For SQL customers only, document storage is an additional feature that can be used in the documents tab in the Accounts window. 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 firstname.lastname@example.org
Document Storage Setup
For information on how to set up the Document Storage option, please visit Administration Control Panel: Document Storage Tab
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: With this option checked, the user will be forced to save the populated bookmark template to Document Storage instead of to a file path. Uncheck to allow the user to save to document storage and/or locally.
Document Storage Opening: With this option checked, the user will only be able to choose a bookmarked template from Document Storage. If unchecked, the user can choose to use Document Storage or browse to a saved template outside of Document Storage.
Document Storage Download: With this option checked, the user can open a saved document from the Documents tab of an account and choose to save the file locally. If uncheck. 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 also save an excel document as a PDF back into your Documents tab.
To Add a Document
- Click on the Add button and browse to the document/file location that you would like to save by using the Select File button.
- Double Click on the file.
- Enter a Description and click Save.
To Open a Document
- Highlight the Document that you would like to open.
- Select or Double Click on the Document.
To Delete a Document
- Highlight the file that you want to Delete.
- Click on the Delete button and then say Yes to confirm that you want to delete the selected Document.
To Edit a Document
- Double click on the document within the documents tab.
- Make any necessary changes
- Click on the Save icon.
- This message will appear if the user has Document Storage Download unchecked:
This message will appear if the user has Document Storage Download checked:
The user can close the message and go to File, Save As to save the file locally.
To Change File Description of a Document
- Highlight the file that you want to edit.
- Click on the Pencil button . A form will come up where you can edit the file description.
Proposal Generation from Financials
In Financials when you click the Excel or Word buttons you can generate a bookmarked template for your paperwork, then save them to Document Storage in the Documents tab of the account. If Document Storage Opening is unchecked for the user, this window will pop up:
Click No and a file folder will open to the file path as set in the user's profile and they can either choose a file from that location or navigate to another file path from their computer.
Click Yes and the Document Storage window will pop up with the list of templates set up for that area by the Sherpa Administrator.
If Document Storage Opening is checked for the user, the Document Storage window will open automatically and the user will not have a choice to open a template from a file folder.
If Document Storage Saving is checked for the user, the document will automatically save to the Documents tab of the account as soon as it is populated. Close the populated template and navigate to the Documents tab of the account. Locate the newly saved document and double click to open it. Make any changes necessary and save per the instructions above under Saving and Editing Documents to Accounts.
If Document Storage Saving is unchecked, the document is not automatically saved to the account. Either way, it is highly recommended to close the populated template immediately after population to sever that connection with Sherpa and avoid any possible issues that may come up. Click the Save button icon on the template to save it to Document Storage in the Documents tab of the account, or click File, Save As to choose a file path to save the document locally. Then close the document. You can now navigate to where you saved the document and open it back up to make any changes necessary.
If you did not save the document to the Documents tab of the account, follow the steps per the instructions above under Saving and Editing Documents to Accounts to add to the account.
NOTE: If the user has the option to save or open documents outside of Document Storage, the window prompts may not pop up on the top of all windows and may be hidden. If it seems that Sherpa is frozen, hover the mouse over the Sherpa icon in the task bar to see if it shows another window. If so, click on that to bring it to the top.
Last Modified 10/4/2023