Almost all commission letters, contracts, licences and various other documents are stored in RCS. This ensures they are kept safely within the system and accessible for future reference. Many of these documents are loaded automatically when the system generates them and emails them to the intended recipient.
The Stored documents window can be used to view these documents, and also to save documents (that are accessible from your PC or Mac) onto RCS. From this window you can also view other documents that have already been saved. This feature is often used to save scans of signed paperwork into RCS.
Once saved a document will always be linked to the context of what you are currently doing. For example, if you are in a contributor screen the document will be linked to the highlighted contributor, or if you're looking at a commission the document will be stored against that commission.
Once a file is stored it can be viewed or extracted by any user of RCS and SLM.
Storing a document
To store a new document click on "Save file to database". This brings up the search window shown below.
Navigate to the directory which contains the document that you wish to load. Select the document and then click on Open.
After the file is loaded you will get an option to remove it from the file-system. Generally it is advisable to double-check it is in the database first (by viewing it) and then deleting it from your file-system manually.
Viewing a stored document
You can view or extract any of the documents listed in this window.
Firstly select the file you wish to view and then click on one of the following buttons:
Extract from database
This will display a directory window in which you will need to select a directory on your Mac or PC file-system where the document is to be saved.
After you save the file, you will get the option to remove it from RCS. Use this option with extreme caution. If in doubt contact the RCS Administrator.
Display file in browser
This option opens the file in a new browser tab or new browser window.