SugarCRM® For Dummies®

Chapter 8. Working with Documents

In This Chapter

• Adding documents

• Viewing documents

• Checking out documents

• Working with multiple document versions

The Documents module is the module you turn to when you want to share documents with the rest of your company. You can use the Documents module to store, share, and supervise the versions of your documents. And, just like with a traditional library, you can decide who is allowed to check out documents — and monitor what kind of shape the documents are in when they return.

Creating Your Documents with the Documents Module

If you've ever tried to e-mail a large attachment to a colleague, you know that a seemingly easy task can run into a whole bunch of snags. The file might be too big to get past your ISP or, if you can send it out, it might be too big for your recipient's ISP. If the file is large, it might take a long time to transmit — during which you're unable to receive any other e-mail. Your recipient might have a spam blocker, or his company might have e-mail policies that prohibit receiving file attachments.

By using the Document List, you can create a library of documents and graphics that can be shared by all members of your staff. For example, you might be collaborating with a colleague who works from home on a brochure. Or perhaps you're building a custom-ordered widget for your best customer and want to share the specs and some sketches of the final product with your boss who's vacationing in Botswana. By placing documents and graphics ...