Documents in Contacts

How to Manage Documents in a Contact's Record

The related documents section within a contact's record offers a comprehensive solution to centralize and organize all files linked to a specific person. This functionality ensures that documentary information remains directly associated with the contact, facilitating quick and efficient consultation from their own record whenever necessary.

This feature is part of the platform's document management system, which is also available in other areas such as demands, properties, utilities, or agents' own documentation. However, files added from the contact's record are exclusively associated with that entry, ensuring clear and segmented management.

What is the purpose of the documents section in a contact's record?

The main objective of this section is to consolidate all relevant files of each contact in a single accessible space. Instead of searching for documents scattered in external folders or different sections of the platform, users can locate them directly from the corresponding contact's record, thus optimizing workflow and information management.

The contact record is structured into two key areas:

• • Left panel: displays the essential and fixed data of the contact.

• • Right area: organizes various work sections through tabs, including general information, follow-ups, communications, campaigns, and, of course, related documents.

The documents tab is the designated space to consult, add, and manage all files linked to that contact in an orderly and accessible manner.

How to access a contact's related documents

To access the document manager associated with a contact, follow these steps within the application:

1. • Go to the Contacts section from the left sidebar.

2. • Select the contact whose document set you want to review or update.

3. • In the main area, locate the available tabs within the contact's record.

4. • Click on the Related Documents tab to open the document manager.

Upon entering, a complete view of the files already associated with the contact will be displayed. If no documents have been uploaded, the section will appear empty, offering the immediate option to attach new files.

The document manager centralizes all files linked to the contact in a clear and accessible interface.

Procedure to add a document to a contact's record

Adding new files is done directly from the document manager, following a simple and quick process:

1. • Within the documents tab, press the Add Document button or access Manage Documents if files have already been uploaded.

2. • In the management pop-up window, select the Files option located at the top right.

3. • Your computer's file explorer will open.

4. • Locate the desired file in the corresponding folders and select it to add it to the system.

Once the upload is complete, the file will be permanently associated with the selected contact's record. It is essential to ensure you are working on the correct record before uploading any document to maintain consistency and accuracy in document management.

Management and organization of already uploaded files

When a contact has linked documents, the Manage Documents button opens a specific window designed to facilitate the organization, viewing, and consultation of those files. Initially, documents are presented as icons, a visual option that allows quick identification of each file.

Additionally, it is possible to switch to a detail or list view, which offers a more structured and orderly presentation. This mode is especially useful for reviewing multiple documents associated with the same contact, allowing more efficient management.

The list view facilitates the review and management of multiple documents associated with the same record.

Open and view a document

To access the content of a file, simply double-click on the corresponding icon within the document manager. This action allows viewing the document without leaving the contact's record, maintaining workflow fluidity.

Using tags for advanced organization

The document manager offers the possibility to add tags to files, facilitating their classification and search when a record contains numerous documents. This function allows establishing clear and uniform criteria for internal organization.

To maintain a coherent structure, it is recommended to use tags with consistent names and avoid creating similar tags with different names for documents of the same category.

Best practices to keep documentation organized and accessible

The documents section reaches its full potential when kept up to date and used systematically. Below are some key recommendations to avoid errors and optimize its use:

• • Upload each file from the correct record: this ensures it is linked to the appropriate contact.

• • Verify before attaching: make sure the selected document is correct before confirming the upload.

• • Use tags to classify multiple documents: this simplifies organization and facilitates future searches.

• • Switch between icon and list views as needed: the icon view is ideal for quick review, while the list is more efficient for managing several files.

• • Consult documents directly from the record: opening them from the manager ensures they are correctly associated with the contact.

Common errors in contact document management and how to avoid them

Confusion between contact documentation and other modules

The platform has specific document sections for different areas. It is important to distinguish that a document added in a contact's record relates exclusively to that contact, while documents for properties, demands, utilities, or agents belong to their respective modules.

Before attaching or searching for a file, make sure to correctly identify the record or module to which the document should belong to avoid disorganization.

Empty documents tab

An empty documents tab does not necessarily indicate an error or failure. It may simply mean that no documentation has been uploaded for that contact yet. In this case, use the add document option to start incorporating relevant files.

Trying to manage documents outside the specific manager

Viewing, opening, and tagging document functions must be performed from the Manage Documents window. To change the view or modify existing files, always open this interface first to ensure proper management.

Summary: centralization and accessibility of documentation from each contact record

Managing documents in a contact's record involves accessing the Contacts section, selecting the desired entry, and using the Related Documents tab. From this section, users can add files from their device, open existing documents, switch between icon and list views, and apply tags for efficient organization.

Centralizing files in the corresponding record ensures that documentation is always associated with the correct contact, simplifying consultation and improving efficiency in daily management.