diff --git a/features/general/file-management-use-cases.md b/features/general/file-management-use-cases.md index ec7d4ba8..ada5ea5d 100644 --- a/features/general/file-management-use-cases.md +++ b/features/general/file-management-use-cases.md @@ -3,11 +3,8 @@ *Real-world scenarios across teams, industries, and processes* File Management in @@name adapts to how work is actually done in a company — from daily commercial activities, through project and operational work, to control, reporting, and management decisions. - Documents are created, reviewed, shared, and referenced every day — in sales conversations, on customer sites, during inspections, within projects, audits, and management reviews. - What makes File Management in @@name different is not just **where** files are stored, but **how naturally they become part of everyday work**. - Below are real-world scenarios that show how different teams use File Management in @@name — not as a separate tool, but as an integrated part of their business processes. --- @@ -15,9 +12,7 @@ Below are real-world scenarios that show how different teams use File Management ## Sales teams and merchandising Sales teams and merchandisers use File Management as a natural extension of their fieldwork. - Photos of stocked shelves, store layouts, product placement, execution of agreed commercial conditions, and visual information from customer visits are stored directly with the respective customer, site, or sales activity. - This enables: - a clear visual history of customer relationships - fast feedback between field teams and office teams @@ -30,9 +25,7 @@ Files and images remain where they have business value — not on personal devic ## Project, operational, and technical teams Project and operational teams use File Management to maintain all project and technical documentation within the flow of real work. - Specifications, drawings, instructions, machine files, execution reports, site photos, and work-stage images are stored directly with the project, task, or specific process. - This is especially valuable for: - work on sites - phased execution of activities @@ -46,7 +39,6 @@ Documentation stays consistent and accessible to everyone involved, regardless o ## Incoming and outgoing control In companies with defined incoming and outgoing control processes, File Management in @@name plays a key role in documenting and tracking quality across the entire chain. - During incoming inspection of raw materials and supplies, employees perform checks based on predefined acceptance criteria. When deviations or nonconformities are identified, they are documented through reports accompanied by photos and supporting files. With File Management: @@ -55,7 +47,6 @@ With File Management: - information is accessible to Quality, Procurement, and Management Outgoing control follows the same approach. Quality certificates, inspection reports, photos, and accompanying documents are stored with specific products, batches, deliveries, or customers. - The result is complete traceability — from material receipt to final delivery — structured, accessible, and reusable. --- @@ -63,11 +54,8 @@ The result is complete traceability — from material receipt to final delivery ## Quality management The Quality department uses File Management in @@name as a centralized environment for managing documentation and quality-related activities. - Inspection reports, internal audit results, images, nonconformity records, and corrective actions are stored in context — connected to specific processes, deliveries, or projects. - At the same time, all ISO documentation — quality policies, general procedures, system instructions, register templates, and forms — is managed centrally and consistently. - This transforms ISO certification from a formal requirement into a working part of daily operations: - management gains visibility into implementation and compliance - employees work with procedures in their real work context @@ -78,7 +66,6 @@ This transforms ISO certification from a formal requirement into a working part ## Companies providing services and specialized analyses For companies offering engineering, laboratory, or certification services, File Management supports working with large volumes of specialized documentation. - Measurement files, reports, images, and results from analyses, tests, and inspections are stored centrally with the relevant order, analysis, or customer. This ensures that: @@ -93,9 +80,7 @@ This is especially important for recurring analyses, certifications, and traceab ## Accounting and finance Accounting and finance teams use File Management to maintain structured and reliable documentation. - Invoices, payment documents, contracts, and finalized reports can be organized by year, period, or any structure aligned with internal policies and regulatory requirements. - Documents are: - clearly organized - easy to find @@ -107,9 +92,7 @@ Documents are: ## Management and leadership For management, File Management in @@name provides clarity and confidence. - Key documents, reports, contracts, records, and visual information are available quickly, in a structured way, and always in the context of real business activities. - This enables: - better-informed decisions - easier control without operational micromanagement @@ -123,12 +106,9 @@ For decision-makers, this is not just convenience — it is a foundation for eff ## One system, many ways of working These examples show one simple thing: - File Management in @@name is not designed for a single role or industry. It adapts to how work is actually done — in the office, on site, in quality control, in services, and at management level. - Documents, images, reports, and records stay connected to the business context they belong to — making information easier to use, easier to trust, and easier to manage over time. - If you want to see how File Management fits into the broader @@name platform, explore the main overview article: [File Management in @@name — overview](../general/file-manager.html) diff --git a/features/general/file-manager.md b/features/general/file-manager.md index bdb2d0d7..7b08cd78 100644 --- a/features/general/file-manager.md +++ b/features/general/file-manager.md @@ -1,176 +1,125 @@ - # File Management in @@name -*A modern way to organize, access, and use your business documents* +# File Management in @@name +*Keep business documents reachable from the records where work happens — stored in @@name or referenced as links/URLs.* --- -## Documents are everywhere. And that’s perfectly normal. +## Value Proposition -Every business works with documents. -And not just a few. +File Management in @@name keeps documents reachable from the same business context where decisions and operations happen — a customer, a document, a project, a product, or a process. +The key principle is simple: files stay connected to ERP records through an explicit relationship, regardless of where the content is stored. -Contracts, offers, invoices, specifications, spreadsheets, reports, images — they are part of every deal, every decision, and every operational activity, regardless of industry. +@@name supports multiple storage models without changing the user experience: -Interestingly, documents are rarely the “main topic.” -They simply need to be there — when you look for them, when you open them, and when you work with them. +- files can be stored as **Embedded files** (content stored in @@name), or +- maintained externally and referenced as **Linked files** or **Internet URLs** — while still remaining reachable from the relevant business record. -As a business grows, this expectation becomes even more important. -More people, more processes, more information that needs to be: +--- + +## Why This Matters -- clearly organized -- up to date -- easy to access -- logically connected to the work +In real operations, documents are rarely “the main object” — but they are often the evidence and working material behind it: contracts for a deal, specifications for an order, photos for execution, certificates for quality, spreadsheets for analysis. +The recurring problem is not storage capacity. +It is **missing context**: a file exists somewhere (in a drive, email thread, chat, or personal folder), but the team cannot reliably reach it from: -When documents are organized as part of the business context, work flows more naturally. Teams orient themselves faster, and the focus stays on tasks — not on searching. +- the customer record +- the sales document +- the project +- the product or asset it refers to -This is exactly where **File Management in @@name** comes into play. +As organizations grow, this becomes structural. The same process involves more people, more handovers, and more auditability requirements — and *“I think it’s in someone’s folder”* stops being acceptable. + +File Management in @@name addresses this by keeping the relationship between files and business objects explicit and reusable inside the ERP context. --- -## One place for all files and documents +## Key Capabilities -File Management in @@name brings documents to where work actually happens — inside the system itself. +### Keep files in business context -Instead of existing separately, files are directly linked to: +Files can be attached to business records such as: - customers and suppliers - sales documents and invoices - projects and tasks - products, assets, and processes -This means documents are always in the right place, in the right context, and at the right moment — without switching between systems or tools. - ---- - -## File Management in @@name +This keeps documentation reachable from the record that already defines **why** the file matters. -File Management in @@name is an integrated document management functionality built directly into the ERP platform. +### Support both record-related evidence and shared documentation -It allows you to: +Not all files belong to a single transaction. File Management supports: -- store files securely -- organize documents in a clear structure -- link files to business objects -- manage access and visibility -- work with documents directly through the web interface +- **record-related files** — evidence, outputs, and attachments tied to a specific customer, project, or document +- **shared folders** — templates, policies, and reference materials used across teams -All of this happens within a single system — without the need for additional applications or external repositories. - ---- +### Choose the storage model without losing ERP context -## A new way to manage your documentation +@@name supports three storage methods: -File Management in @@name introduces a familiar and intuitive logic, enriched with business context. +- **Embedded file** — stored in @@name +- **Linked file** — a reference to a file stored elsewhere +- **Internet URL** — a reference to an online location -Documents are not just files — they belong to a: +The guarantee stays the same: the file (or reference) remains reachable from the relevant business object. -- customer -- project -- product -- process +### Open and edit from the ERP context (without changing how users work) -When you open a record in the system, you also see: +Users open files from the ERP record and work with them in the appropriate desktop application for the file type. -- the related files -- the current versions -- the complete document history - -Viewing and editing are done directly in the browser, making work easier and enabling teams to act quickly and confidently, without relying on local desktop applications. +- For **Embedded files**, the content is stored and maintained in @@name. +- For **Linked files** and **Internet URLs**, the content stays in its external location — @@name maintains the reference and the business context connection. --- -## File Management that simply works — and does it elegantly - -File Management in @@name is not just a place to store files. - -It is a way to make documents part of the business logic — naturally, clearly, and without effort from the user. - -From the very first interaction, it becomes clear that everything has been carefully thought through. -Not to impress at first glance, but to make everyday work easier. - -File Management in @@name allows you to: - -- store files securely and centrally -- maintain a clear and logical document structure -- link files directly to customers, projects, documents, and other business objects -- control who sees and works with what -- view and edit documents directly through the web interface - -All of this happens within @@name — without additional applications, without external repositories, and without having to “assemble” multiple tools. +## How It Works -The result is a sense of completeness. +File Management combines two organizing principles: -Documents are exactly where you expect them to be. -Working with them is smooth, consistent, and intuitive. +1. Files can be attached to records (customer, project, document, product). +2. Files can be organized in shared folders (when they are general reference). -This is not just file management. -It is a well-designed part of the overall business environment. +For each file, you choose one of the supported storage methods — embedded, linked, or Internet URL — but the user experience remains consistent: +find the file from the business record, open it, work with it in the right application, and keep it connected to the correct ERP context. --- -## How businesses use File Management in @@name +## Typical Scenarios / Use Cases -File Management in @@name adapts to the way different teams and industries work — from sales and field operations to quality control, engineering services, and management. +File Management in @@name adapts to work across teams and industries, for example: -**[See how File Management is used in real business scenarios](./file-management-use-cases.md)** +- **Sales:** offers, contracts, and specifications reachable from the customer and sales documents +- **Projects & operations:** drawings, reports, and execution photos reachable from the project and tasks +- **Quality & control:** inspection evidence, certificates, and protocols reachable from deliveries, materials, and products +- **Management:** decision-support materials reachable from the relevant initiative or kept in shared folders +- **Company-wide references:** policies, handbooks, and templates stored in shared folders, not tied to one record ---- - -## What value does this bring to the business? - -File Management in @@name creates a sustainable and consistent way of working with information across the company. - -**Clear structure** -Documents and images are logically organized, including through a familiar and intuitive folder structure. - -**Higher efficiency** -Files are viewed and used directly through the web interface, without switching between applications. - -**Reliability and traceability** -Files are always linked to the correct business context, and the system automatically maintains these relationships. - -**Better coordination** -Different teams work with the same up-to-date information — in the office or on site. +These examples reflect patterns seen across many organizations. +For a closer look at how teams apply File Management in day-to-day work: -**Intuitive user experience** -The interface follows established best practices and allows fast adoption without training. +[See how File Management is used in real business scenarios](./file-management-use-cases.md) --- -## Why integrated file management matters +## Why @@name -At some point, every business reaches a clear but important conclusion: +This is not “file storage next to an ERP”. -**documents do not exist on their own.** +The differentiator is the preserved business context: -They are part of deals, projects, deliveries, inspections, analyses, and management decisions. +- files remain reachable from the records people actually work with +- the file-to-record relationship is explicit in the system, not dependent on personal folder conventions +- the same concept applies consistently across business areas, so documentation does not become a separate tool and a separate habit -That is why it makes perfect sense for files to “live” where the business itself is managed. - -File Management in @@name places documents in this context. - -Files are not stored across separate servers, shared drives, or personal devices. Instead, they are logically connected within the system to customers, products, projects, deliveries, controls, and reports — directly within the business context. - -This naturally changes the way people work: - -- information is found where decisions are made -- teams work with the same, up-to-date documents -- relationships between files and business objects are maintained automatically -- context is preserved over time, people, and organizational changes - -As a result, documents stop being “attachments” and become an active part of managing processes, resources, and responsibilities. - -This is what makes File Management in @@name such a natural extension of the entire system — because businesses are managed best when all information is in one place and speaks the same language. +In practice, this reduces the *“where is it?”* loop and makes documentation usable over time — even when teams change. --- ## Try File Management in @@name -See how integrated document management can become a natural part of your daily work. +See how integrated document management becomes a natural part of everyday work. **[File Management in @@name — Try without registration](https://testdb.my.erp.net/cl/groups/Communities_Social_Groups(ea899e5e-64d9-48e4-80ce-5d4318b48f12)?section=chatter)** **[Access credentials — use them to log in](https://info.erp.net/information/try-our-system.html)** -