsent Documents - Awaiting Dispatch

• My Checked Out Documents - My Checked Out Documents.

Administration windows

Check Out All (Documents Currently Checked Out By All Employees)

This window enables someone with the appropriate security rights to view all documents currently checked out by all employees in the practice. The toolbar at the bottom of the window can be used to check in, print or link documents, as well as display check out information for a document and export a list of the documents to Excel.

All Outstanding Documents (All Documents That Are Current And Are Not Complete/Approved)

This window enables someone with the appropriate security rights to view all documents that are current and not completed or approved. The toolbar at the bottom of the window can be used to change the status of a document to In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print or link a document, export to Excel and filter documents by their creation date.


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My Documents windows

Documents Awaiting My Approval

This window lists all documents that are assigned to you for approval (documents you need to approve). You can also use the toolbar at the bottom of the window to change the status of a document to In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print or link a document, filter documents by their Due Date and Priority, and export a list of the documents to Excel. This Homepage is only available to employees who are approvers.

My Documents Awaiting Approval

This window lists all documents created by you that are awaiting approval from someone else. The toolbar at the bottom of the window can be used to change the status of a document to: In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print, link or delete a document, filter documents by their Due Date and Priority, and export a list of the documents to Excel. This window would normally be used by most individuals in the practice (where approvals are used) to monitor their own documents.


My Outstanding Documents

This window lists all documents that have been created by you and are not yet complete or approved. The toolbar at the bottom of the window can be used to change the status of a document to: In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print, link or delete a document, filter documents by their creation date and export a list of the documents to Excel. This window would normally be used by most individuals in the practice to monitor their own documents. To include file notes in your outstanding list of documents, click the Include File Note checkbox.

My Draft Emails

This window lists all draft emails that have been created by you that were saved in Document Manager. The toolbar at the bottom of the window can be used to change the status of an email to: In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print, link or delete an email, filter emails by their creation date and export a list of the emails to Excel.


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My Documents To Review

This window lists all documents that are awaiting review, as distinct from awaiting approval. The window is used by managers who review documents created by staff members, prior to these documents being approved by a partner. The toolbar at the bottom of the window can be used to change the status of a document to: In-Progress, Rework or Awaiting Approval. You can also print or link a document, filter documents by their creation date or priority, and export a list of the documents to Excel.

My Recently Used Documents

This window lists your most recently used documents. The toolbar at the bottom of the window can be used to change the status of a document to: In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print, link, delete, Restore from Trashbin and export a list of the documents to Excel. The Audit Trail options checkboxes can also be used to filter the documents listed in the window. By default the window will display the 20 most recently used documents. To change this, change the number in the No. Documents field and click the Refresh button.


All Recently Used Documents

This window lists all recently used documents that you have rights to. The toolbar at the bottom of the window can be used to change the status of a document to: In-Progress, Rework, Awaiting Approval or Approved/Complete. You can also print, link, delete, Restore from Trashbin and export a list of the documents to Excel. The Audit Trail options checkboxes can also be used to filter the documents listed in the window. By default the window will display the 20 most recently used documents. To change this, change the number in the No. Documents field and click the Refresh button.

Mail Centre windows

The Mail Centre and its associated windows streamline the processes required for handling outgoing mail by making it easy for administrative staff to prepare and dispatch the physical and electronic mail for the firm. For example, once a mail merge has been completed, the documents awaiting dispatch are transferred to the Mail Centre, which allows users to print envelopes and labels for the desired mail, individually or in bulk.

All Sent Documents

This window lists all documents that are flagged as sent. The toolbar at the bottom of the window allows a user to Mark as Sent, print or link documents and produce labels. The window also allows you to export a list of the documents to Excel and filter documents by their Sent date.


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All Unsent Documents

This window lists all documents that do not have a sent flag. The toolbar at the bottom of the window allows a user to Mark as Sent, print or link documents and produce labels. The window also allows you to export a list of the documents to Excel and filter documents by their Created date.

Awaiting Dispatch

This window lists all documents that are complete, not sent and have a Send Via Post flag against them. The toolbar at the bottom of the window allows a user to Mark as Sent, print or link documents and produce labels. The window also allows you to export a list of the documents to Excel.


My Checked Out Documents

This window enables you to view all your checked out documents. You can also use the toolbar at the bottom of the window to check-in, view check out information, print or link documents. The window also allows you to export a list of the documents to Excel.


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Right-click menu options

Document Manager provides a range of right-click menu options that enable you to quickly perform a task in the system. The options available for selection vary depending on the page or window you are accessing at the time. The following table provides a list of the right-click menu options available. Note that the Home Page windows previously described are also available using the right-click menu options.

Option Function

Field Chooser To select fields of information you want displayed with listed records. Drag fields onto the list area from the window, or vice versa.

Refresh row To update the information displayed in the selected row.

Edit Allows you to edit the current version of a document.

Set current version

To set any version of a document as the current version on the Versioning page.

View To view a document without checking it out.

View To Do Opens the To Do page for the selected document with a list of tasks.

Show List By Enables you to view a search list by First Record or Last Record.

Check out To check out a document.

Check in To check in a document.

Undo checkout

To undo a checked out document. Changes made to the checked out document will be ignored. The document will be returned to its original state, as before the check out. If the document was checked out on another machine, it will remain in the checked out area.

Checked out info

To view information about who is using a document and the date it was checked out.

Export To export a document to your local machine or network. Any changes made to that exported document will not be reflected in Document Manager.

Import To import a document from your local machine or network to Document Manager. Importing on the Versioning page allows you to import a document as a new version, not as a new document.

Versions To open the Versioning page for the selected document. This will allow you to view all versions of that document. This is particularly useful for emails, when storing email trails as versions.

Properties To view and edit the selected document record properties such as extra fields and title.

Audit Trail Displays the Audit Trail window with the details for that document.


Microsoft Office applications

When Document Manager is installed, a Document Manager toolbar is available every time you use Microsoft Word, Excel, Outlook or Powerpoint. The tables on the following pages list the toolbar buttons and functions associated with the following Microsoft Office applications:

Word

Excel

Outlook

Powerpoint


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Toolbar for Microsoft Word

The following table lists the Document Manager toolbar buttons that are displayed in the Microsoft Word toolbar:

Button Function

Check In To lock the document and store it with the relevant archiving information and version number. A checked in document must be checked out before it can be edited or changed in any way. Generally, you would only use this button if you wanted to check in your document as a new version or a new document. Otherwise you would generally just save the document, which would update the current version with the changes.

Share It To add a Microsoft Word file from your local disk or from your network to Document Manager. You would use this if you created a document outside of Document Manager and then realised you needed it to be incorporated into Document Manager to make it a managed document.

Std Text Opens the Select Standard Items window for you to select standards to insert in your document at the point the cursor was located prior to selecting the button.

Send via Email

To send a document as an attachment via email to a selected client. Only documents that are complete or approved are allowed to be sent to clients. This ensures people who are supposed to get documents approved do not send incomplete documents to clients.

Send Team Email

To send a document as an attachment via email to internal staff only. This will only send a link to the document. The other person will be opening the document with its updates from the document management system.

To Do To attach a To Do task to the document.

Properties Displays the Document Properties window which displays the profile details of the selected document. You can also add information and edit existing information using this window.

Status Clicking this button displays the current status of the document. This button has two different functions depending on whether it is part of the approvals process. If it is flagged for approval, then clicking this button will display the current status of the approval including the history (opens the Approval window). If it is not for approval, then a dialogue with the current status will display only.

To set the document as In progress.

To set the document as requiring Rework.

To set the document as Awaiting Approval.

To set the document as Approved/Complete. Clicking OK on the dialogue box displayed will close the document.


Button Function

Opens the Link Documents window that allows you to view the links to other documents and to add links.

Opens the Select Standard Item window that allows you to insert a link to an Intranet Standard document.

Opens the Search for a document window and allows you to insert a link to a document already stored in Document Manager.

Opens the Select Standard Item window that allows you to insert a link for creating a new document from an Intranet Standard.

Displays the Insert Contact Fields window that allows you to insert selected fields listed in the window. This function is relevant for MYOB Intranet documents only, and would be used by administrators for creating standards and stationery.

Displays the Audit Trail window that lists all activities performed on the document such as Created, Edited etc.

Displays the About window with information on the version of MYOB Document Manager currently in use.


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Toolbar for Microsoft Outlook

The following table lists the Document Manager toolbar buttons that are displayed in the Microsoft Outlook toolbar:

Button Function

Send Team Email

To send an email to internal staff only. Emails sent using this button are not stored in Document Manager. They will only be sent if the email address is on the internal exchange server, or is set up as a registered address in the Document Manager Setup page.

Check In To lock the email and store it with the relevant archiving information and version number. A checked in email must be checked out before it can be edited or changed in any way. Generally, you would only use this button if you wanted to check in your email as a new version or a new email. Otherwise you would generally just save the email, which would update the current version with the changes.

Insert Ref# To insert a reference number. This will automatically profile the email into Document Manager and then insert the reference number at the bottom of the email.

Share It To add an email to Document Manager, including emails that were originally produced outside the Document Manager system. You would use this if you created an email outside of Document Manager and then realised you needed it to be incorporated into Document Manager to make it a managed document.

Attach To attach a managed document or graphic to the email. If the email is not currently managed it will also profile the details to Document Manager.

Std Text Opens the Select Standard Items window for you to select standard text to insert in your email at the point the cursor was located prior to selecting the button.

To Do To attach a To Do task to the email.

Properties Displays the Document Properties window which displays the profile details of the selected email. You can also add information and edit existing information using this window.

Status Clicking this button displays the current status of the email. This button has two different functions depending on whether it is part of the approvals process. If it is flagged for approval, then clicking this button will display the current status of the approval including the history (opens the Approval window). If it is not for approval, then a dialogue with the current status will display only.

To set the email as In progress.

To set the email as requiring Rework.

To set the email as Awaiting Approval.


Button Function

To set the email as Approved/Complete. Clicking OK on the dialogue box displayed will close the email.


Opens the Select Standard Items window that allows you to attach a standard document to the email.

Displays the Audit Trail window that lists all activities performed on the email such as Created, Edited etc.



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Toolbar for Microsoft Excel

The following table lists the MYOB Document Manager toolbar buttons that are displayed in the Microsoft Excel toolbar:

Button Function


Share It To add a Microsoft Excel file from your local disk or from your network to Document Manager. You would use this if you created a document outside of Document Manager and then realised you needed it to be incorporated into Document Manager to make it a managed document.

Send via Email


Send Team Email











Button Function

Opens the Select Standard Item window that allows you to insert a link to an Intranet Standard document.

Opens the Search for a document window and allows you to insert a link to a document already stored in Document Manager.

Opens the Select Standard Item window that allows you to insert a link for creating a new document from an Intranet Standard.




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Toolbar for Microsoft Powerpoint

The following table lists the Document Manager toolbar buttons that are displayed in the Microsoft Powerpoint toolbar:

Button Function


Share It To add a Microsoft Powerpoint file from your local disk or from your network to Document Manager. You would use this if you created a document outside of Document Manager and then realised you needed it to be incorporated into Document Manager to make it a managed document.

Send via Email


Send Team Email











Button Function




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Searching for Documents

Overview

The Find Documents page is used by general users to search for documents that relate to a client, contact, assignment or employee. It is also possible to search for a document using the Search for a document window accessed from the Windows System Tray.

Find Documents page

The Find Documents page is available to all users of Document Manager, and is launched by clicking on the Documents icon in the toolbar. The Find Documents page can then be used to search for and manipulate your results by sorting, filtering or grouping selected items.


Search options

The Find Documents page allows you to search for a document using the following search option/fields:

• Text – search text is entered in this field.

• Author – the author of the document can be typed in this field or selected.

• Reference no – the reference number assigned to the document when it was created can be entered here.

• Show current version only – with this option selected, only the current version of documents is listed in the search results.

• Full text search – search for partial words and within documents including Microsoft Word, Excel and Powerpoint, PDF documents and documents that have been scanned using Optical Character Recognition (OCR) software. Documents that have been scanned and saved as graphics files, cannot be searched for text.

• Include Archived items – this feature allows users to search for items that are no longer active or appear in normal searches.

Clicking on the link on the Find Documents page displays the Search Help window, which provides detailed information on search criteria.

How to search for a document using the Find Documents page

1. Click on the Find Documents icon in the toolbar.

The Find Documents page is displayed.

2. Type the document name or part thereof in the Search for field, or alternatively enter the Reference Number in the relevant field.

3. Refine your search by selecting the relevant search option checkboxes.

4. Click on the Search button or press the [Enter] key.

The results that match your search criteria are displayed.

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5. You can sort the results alphabetically by clicking a column header.

6. 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 Filing Cabinet to the grey area, the list shows documents grouped by filing cabinet.

7. To expand the grouped list, click the Expand button.

8. To collapse the grouped list, click the Collapse button.


Note: The Field Chooser window can be displayed by right-clicking in the Find Documents page. This allows you to add or remove fields by dragging and dropping the relevant field into the column header.

9. When you are ready, click on the blue, hyperlinked title of the document that you want to open.

The program in which the file was saved automatically launches, displaying the relevant document.

How to Search for a document using the Search for a Document window

It is also possible to search for a document using the Search for a document window accessed from the Windows System Tray.

1. Click on the MYOB Document Manager icon in the Windows System Tray at the bottom of your screen. A popup menu is displayed.

2. Click on Find Documents in the menu.

The Search for a document window is displayed.

3. Enter or select the relevant Search Criteria in the associated fields.

4. Once you have applied the relevant search criteria, click the Search button.

The search results are then displayed in the window for your review.

Note: The Search for a document only searches title and extra fields. It does not include a full text search.

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5. Clicking in any of the blank column fields at the top of the grid, e.g. Client displays a dropdown list, enabling you to filter the list of documents displayed by selecting the relevant item.


Creating a Document

Overview

As mentioned earlier in this guide, the first stage in the Document Manager workflow is document creation or capture. You can create a document from a number of starting points including from:

• MYOB Intranet using the relevant standard document

• Client, Contact, Assignment or Employee Details pages

• Microsoft Word, Outlook, Excel or Powerpoint.

You can also capture and save a scanned document in Document Manager using PDF Manager, in conjunction with a watch folder. Each of these alternatives will now be examined.

Creating from within MYOB Intranet

Creating a document from MYOB Intranet means that you can begin with a detailed examination of the standard documents available for your area of the practice. Although these items can still be accessed from Document Manager, MYOB Intranet can provide you with a broader range of additional practice related information to begin your document creation task.

How to add a letter

1. Click on the Intranet icon in the toolbar.

The Intranet page is displayed.

2. Use the Intranet left-hand menu to navigate to the required section, for example Tax & Accounting General.

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3. Right click on the required document and select Create Document from the menu.

The Create Document Wizard is displayed.

4. Select the Contact against whom the document will be saved using the dropdown list or the ellipsis button to search and select.

5. Ensure a Title for the document is displayed in the relevant field. This should have defaulted from the MYOB Intranet document name, and can be edited if required.

6. Confirm the Author as required.


7. Confirm whether this document will be Outbound, e.g. relating to a client, contact or employee and requiring approval, or Inbound such as a working document not requiring approval or distribution by post, by selecting the relevant option.

8. Depending on security settings, you may also have the option of setting the Approval Required and Send via Post checkboxes as required.

Some documents may already have either one or both of these checkboxes already selected and greyed out. The Send via Post checkbox is selected if this document is to be sent via post, and as a result will be displayed in the administrator’s Awaiting Dispatch window on their Home Page.

9. Click Next.

Step 2 of Create Document Wizard is displayed.

10. Select a Filing Cabinet to save the document to, and if necessary select an Assignment from the relevant field.

11. When the filing cabinet is selected, Category fields may also be displayed. If required, enter Values for these fields.

Note: If it is mandatory for a Category to be selected, the relevant item is

displayed in red and the Mandatory icon is displayed.


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12. If required (and you have the relevant security rights), click on the Security button to establish security settings specific to this document in the Document Security window, then click OK.

13. Click on the Finish button. The newly created document is opened in the relevant application, in this example Microsoft Word.

14. Once you have finished making changes, save and close the document. It will then be saved in Document Manager.


Creating a document from within Document Manager

Documents can be created from within Document Manager using a number of methods including via the Client/Contact page, the Employee and Assignment Details pages, the Find Documents page, or by clicking on the MYOB Document Manager icon in the Windows System Tray. In some situations, this task begins by searching for the record that the document will be saved against. Once the relevant Client/Contact/Employee/Assignment Details page is displayed, the document can then be created and saved against the record.

How to search for a client/contact/assignment or employee in the database

1. Depending on the page you want to view, click the Client, Contact, Assignment or Employee icon on the main toolbar. The relevant Find page is displayed.

2. In the Search for field type the name of the client, contact, assignment or employee record you want to view.

3. Click on the Search button or press the [Enter] key. The search results are displayed.

4. Double-click the required record. The relevant page is displayed.

From the Documents tab, you can view the documents added and saved to a Client, Contact, Employee or Assignment Details page record. You can also create a document from any of these pages.

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How to add a letter

1. From the Add Documents menu option on the Task Bar, click Add Letter.

The Create Document Wizard: Add Letter window is displayed.

The wizard has two steps accessed from the tabs near the top of the window. By default, the Details tab is displayed for Step 1 of 2. You cannot select the Profiling tab without completing the fields on the Details tab.

The Contact name is determined by the particular page, e.g. Client page that you have previously selected and cannot be changed.

2. If required, select an Addressee from the drop-down list.

3. Type a Salutation if necessary – this may be automatically populated from the client/contact record.

4. Select a different Address from the drop-down list if required.

5. From the Intranet Details field, select a Standard item (e.g., Engagement Letter) from the drop-down list, or click on the Ellipsis button to search for the item.

The Select Standard Item window is displayed.

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6. Search for a suitable standard document and double-click on the item to add it to the wizard field.

7. Under Document Details, the Title will default to the name of the Standard item previously selected. Edit this name if required.

8. If a different Author is required, type the name, or click the Ellipsis button to search for and select the author.

9. If posting the document via a mail service, select the Send via Post check box.

Note: This checkbox determines if a document appears on the Mail Centre Home Page. Staff members should be encouraged to replace their manual mail books by using this checkbox flag. Even documents that are supplier related can be scanned in – and marked as Send via Post. That way your practice always has a record in the system of everything that was sent via post.

10. If you require approval to send the document to a client (this field may already be selected and greyed out), select the Approval Required check box, then click Next.

Note: This field may be greyed out because the document has been set up within MYOB Intranet to require approval, and unless you are an approver, you cannot over-ride this setting.

The Profiling tab is displayed.


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11. Select a Filing Cabinet in which to store the new document from the drop-down list.

Note: It is possible to set up a default filing cabinet for each employee, so that they would not need to select the filing cabinet each time they produce a document

12. If the filing cabinet requires documents to be saved at the assignment level, you may have to select an Assignment from the drop-down list. However, if this is not required, the Assignment field will be greyed out and the document will be saved at the client level.


13. When the filing cabinet is selected, Category fields may also be displayed. If required, enter Values for these fields or select one from the dropdown list, e.g Work Type where multiple values for this category may have already been set up.

14. If necessary, (and you have the security rights that would normally only be assigned to an administrator or partner) you can click click on Security to change the security settings for this document.

The Document Security window is displayed.

Caution: MYOB does not recommend that security is changed at the individual document level unless absolutely necessary. If a change is made at an individual document level – this document will not have security updated if changes are made to groups in the future, for example, a person is added to the partner group.

15. Complete the required changes to the security settings and click on the OK button.

16. Click Finish to close the wizard and accept all the settings you have applied.

The new document will open in Microsoft Word, ready for you to complete.


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How to create a document from the Windows System Tray

1. Click on the MYOB Document Manager icon in the Windows System Tray at the bottom of your screen. A popup menu is displayed.

2. Click on the required document type to be created. In this example, Add Letter is selected.


3. Select the Contact against whom the document will be saved using the dropdown list, or use the Ellipsis button to search for and select the contact.

4. If required, select a Standard document using the dropdown list, or use the Ellipsis button to search and select from the Select Standard Item window.

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5. Click on the Next button.


6. Select the relevant Filing Cabinet from the drop down list.

7. If required, select an Assignment from the drop down list for the document to be saved against.

8. Select or enter any Category information as required, then click on the Finish button.

The newly created document is opened in the relevant application, in this example, Microsoft Word.

9. Once you have finished making changes, save and close the document. It will then be saved in Document Manager.


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How to capture a scanned document and save it in Document Manager

Being able to easily scan and store documents in your Document Manager system is a major contributor to the ‘less paper’ office. The following procedure shows you how to use PDF Manager in conjunction with Document Manager, to capture scanned documents relating to client work, and then save them into Document Manager against the client record.

To enable this process, PDF Manager uses what is known as a ‘watch folder’. The relevant scanner and watch folder must first be set up by your administrator; then when you a scan document, it is automatically placed into the watch folder. When PDF Manger is opened, the scanned documents are displayed ready for you to work on. This is a major time saving feature, as it allows you to scan large quantities of documents, and then to collate them using PDF Manager.

1. To commence the task, scan the required documents using the relevant procedure for your scanner.

As the documents are scanned, they are automatically placed into the PDF Manager watch folder.

2. Launch PDF Manager.

In the following example, a number of documents have been scanned and are now displayed in the document panel of PDF Manager.

3. Select the pages that you want to save by ticking the relevant checkboxes.

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4. Click Save with in the PDF Tasks menu.


5. Select the Contact against whom the document will be saved using the dropdown list, or use the Ellipsis button to search for and select the contact.

6. Enter a Title for document in the relevant field.

7. As this document will be saved directly against the client record, ensure that Inbound is selected as the Source field.

8. Click the Next button.


9. Select the relevant Filing Cabinet from the drop down list.

10. If required, select an Assignment from the drop down list for the document to be saved against.

11. Select or enter any Category information as required.

12. Click the Finish button to save the document against the selected client or contact record in the database.


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How to delete a document

Your ability to delete a document is dependant on your own security rights and the security applying to the document. In addition, a document cannot be deleted if the following conditions apply:

• The document is checked out

• Another staff member has opened the document

• The document has an active To Do assigned

• The document is linked to a file note

In situations where it is possible for you to delete a document, the following procedure can be used.

1. Tick the checkbox associated with the document on the relevant page.

2. Click on Delete Documents in the Multi Document menu on the Task bar.

The Delete Document(s) window is displayed with the selected document listed.

3. To delete the document click OK.

The document is deleted from the system and is no longer displayed on the relevant page.

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Using Microsoft applications to create, save and share documents

When Document Manager is installed, it also adds buttons and other tools to the Microsoft Word, Outlook, Excel and Powerpoint toolbars. This enables you to create a document directly from the Microsoft application, and then when you are ready, to save and Share It via Document Manager. You can also open and share existing documents using the same procedure.

How to save a document created in Word to Document Manager

1. Once you have completed the relevant Microsoft Word document, click the

Share It button in the Word toolbar.

Step 1 of the Create Document Wizard is displayed.

2. Select the Contact against which the document will be saved using dropdown list or use the Ellipsis button to search and select the contact.

3. Ensure a Title for the document is entered in the relevant field.

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4. Confirm the Author, Status and Document Type as required, and if necessary select an alternative Date Created.


Step 2 of Create Document Wizard is displayed.

6. Select a Filing Cabinet to save the document to, and if necessary select an Assignment from the relevant field.

7. When the filing cabinet is selected, Category fields may also be displayed. If required, enter Values for these fields.



8. If required, click on the Security button and establish the required security settings in the Document Security window, then click on the OK button.

9. Click on the Finish button to save the document against the selected client or contact record in the database.


Adding File Notes File notes include background information that can be used to build knowledge in relation to a client or contact. Being able to effectively capture, store and retrieve this information for every client is another powerful feature of Document Manager.

Files notes are created using the built-in functionality provided by the system, as distinct from Microsoft Word, and can be used for short notes such as making a record of phone conversations etc. You are also able to link existing Document Manager items to file notes. This is an excellent way of summarising the job, and tying all the documents together.

How to create a file note

1. Open the page for the client, contact, employee or assignment that is the subject of the file note.

2. Click on Add File Note in the Add Documents menu on the Task Bar or

click the MYOB Document Manager icon in the system tray and select Add File Note.

Note: This selection may not be called a File Note. It might be called Meeting Note or Phone Call depending on the set up for your practice.

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The Create Document Wizard: Add File Note window is displayed. By default, the Details tab is displayed. You cannot select the Profiling tab without completing the fields on the Details tab first.

3. Under Document Details, type a descriptive Title.

Note: The Address Details and other fields are greyed out, as this is not an outgoing document and therefore does not require addressing.

4. If a different Author is required, type a name or click the Ellipsis button to search and select the relevant author.

The Find Employees window is displayed.

5. Type the first few letters of the name in the Search for field, then click on the Search button. The results that match your search criteria are displayed.

6. Double-click on the correct Author, then click on the Next button to display the Profiling tab.

7. Select a Filing Cabinet to save the document to, and if appropriate select an Assignment from the relevant field.


8. If the selected Filing Cabinet has Category fields associated with it, you may need to enter or select a Value for the relevant field/s.



9. If necessary, and providing you have the appropriate security rights, you can click on the Security button to change the security settings.

10. Click on the Finish button to close the wizard and accept all the settings you have selected. The File Note page is displayed.

11. Type the content of the note in the text entry area in the lower half of the page. You can use the formatting buttons to change the format of the note:


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- Change fonts, font size, and/or font colour

- Add bold/italic/underlining

- Align left/centre/right

- Create a bulleted list

- Undo/redo and print

12. When the note is complete, click on the Save button.

The content of the note is now displayed in the Details field.

13. If you want to link other documents to the File Note, click on the Ellipsis button in the Linked item field and use the Search for a document window to complete this task.

14. If you need to delete the note, select the relevant line and click on the Delete Detail button.

15. Once you have completed the note, click on the OK button to close the File Note page and save the note.

Note: If you wish to add another line (and maybe link another document) click the Add Detail button. This will add another line allowing further narration. The new line will get a new date and time stamp.

Note: You can print individual detail lines by clicking the Print icon in the rich text toolbar. If you would like to print the entire File Note, click the Print File Note icon in the File Note menu on the Task Bar. This will send the contents to Word where you can edit according to your requirements.


Working with Email

Overview

Microsoft Outlook is set up to work as an integrated application with Document Manager so that you can create, store and send emails. You can decide whether to capture all, or only selected emails in your system, so that they can be located and retrieved from a Client, Contact, Assignment or Employee Details page.

You can choose whether or not to add reference numbers to emails, and whether to use version control. You can exclude internal email so that there is no risk of sending these emails to outside organisations. You can link emails with other emails, and with any other documents in your Document Manager database. In addition, the approval workflow can be set up to use email notifications, and general emails can also be stored as documents.

Document attachment points

There are several points where it is possible to attach a document to an email. However, for external emails, only completed and approved documents can be selected as document attachments. Once the document is ready to be sent to a client, you can attach it using the following entry points. They all provide the same results unless specified:

• From the Find Documents page or the Client/Contact/Employee/ Assignment Details pages Document tab – tick the required document/s, then click Send via Email in the Task Bar – multiple complete/approved documents can be attached at the same time this way.

• Open the relevant complete/approved document (e.g. Word, Excel etc) and from the Document Manager toolbar click Send via Email – only the current document will be attached to the email.

• Open the relevant document (e.g. Word, Excel etc) and from the Document Manager toolbar click Send Team Email – this is designed to be used for internal emails, and only the link to the document is attached. The document can have any status for team emails.

• From Microsoft Outlook select Attach from the Document Manager toolbar – this launches the Search for a document window, which asks you to select the documents to attach. Multiple documents can be attached. It also provides the option to attach a link to the documents themselves.


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Workflow control

Another important use of email is for workflow control. For example, an email notification can be sent on selection, to alert a user that a document is awaiting their approval. It can also be used to request a user to release a checked out document, and for general internal communication via the Team Emails facility.

Creating emails

There are various ways in which emails can be created and saved in Document Manager. For example:

• Emails can be created via the Client or Contact pages, the Employee and Assignment Details pages, the Find Documents page and by clicking on the MYOB Document Manager icon in the Windows System tray. In these situations a reference number can be automatically inserted in the email, if the relevant setting is applied in the Document Manager Setup page.

• It is also possible to initially create the email within Microsoft Outlook and then save it in Document Manager. In this situation you need to decide whether you want to insert a reference number before sending the email.

Emails can also be linked to existing emails previously sent to a client, or the email may be completely new and not associated with a previous email.

How to create a new email from within Document Manager

In this example, a new email is created from the Client page. A similar procedure is used when generating a new email from the Contacts page or via the Employee or Assignment Details pages.

1. Open the relevant Client page.

2. Click Add Email from the Add Documents menu on the Task Bar or click in the Windows system tray and select Add Email from the right-click menu.

The Create email window is displayed.

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3. Because this email is new, ensure NEW email not associated with a previous email is selected, then click on the OK button.

The Create Document Wizard: Add Email window is displayed.

4. Select the relevant email address from the Address field.

5. Type the subject of the email in the Title field and ensure the relevant Author is selected.

6. Confirm the Source of the email by selecting either Outbound or Inbound. If you select Outbound you may need to select the Approval Required checkbox.

7. Click on the Next button. The Profiling tab is displayed.


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8. Select a Filing Cabinet to save the email to, and if appropriate select an Assignment from the relevant field.

9. If the selected Filing Cabinet has Category fields associated with it, you may need to enter a Value in the associated field/s.

10. Click on the Finish button. The email is automatically created in Microsoft Outlook ready for you to complete the body of the email.

When the Send button is clicked in Outlook, the email is sent as well as being saved in the Client page Documents tab. The email is marked as sent when it has left the Outbox.

How to create and save an email within Outlook

In this example a new email is created within Outlook and needs to be saved against the client record using Document Manager. A reference number is inserted before completing the email.

1. Click on the New button in Micorsoft Outlook to create a new email.

The Untitled Message window for the new email is displayed

2. Click the Insert Ref# button in the toolbar.


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3. Because this email is new, ensure that NEW Email not associated with a previous email is selected, then click on the OK button.

The Create Document Wizard: Add Email window is displayed.

4. Select the relevant Contact.

5. Confirm the Source of the email by selecting either Outbound or Inbound. If you select Outbound you may need to select the Approval Required checkbox.

6. Click on the Next button. The Profiling tab is displayed.

7. Select a Filing Cabinet to save the document to, and if appropriate select an Assignment from the relevant field.


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8. If the selected Filing Cabinet has Category fields associated with it, you may need to enter or select a Value for the relevant field/s

9. Click on the Finish button. The new email is displayed in Outlook with the Reference Number inserted.

10. Complete the email as required, then click on the Send button when ready.

The email is sent to the relevant person and saved against the selected client record.


How to save an incoming email in Document Manager

In this example an email has just been received from a client accepting an invitation to a client seminar. The email now needs to be saved against the client record using Document Manager.

1. Open the email message from Outlook and click on the Share It button.


2. Because this email relates to an email previously sent by the practice, click Link this email to a previously captured email.

3. Click on the Ellipsis button in the Reference no field and search for and select the initial email sent to the client.

The details of the client together with the reference number are now displayed in the Create email window.

Note: The Reference no field will automatically populate if the client is replying directly to the email sent by your practice, as the initial email will already have a reference number that will be detected by Document Manager.

4. Click on the OK button.

The linked email is now stored in the database against the relevant client record.

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Team email

The Team Email functionality provided by Document Manager allows you to create emails that are sent to internal staff only within your practice, or other registered domains set up in the Email Settings area of the Document Manager Setup page. This email type is used for the informal communication that would normally not be saved in Document Manager. This is in contrast to emails relating to client work, that should always have the required document attributes applied, such as reference numbers and versioning.

How to send a Team Email

1. Compose the email message and enter the relevant internal email address and subject in Microsoft Outlook.

2. When the email is ready to send, click the Send Team Email button in the Outlook toolbar.

The email is sent to relevant recipient/s but not saved in Document Manager.

Note: If you send to multiple recipients, all of the recipients must be team email addresses (i.e. registered domains). If they are not, then the email will not send via the Send Team Email button.

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How to send a Team Email with a managed document link attached

Situations may arise where you require another staff member to check (rather than approve) a document that is already saved within Document Manager. You can use a Team Email to complete this task, by sending that person a link to the managed document.

1. Open the required document from within Document Manager.

2. With the document displayed in the relevant application, e.g. Microsoft Word, click the Send Team Email button in the toolbar.

A new email message is created with a document link inserted in the Attachments field.

3. Enter the relevant email address and Subject.

4. To send the document to the internal staff member, click the Send Team Email button.

The email including the link to the relevant document is sent to the staff member. When that person double-clicks on the link within the email, they are then able to check the relevant document.

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To Do Items and Approvals

Overview

Document Manager allows your practice to manage the tasks and responsibilities associated with the completion of your documents, as part of an automated workflow process. As documents are created and worked on, they can be reviewed and approved online, which gives you instant access to client work and the associated documents. It allows staff members to identify work that has been allocated to them, and then to immediately access the related documents. They are able to collaborate on projects, so that more than one person can work on a job at the same time, regardless of where they are located.

To do items

To handle these document related tasks, Document Manager allows you to create what are known as To do items for a specific document, enabling the document to be managed from creation stage through to its final completion.

How to create a To do item associated with an existing document

In this example a To do item is created from the Client page Documents tab for a document previously saved in Document Manager. A similar procedure is used when creating a To do item from the Find Documents page, or the Contact, Employee or Assignment Details pages.

1. Open the relevant Client page and click on the Documents tab.

2. Search for the relevant document.

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3. Highlight the relevant document and click the To do button in the Single Document menu on the Task Bar.

The To do window is displayed.

4. Type a Subject for the To do item in the relevant field.

5. Search for and select the employee to complete the task using the Ellipsis button in the Assigned field.

6. Select the Status and Priority from the relevant dropdown lists.

7. Select a date from the Due End date dropdown calendar.

8. Type a title for the note in the Notes field, then type the body of the note in text entry field below. This note would normally be used to provide the relevant instructions to the person completing the task.

9. When the note is complete, click on the Next button.

The History tab is displayed. This tab maintains a history of who the task was Assigned To and Assigned By.


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The Notes tab is displayed which lists the notes recorded against this task.

Note: The Notes tab is a history of all the notes ever recorded against this To do item. If a change is made to the note, the old one is saved and a new one is created. The most recent note will be the note that appears on the Main tab.

11. Click on the Finish button. The newly created task is now assigned to the relevant employee and recorded against the client record.


How to view To do items assigned to a document

Once To do items have been assigned to a document, you can view what has been assigned by searching for the document using the Find Documents page or the Documents tab of the Client, Contacts, Employee or Assignment Details pages.

1. To view the To do items assigned to a document, select the document in the relevant page, then right-click-and select View To Do from the menu displayed.

The To Do page displays, and lists all tasks assigned to this document.

2. To view a To do item, double-click on the relevant item to display the To Do window.

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How to view To do items assigned to you

A list of the To do items that have been assigned to you can be viewed from Tasks window on the Home Page.

1. Open the relevant Home Page (containing the Tasks window) from the Views menu on the Task Bar.

The Tasks window is displayed on the selected Home Page allowing you to view the list of To do items assigned to you.

2. Clicking on an item Name will display the To do window for that item containing the relevant details.

Note: The Tasks window can be displayed on a Home Page by clicking on Customise homepage in the Task Bar, clicking on the VPM selection then dragging and dropping the Tasks item onto the page,

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How to view To do items assigned to an employee

There may be situations where you need to view the To do items assigned to another employee. Providing you have the relevant security rights, To do items assigned to an employee including yourself, can be viewed from the Employee Details page.

1. Open the relevant Employee Details page and click on the To do tab.

The To do tab lists all tasks assigned to the employee.

2. Clicking on an item in the list displays the To do window for that item.

Note: To do items that are overdue are displayed in red.

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Status of a document

Statuses are used to monitor document creation workflows and to control documents distributed to clients from your practice. Some standard documents may have an approval requirement already established within MYOB Intranet. This means that when a new document is created, based on this standard document, the Approval Required checkbox in the Document Creation Wizard is already selected and cannot be changed. However, in situations where an approval requirement is not already set, it is at this stage in the document creation process that the requirement for approval can be manually applied.

Once the Approval required option is ticked in the Other section of Create Document Wizard, the following statuses become available:

• In Progress - To set approval as In Progress.

• Rework - To set approval as Rework.

• Awaiting Approval - To set approval as Awaiting Approval.

• Approved - To set approval as Approved or Complete.

If the checkbox is not selected, only two statuses are possible for the relevant document: In Progress and Completed.

Note: Only Approved and Completed document can be emailed to clients.

A document is always created with the status of In Progress, and requires you to move it from that status. Once the document is ready to be emailed, you can set it to Completed (if approval is not required) or Approval Required.


Document Approvals

Some employees in your practice will require the approval of a partner or senior staff member before they can send correspondence they have produced to a client or contact. Document Manager allows you to set up and control an approval process to handle this requirement. A number of approval options are available.

Approvals within Microsoft applications

When Document Manager is installed, it also adds Status and approval related buttons to the Microsoft Outlook, Excel, Word and Powepoint toolbars. These can be used when preparing and approving documents before they are sent to clients and contacts.

Approvals within Document Manager pages

In addition, when the Find Documents page or the Client, Contact, Employee, or Assignment Details page Documents tab is displayed, the Task Bar displays the Document Approvals menu. This provides a range of approval options that are the same as those provided in the Microsoft toolbar.

Clicking on a menu item provides the following options:

• View status - To view the current approval status of the document.

• In Progress - To set approval as In Progress. You only select the In Progress button when the document is set to something else (except Approved). Setting a document to In Progress will reset the Responsible and Requested By fields, and set the status back to In Progress.

• Rework - To set approval as Rework. Selecting Rework (from Approval Required) will reset the Responsible and Requested By fields and set the status to Rework indicating further changes are required.


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• Awaiting Approval - To set approval as Awaiting Approval. Selecting Awaiting Approval will set the current user as Requested By, the status to Awaiting Approval and Responsible to blank. The user can then select any active employee in the database to assign the document to. This employee will either be a reviewer or an approver. The reviewer simply does not have approval rights.

• Approved/Complete - To set approval as Approved or Complete. Only someone with approval rights can set a document to Approved. For reviewers, they simply send the document to an approver once they are satisfied with it (i.e. a review process that involves two or more steps). Anyone with edit rights to a document can set a non approval document to Complete.

How to approve a document from a Document Manager page

The following procedure shows how to approve a document from the Find Documents page, or from the Documents tab of the Client, Contact, Employee or Assignment Details pages.

1. Highlight the document requiring approval in the relevant Document Manager page.

2. Click on the Approved/Complete item in the Document Approvals menu in the Task Bar.

The Approvals window is displayed allowing a staff member with the appropriate security rights to approve the document.

3. Select Approved from the Status dropdown list.

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4. Click on the Finish button.

The document now displays the Approved status on the relevant page.


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Approvals from the Home Page

Document Manager also allows a staff member with the appropriate Home Page setup and security access to administer the approval process via a number of Home Page windows:

• Documents Awaiting My Approval

• All documents that are current and not completed/approved

• All Recently Used Documents

How to approve a document from the Document Manager Home page

Document Manager allows a Home Page to be set up with a window that lists Documents Awaiting My Approval. Providing you have the appropriate security rights, this window allows you to complete a range of tasks including the approval of documents for your area of responsibility within the practice.

1. Open your Home Page with the Documents Awaiting My Approval window displayed.

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Note: This window can be displayed on a Home Page by clicking on Customise homepage in the Task Bar, clicking the Document Manager item, dragging and dropping the My Documents item onto the page, and finally right-clicking and selecting Documents Awaiting My Approval.

2. Click in the checkboxes associated with the documents you wish to approve.

3. Click on the Approve/Complete button in the tool bar at the bottom of the window.

The selected documents will now be shown as Approved in the Status column on the grid.

How to set approval requirements for a document

For situations where your practice uses document types that must be approved prior to being sent to a cliient, the documenst type can have this requirement applied automatically, once the relevant setting is applied in MYOB Intranet Administration. The following procedure shows you how to do this.

1. Select Maintenance Documents Intranet Administration from the main menu. The MYOB Intranet Administration window is displayed.

2. Use the left-hand folders to navigate to the section that contains the relevant document, for example Tax & Accounting General.

3. Select (highlight) the relevant document, then right-click and select Properties from the menu. The Document Properties window is displayed.

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4. To set the document to require approval within Document Manager, tick the Approval Required checkbox.

5. Click on the OK button to close the window and complete the procedure. When documents of this type are created by a staff member, they will now require approval by the relevant person before being sent to a client.


Printing documents

Documents can be printed from a number of locations within Document Manager, including from the:

• Find Documents page

• Home Page windows

• Client or Contact page Documents tab

• Assignment Details page Documents tab

• Employee Details page Documents tab.

The ability to print a document is indicated by the

by the availability of the Print icon in either a toolbar menu or within the Document Tasks menu on the Task Bar. To print a document, click in the checkbox for the relevant document and

click Print .

Note: When you click the Print icon, a message is displayed indicating the number of documents you are about to print and the default printer. You have the option to select Yes/No to complete the printing task. If you want to print to a different printer, you must change your default printer using Print Setup.


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Managing Documents

Overview

Document Manager provides your practice with an easy to use, fully featured system to manage the large volume of documents that you work with in your practice. This includes the ability to apply document versioning, check documents in and out, import documents, link documents, change document properties and undertake a mail merge. Each of these areas will now be discussed.

Document versioning

Document Manager enables you to create multiple versions of the same document. You can do this for any document type you add to the database. However, 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.

How to view and create new versions of a document

The following procedure shows you how to view the versions associated with a particular document, and how to create a new version from the Versioning page.

1. Use the Find Documents page or Documents tab on the relevant page to search for and find the required document.

Note: You can also view and create new versions of a document from the relevant Home Page windows.

2. Right-click on the document in the search results on the Find Documents page or the Documents tab.

3. Select Versions from the pop-up menu.

The Versioning page with the selected document's reference number is displayed. All versions of the document stored in Document Manager are listed in the Versioning page.

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4. Right-click on one of the versions of the document in the Versioning page.

5. Select New version from the pop-up menu.

You are prompted to confirm the action.

6. Click Yes to the prompt.

A new version of the document appears at the top of the list in the Versioning page. By default, this new version of the document is set as the current version as indicated by Current Version icon.


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How to set a document as the current version

1. Use the Find Documents page or Documents tab on the relevant page to search for and find the required document.

2. Right-click on the document in the search results on the page.

3. Select Versions from the pop-up menu.

The Versioning page with the selected document's reference number is displayed. All versions of the document stored in Document Manager are listed in the Versioning page.

4. Right-click on the version of the document that you wish to set as the current version, or select Set current version from the Versioning menu in the Task Bar.

5. Select Set current version from the pop-up menu.

The selected document is set as the current version, which is indicated by the Current Version icon in the first column of the Versioning tab.

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Check In/Out

The Check In/Out options enable you to save the documents to your local machine, work on them and then check them back in to Document Manager when completed. For example, this feature could be used when a staff member wishes to check out a document to their laptop, work offsite, and then check the document back in when completed.

Check out copies the document to the specified location, to enable off-line editing, and locks the item in Document Manager to prevent other people from making changes. While a document is checked out of Document Manager, other users will have read-only access to the document.

Check in updates Document Manager with the changes once editing is complete. When you check in the document, it can be checked into Document Manager as the same document that you checked out, or as a different version, or as a new document.

How to check out a document

1. Use the Find Documents page or the Documents tab on the Client/Contact/Employee/Assignment Details page to search for and find the required document.

2. Right-click on the required document in the search results on the Find Documents page or Documents tab.

3. Select Check out from the pop-up menu. The Check Out window with the selected document's reference number and title is displayed.

By default, the Open document after check out checkbox is checked. You may deselect this option as required.

4. Click on the OK button.

The document is now checked out and can be updated as required before being checked back in. A red tick against to the document in the relevant

page indicates that this document is checked out by you. If a person icon is displayed, this indicates that the document is checked out by someone else. If you hover your mouse pointer over the icon, a popup message displays the name of that person.

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How to check in a document

The My Checked Out Documents window on your Home Page would normally be used to check documents back into Document Manager.

1. Open the relevant Home Page (containing the My Checked Out Documents window) from the Views menu on the Task Bar.

2. Right-click on the blue, hyperlinked title of the required document in the My Checked Out Documents window.

3. Select Check in from the pop-up menu, or click on the Check In button on the toolbar of the Microsoft application.

The Check In window with the selected document's reference number and title is displayed.

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4. Under Document Check In Options, select one of the following:

Create a new version - The document will be added to Document Manager as a new version of the original document.

Create a new document - The document will be added to Document Manager as a completely new document. You will be required to profile the document again.

Replace original document - The original document in Document Manager will be replaced with the copy being checked in.

5. You may also select the following options, as required:

Keep document checked out - A copy of the latest version of the document will be added to Document Manager, but this option will keep the original document checked out. You would do this when you wanted everyone in the practice to have the most recent edition of the document, but you were still working on the document.

Delete local document file after check in - The local copy of the document will be deleted after adding it to Document Manager.

6. After you have made the relevant selection/s click on the OK button.

If you had chosen the option to Create a New Document, the Create Document Wizard would be displayed. You would need to complete the wizard using the same procedure as described in the Creating a Document topic in this guide.


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Importing documents

Document Manager allows you to import any of the recognised file types into your document management system via the Import Document selection in the Task Bar. You can also import a file into document manager from outside the system by right mouse clicking on a file in Windows Explorer, and selecting Send To MYOB Share It. Alternatively you can select Start Programs MYOB

Document Manager Share It.

How to import a document

1. Ensure that the Find Documents page or the Documents tab of the relevant page is displayed.

2. Click on Import document in the Add Documents menu on the Task Bar.

The MYOB Document Manager Share It window is displayed.

3. To import a single document, click on the Add Files button, or to

import all the documents in a folder, click on the Add Files in Folder button. The Open or Browse For Folder window is displayed.

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4. Navigate to the required document or folder.

5. Click on the Open or the OK button.

The selected document or all the documents in the selected folder are listed in the MYOB Document Manager Share It window.

6. To remove any of the documents in the list, de-select (un-tick) the checkbox of the document that you want to remove.

Note: The Skip indexing checkbox can be selected in situations where large numbers of documents are being imported, and the indexing process is completed as a separate task by an administrator.

7. The Set All In Progress and Set All Complete buttons can be used to apply the appropriate status to the documents being imported.

Note: Selection of Set All In Progress means that the relevant documents can still be edited after importation. Alternatively, if Set All Complete is chosen, it means that the documents cannot be edited. Careful consideration must be given to this selection.

8. Once you have confirmed the document/s to import, click on the OK button.

The Create Document Wizard window is displayed. You now need to complete the wizard using the same procedure as described in the Creating a Document topic in this guide. Once all documents have been profiled using the Create Document Wizard, they can be accessed from the Document Manager system.


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Note: if multiple documents are imported, the same profile will be applied to all documents.

Linking documents

Linking is another important feature of Document Manager that allows you to better manage your client work. Two types of document links are available:

• Links between (and outside) documents that relate to one another

• Links inserted within a document (Smart Links)

Links can be established between documents when required, and there are many situations where this feature can be used. For example, you may be replying to a client letter or email and need to link your response to their enquiry. Alternatively, you may need to link a series of emails or documents together regarding a task or some other job related activity.

For a different type of linking requirement you may want to use a Smart Link that involves inserting links within a document to other documents. For example, a situation may arise where you have a business process checklist for a commonly completed task in your practice. The checklist could include links to related documents, such as Intranet standards and completed as part of the process. These links would speed up the process of finding and completing the related working documents.

How to identify linked documents

Linked documents can be identified in the search results by the linked document

icon next to them. It is also possible to display a list of the associated linked documents by accessing the Linked Documents window.

1. After having identified a linked document on the Find Documents page or the Documents tab on the Client, Contact, Employee or Assignment Details pages, click in the adjacent checkbox.

2. Click on the Link Document item in the MultiDocument menu on the Task Bar.

The Link Documents window is displayed.

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This window displays the selected document in the upper grid, and the documents that are linked to it in the lower grid.

How to establish a link between documents

This procedure involves establishing a link between separate documents. It enables two or more related documents to be linked together.

1. Use the Find Documents page or the Documents tab on the Client, Contact, Employee or Assignment Details pages to search for and find the required documents.

2. Select the required documents by clicking in the associated checkboxes for each document in the Find Documents page or the Documents tab.

3. Click Link Document in the Document Tasks menu in the Task Bar.

The Link Documents window is displayed.

4. Click on the Existing Links button.

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This displays any existing links that the documents may have in a separate table.

By default, the documents are sorted by Document Id for Documents to be linked and by Date Linked for Existing Links.

5. If you decide that you want to link additional documents from the database, click on the Add Link button.

The Search for a document window is displayed.

6. Search for and select the relevant document and click on the OK button.

7. The document is added to the Documents to be linked table.

8. To confirm the linking of these documents, click on the OK button.

The documents that have been linked will now display the linked icon within Documents Manager including on the Find Documents page.


Viewing a Smart Link from within another document

Document Manager provides the functionality to insert a Smart Link inside the content area of another document saved in the system, as shown in the Word example below. To view a linked document from within another document (Smart Link), all you need to do is to double-click on the link to display the document in the relevant Microsoft Office application.

How to insert a Smart Link within a document

As previously mentioned, it is possible to insert a Smart Link within a document, to other documents saved within the system. There are a number of ways that this functionality can be used. However, in the following example an existing checklist already saved against a client record, will have a Smart Link inserted to link it to an Intranet standard document.

1. To begin the task, search for and open the relevant document from the client record. In the following example, the document is a rental property checklist, which will have a link inserted to a rental property summary (Intranet standard) document.

2. Identify which section of the document requires a link to another document, then click with your mouse cursor in the relevant position.

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3. Click on the Insert a link for creating a document from Intranet

Standard button in the tool bar.

The Select Standard Item window is displayed, which provides access to standard documents available from MYOB Intranet.

4. Use the Categories folders on the left to navigate to the required document.

5. Select the required document and click on the OK button.

A link is now displayed at the relevant insertion point in the original document. This document, including the newly inserted link is now saved against the client record.

6. When this document is reopened (ready to begin work), double-clicking on the link will display the following Microsoft Word dialogue box.

7. Click on the Yes button.


The Create Document Wizard is displayed ready to generate and save the relevant document against the client record.

8. Complete the Create Document Wizard using the relevant procedure previously described in this guide, then update the document content as required before saving against the client record.

Document properties

The properties of a documents are established when it is initially saved in Document Manager. However, it is possible to change these properties; for example those relating to security by accessing the Document Properties window associated with a document. You will need the relevant security authorisation to make these changes.

How to change document properties on an existing document

1. Use the Find Documents page or Documents tab on the Client, Contact, Employee or Assignment Details pages to search for and find the required document.

Note: You can also view and change the properties of a document from the relevant Home Page windows. p

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2. Right-click on the required document and select Properties.

The Document Properties window is displayed.

3. Make the required changes to the document properties in the Details and Profiling tabs.

4. When your changes are complete, click on the OK button to confirm.

Note: The ability to edit the properties of a document is also dependent on the current status of the document; In Progress, Approved, Complete etc. If the status is Complete/Approved, only certain fields can be edited. The status field cannot be changed from this window. Status changes must be made by the appropriate status buttons.


Mail Merge

Mail merges can also be easily undertaken from the Find Clients or Find Contacts pages using the functionality provided by Document Manager.

Note: When Document Manager is installed, the associated mail merge functionality replaces the existing Central mail merge functionality.

How to complete a mail merge

1. Use the Search functionality provided by the Find Clients or Find Contacts pages to create a list of recipients associated with your mail merge.

2. Click the checkboxes to select clients/contacts to be included in the mail merge.

3. Click Mail Merge Wizard in the Documents menu on the Task Bar.

Step 1 of the Mail Merge Wizard is displayed.

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4. Select a Standard item from the drop down list or use the Ellipsis button to search for the item, e.g. Seminar Invitation, Reminder Letter, etc. By default, the item’s name will also populate the Title field.

5. If required select a Stationery item to apply a particular layout and format to the mail merge document.

6. If required, edit the document name in the Title field.

7. Select the Send via Post check box, e.g. for a mail out, then click on the Next button.

Note: By default the Send via Post checkbox is ticked, which is the recommended setting in this situation. If this checkbox is un-ticked, it means that the relevant mail merge documents are not displayed in the Mail Centre home pages. The documents would then have to be reviewed on the My Outstanding Documents home page instead.



8. Select a Filing Cabinet from the dropdown list.

Note: It is recommend that a keyword (or similar) is selected for this profile to identify the documents as a bulk mail out. For example Golf Invite might be added as a keyword, assuming that a category and the relevant keyword selections have been set up for this filing cabinet, or

are available by clicking on the Link Extra Fields button.

9. If Category items are displayed, enter Values in the relevant fields if required, then click on the Next button.


10. Ensure that the required address type(s) is displayed in the Selected area in this window. Use the arrow buttons to move Available address types to the Selected area and to set the precedence.




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12. Ensure that the required contact type(s) is displayed in the Selected area in this window (default is MAIN). Use the arrow buttons to move contact types between the Available and Selected areas and to set the precedence.

13. Click on the Next button. Step 5 of the Mail Merge Wizard is displayed.

14. This step requires you to select either one of two options that determine how your mail merge documents are created and saved.

If you are creating a single document with separate pages saved against one contact or client, e.g. against an administration “client” used for mailing labels, click the Single Document Separate Pages button, and then select the contact or client using the adjacent Ellipsis button. It is recommended if you are sending a standard mail out to all clients, that you save this document to an internal client (you may have a client set up specifically for all external marketing material and possibly labels).


Alternatively, if you are creating multiple documents saved against the originally selected mail merge list, click the Multiple Documents button. This will create individual documents that will be saved to the individual client records.

15. When you have made the required selection, click on the Finish button.

Depending on your previous selection, a single document will be created in the relevant Microsoft Office application and saved against a single client, or multiple documents will be created and saved against all client records listed on the mail merge list.

Once all documents have been produced, the following window is displayed providing you previously selected Send via Post in Step 1 of the wizard.

16. Click on the OK button to close the window.

If the Mail Centre window Awaiting Dispatch is now accessed from the Home Page, it will display the documents available to be printed as required.

Reference Numbers

Every document that can be sent to a client including: a letter, fax, or email is assigned a unique Reference Number. For example, reference numbers can be automatically attached to external emails to easily identify the document and version in case it needs to be located in the system. A reference number can also be used as search criteria when using the Find Documents page, the Analyse Documents page or the Search for a Document window. The reference number is a combination of the document id and the version number.


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Administering the System

Overview

Document Manager provides a range of features that enable an administrator to effectively set up and administer the system. Many of these tasks are accomplished using the Document Manager Setup page.

Document Manager Setup page

The Document Manager Setup page is accessed from the main menu by selecting Maintenance Documents Document Manager Setup. The page consists of twelve tabs, with the Welcome tab providing hyperlinks to each of the other eleven tabs for ease of navigation.


Each of the tabs covers a specific area of the Document Manager set up and administration area, and is described in the following table:

Setup Step Description

1. Document File Store

This is used to set up the files store server address and the file store location. These settings are established during implementation and would rarely be changed.

2. Document Types Document types such as letters, forms, files notes, email, web links etc are set up here. An associated application type is also applied.

3. Applications Mapping a default document type to the application type is done here. This is used when completing imports and migration of documents. Additionally, this screen allows you to set the opening mode for application types. For instance, PDF documents would normally be opened in Read Only mode, whereas Word documents would by default need to be opened in Edit mode.

4. Email Settings Default external email settings such as “Save all external emails in MYOB Document Manager” are set here, as well as draft email settings and the registered domains for internal emails.

You can also decide for the practice if you wish to save draft emails in Document Manager. Three options are available:

a) Optional: A question will appear each time you ask to save a draft email

b) Mandatory: No question will be asked, any draft email will automatically call the Document Manager profiling window

c) None: No action is taken on Draft emails for Document Manager

Note: You do not need to enter the practice exchange server here unless it happens to be on a different domain to your SQL server. If you have another remote office that you regularly send internal emails to, you would set up their registered domain here.

5. Document Locations

The default document checkout location and export location for the practice are set here.

6. Audit Trail Settings

The audit trail settings allow the Document Manager system to be set up so that it is possible to determine what has happened to a document during its full life cycle. There are a wide range of actions relating to a document that can be recorded for later review. Not all actions are selected by default.

7. Categories to be used for document profiling

Categories used for profiling and sorting documents are set up and maintained here. This step is the Custom Categories page from Central. You must tick the Document column for extra categories to appear in Document Manager.


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Setup Step Description

8. Extra fields to be used for document profiling

Extra fields used for profiling and sorting documents are set up and maintained here. This step is the Custom Fields page from Central.

9. Filing Cabinets The filing cabinets used for storing and accessing documents are set up and maintained here.

10. Extra fields to be used for document views

This area allows you to define the extra fields and categories that can be set up to display in the Find Documents page and Documents tabs. There is a limit of 30 extras that will be visible in the Find Documents window. More can be set up, but these will not be available as fields in the Field Chooser.

11. Employee Settings This area allows a range of document, mail and security settings to be set up for individual employees on one page.

Setting up Document Manager

The set up of the system including completion of the Document Manager Setup takes place during the initial implementation of your system. These tasks will normally be completed by your practice administrator together with guidance from an MYOB consultant. Some of the areas within the Document Manager Setup may need to be updated over time, to meet the changing requirements of your practice.


Searching using the Analyse Documents page

The Analyse Documents page is used for analysing your documents, and in most practices will only be made available to an administrative user. The search functionality on this page does not include a full text search, but it does provide a powerful a search facility that returns ALL results on one page that match your search criteria, allowing you to slice and dice the data using grouping/filtering etc. You are also able to return ALL records on this page which is not possible on the Find Document page.

Search options

The Analyse Documents page allows you to search for a document using the following search options:

• Title – the title of the document saved in the system.

• Author – the author of the document can be typed in this field or selected.

• Reference no – the reference number assigned to the document when it was created can be entered here.


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• Get all records – returns all records when none of the three Search for options have been selected. This search option avoids searching through all records, which takes considerable time with a large number of documents. It allows you to return all the records in your database to do further analysis of the documents, such as grouping by year and filing cabinet, then filtering by keyword for example.

• Include extra fields – includes extra fields or custom categories in the search and results returned.

• Include Archived items – this feature allows users to search for items that are no longer active or appear in normal searches.

How to search for a document using the Analyse Documents page

1. Select Document Analyse Documents from the main menu.

The Analyse Documents page is displayed.

2. Type the document name or part thereof in the Title field. Alternatively, select the Author from the dropdown list, or enter the Reference Number in the respective field.

3. Refine your search by selecting the relevant search option checkboxes.

4. Click on the Search button or press the [Enter] key.

The results that match your search criteria are displayed.

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Filing Cabinets

Filing Cabinets in Document Manager are used to organise the documents for your practice. Like physical office filing cabinets, they enable you to organise and store documents to suit your needs. For example, you may want to profile documents by year or by division in your practice, e.g. Tax, Accounting and Audit. When you set up a Filing Cabinet, you also set the default security and other settings that help you to store, find and secure all documents in your system. Filing Cabinets are established and maintained using the Document Manager Setup page.

How to set up a new Filing Cabinet

1. Select Maintenance Documents Document Manager Setup from the main menu.

The Document Manager Setup page is displayed.

2. Click on the Filing Cabinets link on this page. The Filing Cabinets tab is displayed.

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3. Click Create new filing cabinet from the Filing Cabinet menu on the Task Bar.

The Create Filing Cabinet Wizard is displayed. By default, the Main tab is selected.

4. Type a unique Name for the new filing cabinet.

5. Click the Allow user to select an Assignment when creating a new document check box, if you want users to be able to profile and save a document against an Assignment rather than a client in this filing cabinet.


6. Click the Make Assignment field mandatory when creating a new document check box, if the user must specify the assignment for documents in this filing cabinet.


The Extra Fields tab is displayed.

8. To add fields, click on the Link Extra Fields button.

The Select extra fields window is displayed. The custom Categories and custom Fields set up for Document Manager are listed.

9. Click the checkboxes of the Fields that you require the user to enter values for when profiling documents for this filing cabinet, then click on the OK button.


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The Extra Fields tab is re-displayed, listing all of the fields you just added.

10. Click on the Mandatory checkbox, if you want to make it compulsory for users to select a Value for this Category when they are setting up a document. Click on the Multi Value checkbox, if you want to allow users to select more than one value.


The Security tab is displayed.

This tab enables you to specify which Security Groups can read, create,


edit, delete or archive documents for this filing cabinet.

12. To add one or more security groups to the Filing Cabinet Security Settings:

Highlight a group under Available Security Groups and click , or

To select all groups listed under Available Security Groups click .

By default, each group selected will have Read, Create, Edit, Delete and Archive rights for all documents in this cabinet.

13. To remove the rights for a group to Read, Create, Edit, Delete or Archive, click the appropriate check boxes. Click again to clear the check box.

14. To remove one or more security groups from Filing Cabinet Security Settings:

To remove an individual group click , or

To remove all groups, click .

15. Once you have established the required security settings, click on the Finish. button. The filing cabinet will now be available for use by the relevant staff members within the practice.


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How to rearrange a Filing Cabinet

Sometimes you may find that you need to re-arrange or edit the details relating to a Filing Cabinet. For example, you may need to change the Security settings, the Extra fields set up, or possibly make a filing cabinet inactive.

1. Select Maintenance Documents Document Manager Setup from the main menu.

The Document Manager Setup page is displayed.

2. Click on the Filing Cabinets link on this page.

The Filing Cabinets page is displayed.

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3. Select the relevant item in the Filing Cabinet list.

4. Select the tab that requires updating, e.g. the Security tab.

5. Make the required changes, and when complete click on the Finish button to save the changes and close the page.


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Security

Security is handled at three levels within Document Manager:

• Task Permissions level

• Filing Cabinet level, and

• Individual document level from the Profiling tab of the Create Document Wizard and on the Properties window after creation

Task Permissions

Task Permissions that cover what a user can do in the system are handled by the Task Permissions page which is accessed from the main menu by selecting Maintenance Security Task Permissions and then selecting Document Manager from the Product dropdown list.

This page enables the system administrator to establish settings for the various user groups within your practice, such as partners, managers, basic users etc. These settings are also applied to a range of areas within the system consisting of Assignments, Clients, Contacts, Employees, Maintenance and Suppliers.

To add or remove access to a task, simply click in the Allow checkbox against the relevant Permission Description/s and then click on the OK button to save the change and close the page.


Filing cabinet security

When you set up a Filing Cabinet via Step 9 of the Document Manager Setup page, you also set the default security and other settings that help you to store, find and secure all documents in your system. This step enables you to access the Create Filing Cabinet Wizard that allows you to determine:

• The Security Groups that can add documents to this filing cabinet, and

• The Security Groups that can view documents, change details, or delete documents for this filing cabinet.

These settings will often vary depending on the areas of your practice that require access to a particular filing cabinet. Filing Cabinets can then be customised to meet these requirements.

The Filing Cabinet security setting options are as follows:

Setting What it allows a user to do:

Read Allowed to read a document, but not create a document in that filing cabinet or make any changes to a document. This means that a user can search for a document, find it, and then view it only.

Create This includes all permissions from Read (above), but a user is also allowed to create the initial document. However, once they have created the initial document, they are unable to edit that document once they have closed it.


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Setting What it allows a user to do:

Edit All permissions from Read and Create except that a user is also able to edit existing documents – “edit” being to make changes to the document, create new versions etc.

Delete Allowed to Delete documents to the trash-bin from the selected filing cabinet.

Archive Allowed to select the Archive checkbox flag on documents in the Properties window.

Editing filing cabinet security settings

Once a filing cabinet has been set up, the security settings relating to that cabinet can be edited via Step 9 of the Document Manager Setup page. Selecting the Security tab displays the relevant settings for this cabinet These settings can then be edited by moving Security Groups between the Available Security Groups area and the Filing Cabinet Security Settings area using the arrow buttons, and then clicking the relevant checkboxes to set the access levels.

Note: If you have an existing document that has the security applied from the Filing Cabinet, then any updates to that security will also apply to that document. If however, you have a document that has individual document security applied, then changes to the security at the Filing Cabinet level will NOT be reflected on that document.


Applying individual document security

Customised security of individual documents is handled by the Document Security window which can be accessed from the Document Properties window, or while creating a document using the Create Document Wizard.

Security access for security groups

Once you have selected the Use Custom Document Security option, two types of security settings are available; those based on Security Groups or on individual Employees. For example, you can make a specific document only available to Partners and SuperUsers. In addition you can add or remove particular security rights for that document, including the ability to delete or archive the document.

Security access for specific employees

Secondly, you can also set up security access for specific employees by clicking on the Employee tab and making the relevant selections. For example, you may want to give read only access to a specific person for a particular document.


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External email control

As previously discussed, Document Manager allows reference numbers to be automatically attached to external emails to identify the document and version, so that they can be located in the system. Most importantly, the system also allows all external emails to be saved within Document Manager. These email options are controlled by system settings that are accessed by selecting Maintenance Documents Document Manager Setup Email Settings from the main menu.

A significant outcome is that it enables a practice staff member to quickly locate an email that the client is referring to during a phone conversation – you ask the client what reference number is on the email, and you can quickly display that exact email document on the screen.

Exporting a document

Providing you have the appropriate security settings, Document Manager also allows you to export an individual document to another location using the Export Document window.

How to Export a document

1. Use the Find Documents page or Documents tab on the Client, Contact, Employee or Assignment Details pages to search for and find the required document.

2. Right-click on the blue, hyperlinked title of the required document in the search results on the Find Documents page or the Documents tab.

3. Select Export… from the pop-up menu.

The Export Document window is displayed. Under Options, the default File Name is the MYOB Document Manager file name.

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4. Enter a new File Name if required in the relevant field.

5. Type a Destination Path or click on the Ellipsis button.

The Browse For Folder window is displayed.

6. Select a destination directory.

7. If you want to automatically launch the program in which the file was saved and open the document, check the Open document after export checkbox.

8. Click on the OK button to export a copy of the document to the selected location.


Index

A Administration windows .................... 24 Analyse Documents page ................ 112 Application types............................... 19 Approvals .......................................... 75 Approved .......................................... 81 Approved/Complete.......................... 83 Awaiting Approval ....................... 81, 83

C Check In/Out..................................... 92 controlling documents ...................... 14 Create Filing Cabinet Wizard ........... 115 creation or capture ............................ 11 current version .................................. 91

D delete a document ............................ 59 Document attachment points............ 66 Document Manager Setup page...... 109 Document Manager Workflow........... 11 Document types................................ 18

E Email ................................................. 66 email control ................................... 125 Excel toolbar ..................................... 37 Exporting ........................................ 125

F File Notes .......................................... 62 Filing cabinet security ...................... 122 Filing Cabinets........................... 12, 114 Find Documents page ....................... 41

H Home Pages ...................................... 85 Home Pages ...................................... 23

I Importing.......................................... 95 In Progress................................... 81, 82 incoming email ................................. 72

individual document security........... 124 Intranet ......................................... 9, 15 Intranet Administration...................... 17

K Knowledge management .................... 8

L Linking .............................................. 97

M Mail Centre windows......................... 28 Mail Merge ..................................... 104 My Checked Out Documents ............ 30 My Documents windows................... 25

N news ................................................. 16

O Outlook toolbar................................. 35

P PDF Manager ...................................... 9 Powerpoint toolbar ........................... 39 Printing ............................................. 88 Profiling and saving........................... 12 properties........................................ 102

R Reference Numbers ......................... 108 Rework........................................ 81, 82 Right-click menu ............................... 31

S scanned document............................ 57 Search options ................................ 112 Security ........................................... 121 Share It ............................................. 60 Smart Link....................................... 100 Standard items .................................. 16 Stationery.......................................... 16 Status................................................ 81


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System Tray................................. 21, 55

T Task Bar............................................. 22 Task Permissions .............................. 121 Team email........................................ 73 To Do Items ...................................... 75

V versioning ......................................... 89

W Web links .......................................... 16 Word toolbar..................................... 33 Workflow control............................... 67

Getting Started with MYOB Document Manager 4training.my.myob.com/au/ad/Document Manager 4.0/Getting...

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Transcript of Getting Started with MYOB Document Manager 4training.my.myob.com/au/ad/Document Manager 4.0/Getting...