<< Click to Display Table of Contents >> Navigation:  System Configuration > Documents > Document Archiving

Click: Tools > Customise > Document Archiving

 

Document archiving is how you can create an archived copy of a document every time you use Print. This is useful if you want to look back at a previous printout.

 

Automatically Archive All Business Documents

Tick this box to enable document archiving

 

Document Filename

 

Pick a detail from each of the 5 drop down boxes. These make up the PDF file name for easy identification of finding the file again.

 

E.g. A1945 Quotation  14-08-2007 09-00.pdf

 

The filename above is made up from:

 

•internal reference (order number)

•document name

•the current date

•the current time

 

Archive Location

 

Select where to save the archived files to:

 

Customers Folder - One folder is created for each customer record. If a folder doesn't exist as a document is created you will prompted to make a customer folder by clicking Yes. By default this will be C:\EQ\customers but if your PCs are networked check your file locations.

 

Document Archive Folder - One folder is created to hold all archived documents. The folder  contains sub-folders for each document type, i.e. quotations, purchase orders, returns notes. By default this will be C:\EQ\data\documents but if your PCs are networked check your file locations.

 

Order Folder - One folder is created for each quote/order, and is named with the order reference. By default this will be C:\EQ\customers\orders\ but if your PCs are networked check your file locations.

 

Archive Type

 

The instructions above have assumed the archiving is creating PDF files but it can also be set to archive as HTML files. Pick either option by clicking on it.

 

PDF

You will need the free Adobe Reader software to open PDF files. If you do not already have it installed click here to download it. (Adobe Reader is not supported by EQ).

 

HTML

The HTML option creates 1 HTML file and 1 folder containing the images used e.g. company logo, brochure image etc). You need to keep both in the same location in order to open the HTML files. HTML files are viewed in your web browser, e.g. Internet Explorer.

 

Order Archive

 

Archive after the full invoice is raised

Tick to automatically archive the order after a full invoice has been completed.