Using Document Storage in Sherpa

Document Storage 

Overview

For SQL customers only, document storage is an additional feature that can be used in the documents tab in the Accounts tab.  Binary documents allow you to store documents in a database, eliminating the need to create open and save paths in the Manage Users area, and the need for shared folders on your network.  Also, anyone with access to an account has access to any documents saved in the Documents area.  To have this option turned on, you will need to contact support@compasscontact.net.

Document Storage Setup

To set up the Document Storage option, you will first have to create a database in the Document Storage tab of the Control Panel.  The Compass Administrator can create the database if the SQL Username in step 2 has system admin rights on the SQL server.  This is assigned in SQL Server Management Studio in the main security section on the SQL Server under the Users Properties/Server Roles. Once the database is created, the rights can be adjusted back to Public. It is recommended the Compass Administrator discuss this database creation with their IT Director before enabling this feature. This new database will need to be added to a database backup routine, and the IT Director will need to verify server space for document storage.

1. Choose to use the same location as the Sherpa Database, or, create a custom location. If creating a custom location, enter the server name, username, and password, and enter a name for the new database.
2. To test the connection and make sure the connection is working, click the Test Connection button.
3. If you need to make changes, you can type directly into the fields and click the Save Changes button to save your changes.
4. Check the Turn Document Storage On checkbox to enable this feature.

Bookmarked Templates

To set up bookmarked docs (proposals, sales paperwork, etc.) use the Bookmark Templates tab in the Control Panel.

1. Click the Add button, and a form will come up.
2. Click the Select File button and browse to the template file.
3. Give it a name (the user will see this when choosing the template, so it should be something they will recognize).
4. Choose which areas they will be able to populate it from. When populating templates, they will only see what is available based on what is checked.
5. You can choose to make the template Active (users will see them) or uncheck this to make them inactive (they will remain in the Admin list, but the users will not see it as a choice).
6. Click OK to save or Cancel to exit and not save.

You will then see the Active templates on the front page.

1. To show inactive templates as well, check the Show Inactive Templates checkbox.
2. Or, to Activate an Inactive template, you can use the checkbox under the Active column.
3. You can also choose where the templates will populate from her.
4. You can choose to Update the File.
5. To Download a file click Download.

Manage Users

In manage users you will want to verify whether you will force users to only use Document Storage to open and save documents or also allow them to choose to open from and save files to a local folder.

In the User Profile you will see 3 checkboxes in the Reports/Export tab.

Document Storage Saving: If using the Document Storage feature, and this is checked, this will force the user to save the populated bookmark template to Document Storage instead of to a file path

Document Storage Opening: If using the Document Storage feature, and this is checked, this will force the user to select a bookmark template from Document Storage. If unchecked, the user can browse to a saved template outside of Document Storage.

Document Storage Download: If using the Document Storage feature, and this is unchecked, a user can download MS Office files to wherever they want on their computer or network. If checked, the user can only open and view files, but not save to the destination of their choice, only into the Document Storage location.

Saving and Editing Documents to Accounts

Our Document Storage feature will make editing and saving your documents quicker and easier.  If you open a Word or Excel document from the Documents tab in Sherpa, you can now make edits needed on the document and choose to save your edited document directly back to Document Storage. No more saving the edited document locally and having to re-upload to Document Storage.  You can now also save an excel document as a PDF back into your Documents tab.

To Add a Document

1. Click on the Add button  and browse to the document/file location that you would like to save by using the Select File button.
2. Double Click on the file.
3. Enter a Description and click Save.

To Open a Document

1. Highlight the Document that you would like to open.
2. Select  or Double Click on the Document.

To Delete a Document

1. Highlight the file that you want to Delete.
2. Click on the Delete button  and then say Yes to confirm that you want to delete the selected Document.

To Edit a Document

1. Double click on the document within the documents tab.
2. Make any necessary changes
3. Click on the Save icon.
4. This message will appear.

• Choose Yes to overwrite the existing document, meaning your original document will be replaced by the one you have made changes to.
• Choose No to create a new document link in Sherpa, meaning you will now have two documents, 1. Being the original and 2. Being the one with the corrections, you have made.

***For the above two options, you will need to refresh the grid to see that the documents are now saved into your Documents tab.

• Choose Cancel to only save a local copy of the document which will be saved to your (c:) drive.

To Change File Description of a Document

1. Highlight the file that you want to edit.
2. Click on the Pencil button . A form will come up where you can edit the file description.

Proposal Generation from Financials

For both Word and Excel populated templates, you can choose to save them directly back to Document Storage.  After you have populated, the Template hit the Save button . You will then be asked if you want to Save Manually, Save to Document Storage, or if you have DocuSign send directly to DocuSign. (For details about DocuSign refer to the DocuSign manual section.)

Check an option and hit Save.

1. Save Manually will let you select a file path on your desktop to save the document to.
2. Save to Document Storage will save to the Documents tab of the account and you will follow the steps noted above to open and edit the document.
3. Send to DocuSign will apply only if you have the DocuSign module turned on and you will refer to the DocuSign manual section for further instructions.