The Document Viewer gathers together all documents, spreadsheets, emails, voice recordings (wav files), scanned images and financial plans on a “per client” basis. It also provides a launch pad for the creation of new documents, scanned images, mail shots and email shots, etc. It is accessed via the green “W” button on the toolbar. Note that sub-folders, like for "Claims" and "Policies", shown below, will only be displayed in the viewer if they have linked documents in them. To find out how to automatically create document folders for all of your clients, policies and claims see the section on "Manage Document Folders" in Set-up Word.
The Document Viewer does not contain actual documents, just references (or links) to them. For example, if you use the “Delete” or “Rename” buttons, then by default they will just remove or change the Viewer’s "Description", but not affect the actual document file. To fully delete a document file select the option for “Document link AND file”, as shown below.
To delete many Descriptions at the same time, hold down the Ctrl key while clicking on them, then click the "Delete" button.
To delete ALL the Descriptions in a Viewer...
Deleting Descriptions and Re-finding
Provided you delete the "Document link only" then you can immediately re-find your documents (including those in sub-folders) by clicking the "Auto find" button. Indeed, this is a quick way of removing all existing invalid links AND simultaneously ensuring any unlinked documents get linked. However the downside of using the "Auto find" in this way is that all of the newly re-found files will get Descriptions based on their actual file names, which may not always be as clear as the ones you may have just removed. So PREFERABLY to get rid of all invalid links and ensure no documents are unlinked you should do the following...
To prevent your Word templates from being accidentally deleted the Viewer will only allow you to delete a template's description, not the actual file.
Renaming and Editing
The “Rename” button shows both the name to display in the Document Viewer and the actual file that it is linked to. You can use the “Browse” button to navigate to the real file’s location, where you can re-name it (via right-click and “Rename”), though on your return you’d also need to change its “File name and path”, or the link will be broken.
Where the "File name and path" has become invalid, for example because someone has moved or renamed the original file, you can use the "Browse" button to re-locate it (see How to Fix Invalid Links).
You can move one or many linked documents at a time with the "Move" button. First select the one to be moved by clicking and highlighting it, or for multiple files hold-down the "Ctrl" button while clicking all the ones you wish to select. Then either click the "Move" button, or right-click to see a pop-up menu on which you can select "Move". Next click the folder you wish to put the documents into, then click "OK". Note that you have to start from document descriptions already in the Viewer. Files that are moved out of a policy or claim folder will automatically lose their links to it, while if they're moved into a different policy or claim folder they'll automatically gain links to that.
This will automatically find any unlinked documents in the current client's folder and its sub-folders and link them to the Document Viewer using their existing file names. Moreover if found in a policy or claim sub-folder it'll automatically link them to that policy or claim.
For example, before installing Durell, each user may have written and saved a number of letters to clients in the standard Windows folder called “C:\My Documents” on their local PC. In this case you can copy and paste the existing files into the client’s specified folder in F:\imw-data\documents (n.b. just using Windows)...
Once in the client's folder, or one of its sub-folders, the documents can be linked to their owning client via the Document Viewer’s “Auto find” button. This will locate all new files in that client’s folder and link them to Durell using their existing file names (which can subsequently be renamed via the "Rename / Edit" button).
This allows you to find a file in any location and link it to the Viewer. You can only find one file at a time, and you cannot use this to find the same document more than once. In order to link the same document to a number of policies or claims see the section below on "Link to Current Policy or Claim".
Tick "If found item is not already in the client/policy folder move it there" to also physically re-locate the document. This is similar to the action of the Move button except the Find one can start from any location, but is then limited to only moving one at a time.
Finding Multiple Files
The "Find" button is designed to find one document file at a time, but if used in conjunction with the "Auto find" button you can also use it to move an entire folder with its sub-folders. For example, you might have a client in Durell called AARON F with a document folder "S:\Imw-Data\Documents\A\AARON F 4284", while you might also have old documents relating to this client prior to installing Durell in folder "C:\Users\Richard\My Documents\Mr F Aaron" on your local PC...
Link to Current Policy of Claim
Use the "Link to Current Policy or Claim" button to link one or more documents to the CURRENT policy or claim. Note that you must start the Document Viewer while on the policy or claim in question, at which point you might notice certain documents are missing. Use the tick-boxes under "Display documents..." (followed by "Apply selection") to locate the missing ones, which will probably be in the client's main folder. Highlight all the ones to move by clicking them while holding down the Ctrl key, as shown below....
...then click the "Link to Current Policy" button and select what to do, as shown below.
The first option simply links the selected documents to the current claim or policy in addition to whatever links already exist.
The second one physically moves the selected documents into the current claim or policy's folder, then adjusts all other existing links to them accordingly.
The third one also moves them, but then removes all other existing links, which is what you might require if they're incorrectly listed in the main client folder. Note that you could use the Move button to achieve exactly the same result as this third option.
This allows you to keep one or more selected documents at the top of the document list, regardless of the order. For example, you might like to keep a spreadsheet, or a document logging phone calls, at the top of each client’s list. To make a document prioritised….
Mailshot Documents in the Viewer
The Mailshot folder in the Document Viewer is explained in Set-up Word.
Use the various tick boxes to include or exclude documents linked to policies, claims, or just the client, remembering always to click the "Apply selection" button. Two extra house-keeping options allow you to see all of the client's documents regardless of folders and sub-folders, and also to see just those document descriptions that are no longer linked to valid documents (which may have been deleted or moved).
Financial plans are saved to and deleted from the document viewer as and when you save or delete them (see “Saving & Re-finding Plans”).