Link a document to a customer, supplier or employee

A document is stored once and can be linked to several records: a lease to the branch's asset and to the landlord supplier, a maintenance contract to the customer and the project. It then shows on each of those records, and nobody keeps a second copy.

Before you start

• You need the right Upload documents, add versions and links, and you must be allowed to open the record you link to.

Steps

Add a document from a record

1. Open a project, a fixed asset or a customer's record in CRM. The Documents card lists the documents linked to it.
2. Select Add a document. The Documents page opens with Linked to and Record number already filled in.
3. Choose the file, fill in the rest of the form and select Upload.

Link an existing document

1. Open the document from Documents.
2. In Linked records, pick the kind of record: Customer, Supplier, Employee, Asset, Project, Agreement, Item or Legal entity.
3. Type the Record number, and a Label (optional) such as the customer's name to make the line easy to read.
4. Select Link. The page says Linked.
5. To remove a link, select Unlink next to it. The page says Unlinked. The document itself is kept.

See a record's documents

• On a customer's, supplier's or employee's record, the Linked across apps section has a Documents group with the number of documents and those that expired or expire soon.
• On a project, a fixed asset or a CRM customer, the Documents card lists them, the expired and expiring first.

Good to know

• A link never widens who can see a document. A document that follows its linked records can be seen only by people who may open every record it is linked to. For example, a CRM user who sees the customer does not see a document that is also linked to an employee. See Choose who can see a document.
• You cannot link to a record you may not open; Kluvan refuses with doc_hidden.
• A document can have up to 50 links.
• HR's own documents (an employee's ID, visa or contract kept in HR with its expiry board) stay in HR; see HR documents and expiry.
• Signed agreements from Contracts are kept on the agreement itself and do not appear in the Documents library. See Create and manage an agreement.