Embedded Files
Post date: Nov 20, 2012 2:50:49 PM
Typically job related documents find themselves scattered all over your network: photos from the job might be saved in a 'Photos' folder, proposals are saved under a someone's 'Documents' folder, factory acknowledgments may be saved in an 'Acknowledgments' folder, and so on. SMCP provides a simple way to organize all those job-related documents for easy and centralized access.
From that point on, you can access that Google Drive folder right from SMCP by clicking on the link that appears on the 'View Order' screen.
First, create a 'parent' folder on Google Drive to hold all of the order document folders - you might call it 'Order Docs'. Then as you need to add proposals, factory acknowledgments, drawings, photos, contract documents and so on to a job, you'll first create a folder using the order number as the folder name. In Google Drive, each document AND folder gets its own URL - or 'link' that can be accessed (with appropriate permissions) from anywhere in a web browser. Copy that link to the 'Document folder link' field in the order header for that order.
Here's how it works - let's use the order document management as an example (bid document and customer document management work the same way).
The document management features of SMCP have been expanded to include not only order and bid documents, but also customer (Accounts Receivable) documents as well. Additionally, you can now use Google Drive to store all of your documents; SMCP includes functions to allow you to easily access them from Google Drive for viewing AS WELL AS editing.
You can store ANY kinds of documents, photos, bids, drawings on Google Drive - it acts just like a network drive, except that it's 'in the cloud' and available to you from anywhere and any device: not only computers and laptops, but also tablets and even smartphones. And you can secure access by individual. Your data is backed up and stored redundantly off site - much more efficiently and reliably than you can afford to do at your office.
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