. All records appear in the grid.Use Document Management to review the company specific files, links to files, and web addresses that are stored in your database. Typical documents that a company can select to store in the database include master service agreements, statement of work templates, human resource forms, payroll forms, informational web sites, standard operating procedures, and marketing brochures, to give several examples. The attached files, links to files, and web addresses, are entered directly in this screen and are also an accumulation of attachments from other screens throughout the System. The lists displayed in Document Management result from searches completed by using the search features.
Viewing Existing Documents in Document Management
Select Administration | Document Management.
In the view list, select the query that you want to run. The default query appears in the box.
Click Execute . All records appear in the grid.
After the results of the search appear on the console, you can:
Rearrange the left-to-right order of the columns. The Console column headers support drag-and-drop operations. Another way to rearrange columns is to click the down arrow 
next to a column name and select the name of the column to exchange positions with the current column.
Rearrange the top-to-bottom order of the columns. To the right side of each column name is a sort indicator arrow that displays the order in which the items in that column are currently listed. Click the sort indicator to reverse the order. An up arrow 
indicates the data is sorted in ascending order (A, B, C, and so on). A down arrow 
indicates the data is sorted in descending order (C, B, A).
Drag a column heading to the Group-by pane (the area displaying the message Drag a column header here to group by that column). This puts all entries from the list into groups according to the values in that column. See Consoles Overview.
Export to Excel worksheets or XML files. See Consoles Overview.
The number of records returned by the search will appear in the lower-left hand of the screen.
If you want to drill down into a specific record, click the underlined column value into which you want to drill (hyperlink).
Click View to open the document. The software that that you must have to open the document must be installed on the client computer. For example, if you want to view a document of the .xls or .xlsx file types, you must have Microsoft Excel installed on the client computer.
Click Check Out to “check the document out” to change it.
Click Check In to check the document back into the system and make it available for edit to other users.
When you have finished viewing the query, exit the screen by clicking Close 
to close the screen.
Note: For more information about how to run saved search filters, completing standard searches, and completing advanced searches in Consoles, see Consoles Overview.
Adding new Documents in Document Management
Click New.
On the Advanced tab, specify the following settings:
Select the kind of document that you want to store in the System in Source Type. Valid choices are File, Link to File, and Web Address.
In File, specify the folder name where the file is located and the file name. Or, click Lookup 
and select the file.
The default value in Title is the file name. Override the default if you want.
(Optional) Tag is for reference only.
The name of the person who owns the document will appears in Owner. The default owner is the System user with which you are currently logged on. Click Lookup to open Contact Lookup and select a different user.
Click to select the Private check box if the only users who can open and view the document are its owner and users who have Document Management Administrator permissions.
Click to select the Read-Only check box if users who open the attachment should be able to view its contents but not change it.
Click to select the Restricted check box if the only people who can open and view the document are the user who owns it, that user’s team leader, and users who have Document Management Administrator permissions.
Click to select the Delete When No Longer Referenced check box if the document can be removed automatically from Document Management when it is no longer referenced as an attachment to any record or detail line.
Click Save to attach the document.