Navigate Here: Implementation > Solicitation Management > Browse Solicitations, select a solicitation > Documents tab
You can browse and manage the solicitation documents on Solicitation Management page - Documents tab.
When document folder has been configured, a tree view of the folder structure will be displayed on the left panel of the screen. By default, when you first enter into this screen, the root folder will be selected with all documents under it shown in the document table. You can switch to other folder by single clicking the folder name. Or you can view all documents by clicking the Display All Documents icon 
on top of the document search form, the system will then show all documents in the table from all folders in the tree.
A brief summary of each document displays in the table. The summary includes Document ID, Document Name, Created By, Last Modified Time, Is Checked Out and Is Linked Document. You may sort the records by clicking the linked column header. If there are too many records to be displayed on one page, you can use the navigation control to view another page, or you may increase the number of records per page.
You can quickly find the documents you want by using the search function. Enter search conditions in the search fields and click the Search button. The documents will be filtered and the table will show the records that match the search conditions. Click the Reset button to clear the latest inputs and the screen will be refreshed to the initial status, that is, root folder will be selected and all documents under it will be displayed.
You can edit a document by clicking the Document ID link or the icon 
in the Edit column and the system will direct into the Document Management page for the specific document.
You can add a new document into the current folder by clicking the Add Document 
icon on the top left corner of the table. The system will open the Add Document page.
You can delete multiple documents in batch by clicking the Batch Delete icon 
. There are two deletion methods based on the field "Is Linked Document":
❑ If Is Linked Document = Yes, only the association relationship will be deleted from the current solicitation but not the actual document file, so the document can be still visible in Browse Documents page.
❑ If Is Linked Document = No, the actual document file will be deleted from the system.
You can download documents in batch into local PC directories by clicking the Batch Download icon 
, or click the same icon in the Download column to download a single document.
You can batch copy document(s) to the current folder from any existing document in other business entities by clicking the Batch Copy Documents In icon 
. The Create Documents by Copying from Existing Documents page will be opened as below.
Search and select the documents to be copied and click the Save button. The system will go back to the Documents tab page of the current solicitation with the newly created documents with the prefix "Copy of" in the Document Name, other information like Key Words, Description of the source document will be copied to the new document as well.
You can batch copy documents in the current folder to another business entity by selecting them and clicking the Batch Copy Documents Out icon 
. The Batch Copy Documents To Another Entity Record window will be popped up.
Select an business entity and the target record, then click the OK button to copy the selected documents into the root document folder of the target record with the prefix "Copy of" in the Document Name, other information like Key Words, Description of the source document will be copied to the new document as well.
You can batch create linked documents to the current folder from any existing document in other business entities by clicking the Create Linked Document(s) In icon 
. The Select and Link Documents to Solicitation page will be opened as below.
Search and select the documents to be linked and click the Create Linked Document(s) Out icon 
. The system will go back to the Documents tab page of the current solicitation with the newly linked documents.
You can batch link documents in the current folder to another business entity by selecting them and clicking the Create Linked Document(s) Out icon . The Create Linked Document(s) To Another Entity Record window will be popped up.
Select an business entity and the target record, then click the OK button to link the selected documents into the root document folder of the target record.
Document Folder Structure
You can manage document folder structure for each solicitation by common document templates or self created document folders.
Click Configure Document Template button, the Configure Document Template window will be popped up.
Select an existing document template in the dropdown list and click OK button, the folder structure in the template will be applied to the current solicitation immediately.
Click Modify Folder Structure button, the system will direct into Edit Document Folder Structure for Solicitation page.
Select a parent document folder in the left panel and click Add Document Folder link on top of the form, the system will direct into Add Document Folder page.
The self created document folder is editable but tho folder inherited from the document template is read-only.
The required fields are noted with an asterisk (*).
Note Code*: The node code of the folder, it cannot be duplicate with any existing folder.
Note Name*: The name of the folder, it cannot be duplicate with any existing folder.
Order Number: The order number of the folder, the system will arrange the sequence of the folders in the tree view by this number, it is zero by default.
Description: The description of the folder.
Notes: The notes of the folder.
Once finished, click Save button to save all changes to the document folder structure.
You can click Delete button to delete a self created document folder, for documents under this folder, there are two deletion methods based on the field "Is Linked Document":
❑ If Is Linked Document = Yes, only the association relationship will be deleted from the current solicitation but not the actual document file, so the document can be still visible in Browse Documents page.
❑ If Is Linked Document = No, the actual document file will be deleted from the system.
Click Back link on top of the form, the system will return to the Documents tab page of the current solicitation.