Documents is go-to hub for storing and managing electronic paperwork for client records. Documents uploaded from forms and checklists are all stored here.
New Accounts should setup documents during onboarding.
Access Documents
| In SAM, open a client record > click Documents (sidebar) |
After a document is uploaded, SAM will display a link to open and download the document.
Add/Upload Documents
Documents can be uploaded to the Documents section three (3) ways:
By default, Documents uploaded will create a Document Record and be shown under here in the Documents section. One file can be uploaded at a time. Some users zip multiple documents and upload the zip file to SAM vs. uploading individual documents.
Add/Upload from the Documents Section
| In SAM, open a client record > click Documents (sidebar) > click Add [Entity Type] Documents (sidebar) > select a file from your device and desired fields > Save |
Add/Upload from Checklists
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In SAM, open a client record > click Checklist (sidebar) > click on desired Checklist Item's document upload icon Alternately, click Checklist (sidebar) > click on desired Checklist Item's meatball menu The folder icon will turn blue to show a document is uploaded. Clicking on the blue folder will open the document. |
Upload Documents on Client Checklists
End users can (re)upload documents. If a document has been uploaded, a checkmark icon will appear. If a document ha snot been uploaded, an arrow icon will appear.
| In SAM, end user navigates to desired checklist item > click the checkmark or arrow icon in the Upload column > upload a new file or click Upload New/Replace Existing and select a new file |
Add/Upload from Forms
| In SAM, open a client record > navigate to a form with a Document Upload field > click the pencil icon to edit > click Choose file > select a file from your device > Save |
Edit Documents
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In SAM, open a client record > click Documents (sidebar) > click on desired Document Item's meatball menu ( |
Document Naming and Versions
By default, SAM is setup to name documents on upload. When users download the document later, it has a standard descriptive name.
SAM renames documents to [Entity Name]_[Document Type]. [Entity Name] is the Full Name of the Entity/Record (ex. Family, Person or Organization).
Document Versions
When a document that's been uploaded is replaced, the previously uploaded document is available through SAM's Modification History.
Delete Documents
| In SAM, open a client record > click Documents (sidebar) > click Delete button (trash can icon) on Document record to Delete > click Ok to confirm |
Manage Expiring Documents
Add Expiration Dates to document records to manage documents that expire.
Manage an Updated Document Version
- Upload the new document with a new expiration date
- Update the original document with another date to denote a new version has been received
Include the Updated Document Received Date in filters to exclude documents you've received and no longer need to collect if they expire.
Share Documents
Via SAM URL
Copy and paste the document link into an email. This can only be sent to SAM Users that have Permissions to view the document.
Email Uploaded Documents as Attachments
| In SAM, open a client record > click Documents (sidebar) > click Email Document(s) > add a check next to desired documents to email > Save > add a check next to desired email address(es) to send to or type in directly > Save > Click Template > choose to use a template > edit template as desired > Save |
These emails are stored in Communications for the record. The document(s) attached is not saved in the Communication record.
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