Exporting Documents is a fundamental and critically important aspect of PaintProjex. From generating Quotes to SWMS to Bill of Quantities, it is an extremely powerful tool that will allow you to quickly and easily provide a wide range of Documents relating to your Projects. Let's take a look at how to Export Documents!
Firstly open up the Project you wish to generate the Documents for and expand the Export Documents header.
Next you'll want to select which type of document you want to export from the List that has appeared. Each Folder Type will have a number different types of Documents that you can generate and export from the system.
Pro Tip
To learn more about which Folders or Documents you need to export, you can read about them here: Understanding Files/Folders
Once you've selected the type of Folder, you will see the Export Page open up. Here you can select, rearrange and export your Documents from the System. Once you've selected and rearranged the documents in your desired order now look on the right side and select which Client you wish to generate this Document for (if you've only got one Client for this Project, you can ignore this step).
Pro Tip
To rearrange Documents, click and hold the Document's name, then drag it to your desired position. Release to drop it in place. The order will reset after ever time you Generate a Document.
Now that you've selected which files you want to generate and in what order, and which Client, select the Generate Document button. The system will now Generate and auto-populate the Documents fields with details relating to your Company, Clients, Project, etc.
Once you've generated your Document you will see a preview window on the left and on the right you have a couple different options being;
Client Dropdown – If you have multiple Clients assigned ensure the correct Client (the one you selected when you generated the Document) has been selected.
Send Approval – This will send the selected Client an Approval Form where they can view the Quote/Document and choose whether or not to Approve the sent Document. If they do, all parties nominated will be notified.
Email Document – This is where you can send a regular email through the system with the Document linked within. This is best if you want to type out a message alongside sending a Document.
View Attachments – This is where you can see all Documents associated with this Project, including any Superseded Documents.
Download – This will open the Document in a separate window where you can choose to either Download or Print the Document.
Along the Top you will be able to see a range of headers relating to the Documents. When you generate a Document it will automatically switch you to the Preview And Send Tab. Next to that is the Attachments Tab, this is where you can see all Documents associated with this Project, including any Superseded Documents. You can also add any Documents relating to the Project here and assign it a specific Category.
Next is the Versions Tab, here you can see a complete history of all Documents generate for your Project, when they were generated and quickly and easily download them. This is great if you want to compare different Quotes or review previous Documents.
With these steps, you're all set to efficiently generate, export, and send documents, making your project management process smoother and more professional!