Do you need to link product data sheets, technical data sheets or safety data sheets to your products and automatically send them to your customers when you send them a quote or invoice?
Would you like documents, images or files uploaded to a contact or to a quote or invoice to be deposited on your contact's Business Network?
With the Commercial Documentation app, automatically share and send your files to your contacts.
Use this App to specify the sharing status of documents added to your application. A"share with third parties" checkbox lets you designate each file as an attachment to be forwarded to your contacts when you send them an e-mail.
All your technical and commercial files marked "share with third parties" in the application are also uploaded as attachments to your contact extranet.
Activating the Commercial Documentation app adds two new functions to the application:
- Share your documents and files in the application via the "Share with third parties" box.
- Management of attachments to your quotes and invoices, when sending them by e-mail, with integration and creation of a single PDF file for files in ".txt" format.
1. Share and send your files
In the attached files section of your quotes, delivery notes, invoices, products, product categories, contacts, etc., a new box appears:"Share with third parties".
By checking this "Share with third parties" box, you indicate that your documents are automatically :
- Combined with e-mailing of your quotations, invoices and purchase orders, so you're always available for your contacts.
- Deposited on the extranet, in the private area shared with your contact.
When adding your files, two new options are available to qualify your document and link it to your shipments:
- AContent field, to define the type of document: legal, technical, commercial or an image
- A Share field, with the checkbox"share with third parties".
2. Manage your attachments
In the application, you can upload files in a variety of formats, including :
- .jpeg, .png for images
- .doc, .xls, ppt, and .pdf for documents
- .txt for text files
With the Commercial Documentation app, when sending a quote or invoice to your customer :
- Image and document files are sent as attachments, i.e. as separate files from your invoice. A zip file is automatically generated when sending, depending on the number of attachments.
- The ".txt" text files are merged with your quote or invoice. Your contact then receives a single PDF file containing your sales literature.
In the case of text files inserted in the PDF of your estimate or invoice, the application automatically manages page breaks between each file, and appends your documents. For example :
- If your Sales Conditions have been downloaded in ".txt" format, they will be integrated into the PDF of your invoice. They are displayed in the PDF file, on the page following your invoice. This page is automatically titled "Sales Conditions".
- For all other files in ".txt" format included in your invoice, the document page is titled"Appendix". The application creates as many Appendix pages (Appendix 1, Appendix 2, etc.) as there are files to include in the PDF of your estimate or invoice.
3. Some examples:
- Sending a quote including files uploaded on product sheets
You have created a quotation containing an item with files marked "share with third parties" on its product sheet. Your files are then included when you send the quote by e-mail, and placed on the extranet, in your contact's private space.
In quote editing mode, the names of the commercial and technical documents linked to your item are displayed for you, and are not present on the PDF. You'll find :
- "PJ" or "en pièce jointe": for files sent as attachments
- "PDF for files downloaded in ".txt" format, included in the PDF of your quotation or invoice
These documents are automatically included in your e-mail and uploaded to your contact's extranet.
- Send an invoice whose items are linked to a product category with attached files marked "share with third parties".
With this app, you can associate files to be shared from a product sheet, but also directly from a product category.
All files uploaded to a category and marked "share with third parties" are then linked to the products in your category.
So when one of the products in the category is added to an invoice or quotation, attachments from the category marked "share with third parties" are automatically integrated into the e-mail or uploaded to your contact's extranet.
- Uploading files to a contact invited to the extranet
On a contact or company file, your uploaded files marked "share with third parties" are automatically uploaded to your contact's private space in the extranet, and visible from the "attached files" block.
