Chapter 14 Documents
Big Business lets you attach any file to any transaction by putting it in the Docs Folder. This is an instant solution for filesharing allowing you to save files where your team can find them. Others can see the Docs you added to an Order when they are creating the Invoice. They cannot see attachments you put with a PO if they do not have access to the PO tool.
This Chapter provides steps for setup. (7009)
Apple Mail Drag
BigBusiness 15 lets you drag files to the Docs folder and now emails from Apple Mail.
Drag emails from Apple Mail and drop them on the Docs folder to save a ton of time. Other users can open the email by double-clicking and see any attachments in context.
To try yourself, turn on Docs if you haven't already, and drag a message from Apple Mail and drop it on the Docs folder, such as on a new order an email with a PO PDF.
Screen Capture
Attach a screen shot of a window to any transaction in Big Business. This video shows how to capture a screen shot of a window on macOS or Windows. (6750)
On macOS:
- click Docs
- click Add
- click Capture
- click on the window
On Windows:
- go to the window
- type Alt - Print Screen
- click Docs
- click Paste
Screen Capture on Mac
One of the easiest ways to replace paperwork is with a screenshot. Big Business lets you capture a window and save instantly. Just choose Documents and Notes option in Docs Prefs for Filesharing.
This solution provides details. (7010)
To set your Docs Prefs:
1. Go to the Employee toolbar to My Prefs
2. For Docs Prefs choose Documents and Notes
3. Click OK to save My Prefs
To set Docs Prefs for your company:
1. Go to the Company card to the Company Prefs tab
2. For Docs Prefs choose Documents and Notes
3. Click OK to save the Company Card
To use the Docs tool:
1. Click the Docs button on a transaction's toolbar
2. Click Add (+) to add a Document
3. Click Capture to activate Capture Window on the Mac
4. Click any window to capture a screenshot of the window
5. Type any name and click OK to save
6. Click OK to save the transaction
Screen Capture on Windows
One of the easiest ways to replace paperwork is with a screenshot. Big Business lets you capture a window and save seamlessly. Just choose Documents option in Docs Prefs for Filesharing. Then in any window click Docs and click Paste to save a screenshot taken with Print Screen or Alt + PrtSc (for a window).
This Solution provides details. (7011)
To set your Docs Prefs:
1. Go to the Employee toolbar to My Prefs
2. For Docs Prefs choose Documents
3. Click OK to save My Prefs
To set Docs Prefs for your company:
1. Go to the Company card to the Company Prefs tab
2. For Docs Prefs choose Documents
3. Click OK to save the Company Card
To use the Docs tool:
1. Click the Docs button on a transaction's toolbar
2. Click Add (+) to add a Document
3. Click Capture to activate Capture Window on the Mac
4. Click any window to capture a screenshot of the window
5. Type any name and click OK to save
6. Click OK to save the transaction
Docs Folder on Lists
Big Business lets you attach any file to a Search window like Customers. This can be a convenient place to store attachments like Policies, Terms and Conditions, and so on that pertain to Customers. Moreover, you can click Send to make any attachment available--to Send (Docs) as email attachments or Send (Notes) as email messages.
This Solution provides an example for use. (7021)
Stored Documents
Big Business automatically stores Documents that you Attach:
• from the Folder tab on Customer, Vendor, Item, Contact, or Employee
• from a Note, to yourself or another user
• from the Docs Folder on transactions like Quote, Order, Invoice
Big Business automatically shares Stored Documents so they are available:
• to any Big Business Client, on Mac or Windows
• to the Note recipient
• to related transactions such as the Invoice for an Order or Quote
This Solution decribes this feature. (6494)
When another user tries to open the Stored Document, if the original is not accessible, a copy is made. This means all users on Mac and Windows have access to Stored Documents.
Big Business now sets a Size Limit of 1GB for Stored Documents, which works for any attachments like PDFs, business documents, and spreadsheets. Attachments that are over the Size Limit are linked as External Documents and are not stored.
To control automatic storing of Attachments:
1. Go to the Company Card to the Preferences tab.
2. Choose a setting for Stored Document Size Limit.
3. Click OK to Save the Company Card.
Docs Prefs
Big Business 10 adds the Docs tool for all transactions. Docs Prefs let you choose how to use the Docs tool.
Choices for Docs Prefs are:
• System Setting
• Hide
• Documents
• Documents and Notes
This Solution provides details. (6589)
Choices for Docs Prefs are:
• System Setting
• Hide
• Documents
• Documents and Notes
To set your Docs Prefs:
1. Go to the Employee toolbar to My Prefs
2. For Docs Prefs choose a setting
3. Click OK to save My Prefs
To set Docs Prefs for your company:
1. Go to the Company card to the Company Prefs tab
2. For Docs Prefs choose a setting
3. Click OK to save the Company Card
To use the Docs tool:
1. Click the Docs button on a transaction's toolbar
2. Double-click to open a Document
3. Click Add (+) to add a Document
4. Click OK to save new Documents
5. Click OK to save the transaction with new Documents (or Cancel to discard)
Docs Features
Big Business 10 adds the Docs tool. Docs Prefs let turn on the Docs tool.
Big Business 10.11 adds Drag and Drop for the Docs tool and Docs window.
Big Business 10.15 adds Paste to the Docs window.
This Solution provides details. (6646)
To use the Docs tool:
1. Click the Docs button on a transaction's toolbar
2. Double-click to open a Document
3. Click Add (+) to add a Document
4. Click OK to save new Documents
5. Click OK to save the transaction with new Documents (or Cancel to discard)
Drag and Drop:
• Drag and Drop onto the Docs button
• Drag and Drop into the Docs window
• Drag multiple files from your Desktop or other application
Paste Docs
Big Business adds Paste to the Docs windows. Click to paste:
• a File copied from your desktop or email attachments
• a Picture copied from email, web browser, photo or picture program
• a Screenshot taken with Print Screen, Alt + PrtSc, Snipping Tool
This Solution provides details. (6670)
• a File - copied from your desktop, email attachments, etc.
• a Picture - copied from email, web browser, photo or picture program, etc.
• a Screenshot taken with Print Screen, Alt + PrtSc, Snipping Tool, etc.
Unlock Docs
Unlock Docs is a customization to allow attachments for all entries including:
• entries locked by payment or other processing
• entries in Locked periods
This Solution provides details. (6726)
Docs Fixes
Big Business 10 adds the Docs tool allowing you to attach External Documents to any transaction in Big Business. This is handy for PDFs of POs, scanned docs, and more.
Big Business 10.22 fixes File Names with slashes.
This Solution provides details. (6745)
Share Forward
Share Forward is the feature of the Docs tool that lets others view or download your attachments when they convert your Orders to Invoices. This is handy when they have question about the customer's PO and you've been thoughtful enough to attach a copy right there. It also works for you to look back at your Order and see any attachments to the Invoice(s) such as shipping docs.
This Solution provides additional details. (6876)
Once Docs is turned on you will see a Docs button--next to Cancel, New, OK--on the toolbar for each transaction. Click the button to add an attachment, screen shot, alert, note, etc..
If you add attachments or notes to an Order they will appear on the Invoice(s) for that Order. Share Forward also works back to the Order from the Invoice, that later attachments to the Invoice can be seen from the Order.
To view an attachment or note, double-click. For attachments, you can also single-click and choose Edit to download a copy.
Document Not Found
You can Copy a file from your Desktop or any folder or directory and Paste it into Docs. The Docs Not Found alert will appear if the document cannot be found.
This Solution provides details. (6886)