This article will explain how you can work with external documents in Antenor BMS.
1.0 Transferring/importing external documents to ABMS
Your ABMS works best if all your company’s relevant information is entered into ABMS the correct way. The right way means filling out the appropriate ABMS documents and fields and not taking shortcuts, attaching or linking to the information.
It might take some time in the initial phase, but it will save your company a lot of administration time in the future. It will also allow your company full version control and traceability.
Please note: Any information entered into ABMS as a URL link or an attachment will have to be maintained outside of ABMS. This will increase the workload and decrease the integrity of the information.
1.1 Transfer/import a word document
This is the recommended procedure for transferring/importing a word document, or equivalent document, into the ABMS rich text editor. There are three different ways to do this, depending on the formatting of the text that is being transferred or imported.
1. Start by trying to copy/paste the information/text from the word document by marking and copying it, then paste it into the rich text editor. An issue may occur because the word formatting makes the ABMS document look bad after pasting it into the rich text editor. If this is the case, remove all the text from the rich text editor and try step 2.
2. Start by copying the text into the rich text editor, click edit, and then choose the paste as text menu option. If this does not work, try step number 3.
3. The third option is to copy the word document into the notepad application on your computer. Copy the notepad application’s text and paste it into the ABMS rich text editor.
Using option 2 or 3, you will probably need to format the document manually. E.g. all bullet points will no longer be automatic lists, and any header formatting will also be gone.
2.0 Sending documents to external users
To send a document externally, the function must first be activated. In order to activate the function please contact the Antenor support team.
In order to send a document externaly, click the green button containing an envelope as shown in the picture.
This will open a new window from which you can send the document as an email. In order to send the document to several receivers, separate the email addresses with a comma or semicolon in the dialogue box.
When you click send, every receiver will get a unique link to a document.
2.1 Keep track of external documents
When a document is sent externally, you can see it in your dashboard under Documents sent for approval and then select external.
Once a document has been sent externally, the recipient has 14 days to reply.
2.1.1 If the recipient does not respond within 14 days, the document will be moved in the dashboard from Documents sent for approval to Your in-progress documents. You will also receive a notification by mail.
2.1.2 If you want to resend the document, you can select from the dashboard or from the module index. The document will then have a tab called External. This will give you an overview of who has not responded.
2.1.3 If you go into the External while in edit mode, you can send the document again. This will give the recipient another 14 days to reply.
Responded = false – this means that the recipient of the document has not responded
Active = false – this means that the link is no longer active (after 14 days has past)