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Linking the file repository to a CRM entity
A customer recently asks: How do I better use the [File Repository] in my daily CRM activity? Specifically, can I link a bunch of Files to a Contact?
The traditional way
[File Repository] is one of EBSuite's core feature. Traditionally you can access it by clicking on the [File] icon/link on the upper right corner of your screen.
The problem with this approach, is that the File Repository is an independent module, and not very much integrated ( if accessed this way ) with the rest of the CRM.
The new approach
The new approach, is to use a File Widget inside a CRM entity. Sometimes we do too good a job hiding features, that some of the most useful tools are not known to the public!
Of course we are talking about Page Layout & the File Widget.
Page Layout
The [File Widget] is available for Organization / Contact / Opportunity / Case. The way to enable them are very similar. In this screenshot walkthrough, we will enable it for an Opportunity.
Navigate to Account -> Setup -> Opportunity -> Setup Page Layout -> Opportunity Detail Page: Main Section
Add the widget
Find an empty slot, use the dropdown to find the selection Widget: File Repository Links, select and submit.
Now navigate to an Opportunity Detail screen
You should see the [File Widget].
If you already have your files uploaded to the File Repository, you can use the [Choose File] link, to link it to this Opportunity.
Otherwise, click on the [Use Default Folder] link.
What just happened?
If you clicked on the [Use Default Folder] link, you will see in the popup screen, which is just a regular file repository screen, that we just automatically created a ( Opp # ) Opp Name folder for you under the CRM Files folder, and linked it to this opportunity.
Click on the [Upload New Files] button to start uploading your files.
Refresh the Opportunity
You will see all of the files will be auto linked to this opportunity!
While we are here
If your browser supports java applet ( most browsers do ), you can also try out the new [Multiple File Upload] tool. It's pretty cool.
What about Notes?
What about Notes? you may ask. Notes have attachment capability too...
Well, I guess it's more of a personal preference. But there are advantages to use the File Repository:
File content are searchable
You can have multiple versions of a file
You can have access control
In general, for more permanent files, of certain importance, you could argue that using [File Repository] is better than using [Notes Attachments].
And that is it!
Don't forget to check out our other screenshot walkthroughs in our support portal under the Screenshot Walkthrough Tag.
| | | |  | Linking the file repository to a CRM entity
A customer recently asks: How do I better use the [File Repository] in my daily CRM activity? Specifically, can I link a bunch of Files to a Contact?
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