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Managing documents

To view a document's details and attachments, you must navigate to the folder that the document is in and select it in the Documents list. Its details and attachments appear at the right of the screen. You can also double-click the document to open an Edit dialog, from which you can modify more of the document's properties.

Viewing document properties

You can view a document's properties in much the same way that you view the properties of a task or schedule item.

To view a document's properties:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, double-click a document.
    The Edit dialog opens.
  3. In the Detail tab, review information such as the document's start and due dates, status, priority, and notes.

    If there are no visible tabs in the Edit dialog, click More Details . The dialog expands and the tabs become visible.

  4. In the Related tab, review any information about what other items this document is associated with (such as campaigns, opportunities, or products).
  5. In the Attachments tab, review any attached files for this document.
  6. In the Security tab, review the view and edit security for this document.

    The Security tab is not available when the Hierarchical Access Model is enabled.

  7. Click OK .
    The Edit dialog closes.

Emailing documents from the Document Manager

You can email a document from the Document Manager to a single contact or multiple contacts.

To email a document to a contact or multiple contacts:

  1. Navigate to the Document Manager workspace.
  2. Right-click on the required document and select Email and either For Single Contact or For Current Contact List .
    If you select For Single Contact , the Select Contact dialog opens. Select a contact and click OK . If you select For Current Contact List , the Batch Email dialog opens.
  3. [Optional] In the From drop-down, you can select your own email account or a group email account that you have access to.

    The Send from Group Mailbox permission enables you to send emails from a group email account.

  4. In the Subject field, enter the email subject.
  5. In the Body field, enter the text for your email.

    You can use the toolbar at the top of the Body field to format the text as rich text with styles such as bolding, italics, bullet points, and hyperlinks. You can copy and paste formatted text into the field. You can also click the Image button in the toolbar and upload images from your computer to use in email signatures. The images cannot exceed 2MB in size. The images must be in JPG, JPEG, or PNG format. To specify additional image settings, navigate to the Advanced tab. For example, you can specify the size of an image and its alignment.

  6. [Optional] To insert a merge field into the Body field, click Merge Fields and select the required merge field from the list. For example, the ${firstName} merge field personalizes the email with the recipients' first names.
  7. [Optional] To add your email signature, select Include Email Signature . To modify your email signature, click Manage Email Signature .

    You can create an email signature from the User Preferences dialog.

  8. Adding attachments to emails overwrites the subject and body text that you may have entered in the Subject and Body fields. To specify attachments to include in the batch email:
    1. In the Files field, click the Select button . You can choose from the following options:
      Favorites > Manage Favorites
      Opens the Manage Favourite Documents dialog where you can select attachments.
      Select from Document Manager
      Opens the Select from Document Manager dialog where you can select attachments stored in the Document Manager.
      Select from Computer
      Opens the Select from Computer dialog where you can browse for attachments stored on your computer and select the required attachments.
    2. Select the document to include attachments for in the batch email.

      Selecting a document includes all of its attachments.

    3. Click OK .
      The dialog closes. In the Batch Email dialog, the document's description populates the Subject field and the document's notes populate the Body field.
  9. [Optional] You can click on the Recipients tab to view message recipients. You can also search the list by first and last name. You can also click on the Add button  and choose either of the following drop-down items:
    • Select individual recipients to open the Recipient Picker where you can add and remove recipients.
    • Select recipients from a list to open the Select List dialog where you can select a saved list that you previously created to add recipients.

    If you have selected a large number of recipients, you may receive a message stating that the Recipients tab is taking longer to load than expected and asking if you want to continue. Click Yes to continue.


  10. In the Logging Options and Touches tab, select Create a journal entry for each recipient with personalized copies of the specified document to create a journal entry on the Activities tab for each selected email recipient. This checkbox is selected by default.
  11. In the Log Item Description field, enter the name that you want to use for the email log.
  12. [Optional] By default, the Add Subject checkbox is selected and appends the subject of the email to the log item description. You can choose to clear the checkbox.
  13. [Optional] You can select an item in the Priority drop-down to categorize the email record.
  14. [Optional] You can choose to attach a related campaign, opportunity, product, or service request.
  15. [Optional] In the Follow-ups tab, you can choose to add a follow-up activity by selecting the Add drop-down menu and selecting an option.
    Assigning a follow-up activity adds a task to the assignee's My Tasks tab in the Home workspace. The system creates one task for each recipient of the email. For example, assigning a follow-up activity for an email with three recipients creates three tasks. If logging is enabled, the task is also included list with one task for each recipient, and it will appear with the email log in each contact's Activities subtab.
  16. [Optional] To preview the email before sending it to recipients, click Send a Draft Email to send the email to your email address. If there are merge fields in the email body and attachments, they are personalized using the information from one of the recipients.
    After you click Send a Draft Email , a message displays stating that you have sent an email to your email address. Click OK to continue.
  17. To send the email, click Send Email .
    A confirmation dialog opens that summarizes of the number of attachments and leads in the batch email.
  18. Click Yes .
    The confirmation dialog closes.

The emails and attached documents are personalized and sent to the specified recipients. If an error occurs, an alarm dialog displays that tells you what caused the error and what to do next.

Creating an email signature

Adding documents to the Document Manager

You can add new documents to the Document Manager workspace so that you and/or other users can access them later.

A document is an object in NexJ CRM that is used to store computer files, such as Microsoft Word, PDF, or image files, as attachments.


To add documents to the Document Manager:

  1. Navigate to the Document Manager workspace.
  2. In the Folders tab, select the folder you want to add a document to.
    The folder's contents are displayed in the Documents list.
  3. At the top of the Documents list, click the Add button  and select the document type you want to add.
    The Add Document dialog opens.
  4. Specify the properties of the document as desired in the corresponding fields and tabs of the dialog.

    If want to create a note, you can use the toolbar at the top of the Notes field to format the text as rich text with styles such as bolding, italics, bullet points, and hyperlinks. You can also copy and paste formatted text into the field. You can also click the Image button in the toolbar and upload images from your computer. The images cannot exceed 2MB in size. The images must be in JPG, JPEG, or PNG format. To specify additional image settings, navigate to the Advanced tab. For example, you can specify the size of an image and its alignment.

  5. When you are finished adding your document, click OK .
    The document is added to the Document Manager.

You can view and access your added document from the Document Manager folder that you saved it in.

Document attachments

Attachments in the Document Manager workspace are files that are created outside of NexJ CRM . They add information or images to the document, can be populated with merge fields to allow customization, and can be saved in the workspace so that other users can access them.

An attachment is any computer file, such as a Microsoft Word document, that is attached to an activity, campaign, batch email, or document in NexJ CRM .

To view a document's attachments:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, select the document containing the attachments you want to view.
  3. In the Attachments zone, click the Show Attachment button  and select your desired attachment.
    The selected attachment's file name and preview appears in the Attachments zone.
  4. Click the file name of the attachment to open it.
    Depending on your browser, a confirmation dialog may open. Make the appropriate selection to open the attachment.

The attachment opens in the appropriate program, and you are able to view it.

Adding attachments

You can add new attachments to existing documents in the Document Manager workspace from your computer.

To add a new attachment:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, select the document you want to add an attachment to.
    The existing attachment file names and previews appear in the Attachments zone.
  3. In the Attachments zone, click the Add Attachment button .
    The Browse button appears in the Attachments zone.
  4. Click Browse .
  5. Select and upload your desired attachment.

The attachment is added to the document and the attachment's file name and preview appear in the Attachments zone.

Saving attachments to your computer

You can save an attachment from the Document Manager workspace to your computer.

To save a Document Manager attachment to your computer:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, select the document containing the attachment you want to save.
  3. In the Attachments zone, click the Show Attachment button  and select your desired attachment.
    The selected attachment's file name and preview appears in the Attachments zone.
  4. Click the file name of the attachment and save it to your computer.
    Depending on your browser, a confirmation dialog may open. Make the appropriate selection to save the attachment.

The attachment is saved to your computer.

Deleting attachments

You can delete existing attachments from any document in the Document Manager workspace.

To delete an attachment:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, double-click on the document that you want to delete an attachment from.
  3. In the Attachments zone, click the Show Attachment button  and select your desired attachment.
    The selected attachment's file name and preview appears in the Attachments zone.
  4. Click the Remove Attachment button .
  5. Click Delete to remove the attachment.

The attachment is deleted from the Document Manager workspace.

Editing document properties

You can edit an existing document's properties in the Document Manager workspace.

To edit a document's properties:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, double-click the document that you want to edit.
    The Edit dialog opens.
  3. In the corresponding fields, make your desired changes.
  4. Click OK .

Your document changes are saved.

Associating documents with contacts

The Create for Contact function allows you to associate a copy of a document with a specific contact so that you can modify that particular instance of the document without changing the master version in the Document Manager.

To associate a copy of a document with a contact:

  1. Navigate to the Contacts workspace.
  2. Select the contact you want to associate a document with.

    Make sure that the correct contact is selected before proceeding. This is a step that is easily missed and can cause unwanted documents to be created.

  3. Click the Document Manager workspace tab.
  4. In the Documents list, click the Action button  for the desired document and select Create for Contact .
  5. [Optional] In the Contacts workspace, click the Journal tab, and then click the Activities subtab to verify that the document has been created for your selected contact.

A copy of the document is created in the selected contact's Activities journal with all of the merge fields from the document's attachments personalized for the contact. The For field of the new document has the selected contact as its value.

Moving documents

You can change the folder in which a document is located.

To move a document:

  1. Navigate to the Document Manager workspace.
  2. In the Documents list, double-click the document that you want to move.
    The Edit dialog opens.
  3. In the Folder field, click the folder name hyperlink.
    The Select Folder dialog opens.
  4. Select the folder you want to move the document to.
  5. Click OK .
    The Select Folder dialog closes.
  6. Click OK .
    The Edit dialog closes.

The document is moved to your desired folder.