EDIFICE Inquiry - Documents View

Use the Documents view to track the documents and correspondence from your office to the customer. You can view any system generated documents for the account such as statements, shut off/past due notices, payment plan letters, customer letters, lien letters and work orders. Documents can be printed and can be sent to the customer by email as well. If an account has remote documents from Invoice Cloud (an online bill presentment service) for example, the document displays with a Remote Documents link so the document can be easily downloaded and opened.

Attachments in the Documents view can be used to keep all non-EDIFICE generated documents for an account together in one convenient spot. This allows you to store any type of external documentation such as correspondence, PDFs, and images from a customer or pertaining to the customer in one central location for easy access. Creating this hub of information allows you to quickly locate the documentation that's needed when interacting with customers and keeps your accounts organized. For example, you can store correspondence from your customers as an attachment to their account.

Directions:

From the EDIFICE Inquiry, click View and then click Documents.

EDIFICE Inquiry - Documents View Example:

EDIFICE Inquiry - Documents View Prompts
Documents Tab A list of the customer's documents that has been generated displays. The list can be sorted and filtered. To sort, simply click the desired column heading. To sort in descending order, click the column heading a second time. Columns of information can be added or removed using the grid setting , which allows you to choose the columns to display in the grid.
	To view the document, click the View link on the desired document line. A window will open with the document, which can be printed.
	Email is available for sending documents stored in this view. For example, use the email function to send a customer a copy of their statement. Tip: Email is only available when a default customer document type of email template is set up.
Remote Documents	If a document has a remote documents link, you can click the link to download, view and print the document. Tip: The remote documents link is used for customer documents that come from Invoice Cloud, an online bill presentment service.
Filter	To limit the documents to those that meet certain criteria, click Filter next to the desired column heading. The available filter choices display. Here is an example of Document Types filters, which you can use to look for a specific type of document. To select the choices to use as criteria, click to check the desired box or boxes and then, click OK. Note: Advanced filtering options are available by clicking Text Filters.
Attachments Tab Use this area to view, add or remove non-EDIFICE generated attachments for the account. To start, click Attachments . A list of attachments displays. The number indicates the number of items currently attached to the account. The list can be sorted and filtered as needed.
Add Attachment	After a document has been scanned and saved or, a PDF or image is saved, it can be attached to the account. 1. Click Add and the following screen displays: 2. Click Browse. Then, navigate to the location of the saved item and select the file to attach. 3. Enter an optional name or description for the item. 4. Click Ok to complete the process.
View	To view the attachment, click View on the desired line. The attachment opens within the program that is based on the type of file it is.
Save	To save the attachment to a new location, click Save. The save as window opens where you can assign a new location.
Delete	To remove an attachment from the account, click Delete on the appropriate line. The following prompt displays. Click Yes to delete it or click No to keep the attachment.
Right-click Options To see additional options, right-click. Below is an example.
	Use the following functions to: To expand all rows in the grid, click Expand All. To collapse all rows in the grid, click Collapse All. To copy the information highlighted in the selected rows, click Copy. These functions can be handy for further manipulating or formatting the data or sending copies to coworkers. In addition, Print and Print Preview functions are available. To begin printing a list of the items, click Print. The Print dialog opens. To print to the Print Preview window, click Print Preview. - To create a Microsoft Excel spreadsheet from the selected information, click Save as Excel. This can be handy if you want to further manipulate the report data. Then, follow the normal Windows® save procedure listed below. - To create a PDF document from the selected information, click Save as PDF. Then, follow the normal Windows® save procedure listed below. - To create a Microsoft Word document from the selected information, click Save as Word. This can be handy if you want to change the heading or print the report on letterhead. Then, follow the normal Windows® save procedure listed below. The Windows Save As steps: At the Save In field, navigate to the desired location. At the File Name field, enter a file name. The Save as Type is set based on the Save as selected: Excel document to save as an Excel file. PDF to save as a PDF document. Word Document to save as a Word document. Click Save .