Smart Documents
How to Use the Smart Documents Module
Overview The Smart Documents module enables the creation, management, and automation of essential yacht documents. This module provides tools to build custom forms, use predefined templates, and efficiently store and manage completed documents. Key Features
Editor – A form builder tool that allows users to create customizable document templates.
Templates – Predefined blank documents that can be filled in for quick usage.
Documents – A management system for completed documents, ensuring secure storage and easy retrieval.
Feature 1: Editor Overview The Editor provides a user-friendly form builder that enables users to create structured documents tailored to their specific needs.
Key Function
Build and customize forms with drag-and-drop fields.
Define required fields, dropdown selections, and auto-fill options.
Save templates for future use.
Step-by-Step Guides
Go to the Smart Documents module in the left hand side bar.
Select "Editor" to create a new document template.
Drag and drop form fields to structure the document.
Set mandatory fields and formatting preferences.
Save the form for future use.
FAQs
Q: Can I duplicate an existing form template? A: Yes, templates can be copied and modified for new documents.
Q: Can users fill out forms digitally? A: Yes, all forms can be filled out and signed electronically.
Feature 2: Templates Overview Templates allow users to access ready-made documents that can be quickly filled in.
Key Function
Provides blank document formats for various yacht operations.
Standardized templates for charters, guest preference sheets, and compliance checklists.
Step-by-Step Guides
Go to "Templates" in the Smart Documents module.
Select a document from the list of available documents. To view this document click on the eye icon in the ACTIONS column.
To edit the document click on the pencil icon which will send you to the form editor tab where you can make changes tot the document.
To fill out the document click on the 'Fill form' icon. Here you can digitally fill out the form, sign it and save it. It will then move to the Documents tab in Smart Documents where you can change the status to Done/In Progress/Open/Approved/rejected etc.
Fill in required fields manually or use auto-fill options.
Save, print, or send the completed document.
To send the form to someone to either sign or fill out - you can click on the copy link icon - you can then send that form via whatsapp/email
FAQs
Q: Can I modify an existing template? A: Yes, templates can be edited or duplicated as needed.
Q: Can I create my own templates? A: Yes, custom templates can be created using the Editor.
Feature 3: Documents Overview The Documents feature provides a centralized location for managing completed forms and contracts, ensuring secure and efficient document handling.
Key Function
Stores filled-in documents for easy access and retrieval.
Allows users to categorize and prioritize documents.
Enables search and filtering for quick navigation.
Step-by-Step Guides
Go to "Documents" in the Smart Documents module.
Select a completed document to view, edit, or share by using the icons in the ACTION column.
Apply filters or search keywords to locate documents quickly.
Download, print, or archive documents as needed. Once a document has been archived, you can no longer edit it.
FAQs
Q: Can I restrict access to specific documents? A: Yes, access permissions can be set at the user level.
Q: How long are documents stored? A: Document retention policies can be customized based on operational needs.
Q: How do I prevent future edits of a document? A: You can change the status of a document to Archived. This will prevent any future edits or revisions and will make the document read-only.
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