Documents
Store files on customers and manage documents such as contracts, permits and attachments
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With document management, you keep files on a customer, such as insurance policies, ID cards, contracts, permits and other attachments. Files that do not belong to anyone yet are in the central document list until you link them to a customer. Start at Documents on a customer or at The central document list.
Good to know
- A file can be 250 MB at most.
- You can upload PDF, Word, Outlook messages (.msg), Excel, PowerPoint, images (JPEG, PNG, GIF) and text files.
- Tillor converts images to PDF after uploading. The other file types stay as they are, with a PDF preview next to them.
- When a document is deleted, you receive a copy as an attachment at your email address, if the file could be secured.
- A PDF that belongs to a signature request, and the signed PDF, can be archived but not deleted.
- An archived document is kept, but is no longer among the active documents.
How does this fit together?
A document is in one place: either in the central list, or on a customer. If you link it to a customer, it disappears from the central list. Signed PDFs and signed mandates automatically end up in the customer's documents.
Documents on a customer
View documents
- Go to CustomersOverview and open the customer's profile.
- Click the Documents tab.
- You see this customer's documents, divided into Active and Archived.
- Click a document (or the eye icon) to view it on the right in the Preview. With the download icon, you save it.
Edit, move or archive a document
The … menu next to a document contains Edit, Move to customer, Download, Archive (or Unarchive) and Delete.
Delete a document
Before you start: a document that belongs to a signature request cannot be deleted. Archive it instead.
Choose Delete
Choose Delete in the … menu next to the document.
Confirm
In the dialog, confirm with Delete, or cancel with Cancel. Deleting cannot be undone.
After deleting, you receive a message at your account email address with the deleted document as an attachment, so you usually have a copy at hand.
Have a document signed
Under a customer's documents are the Signature requests. With Request signatures, you have a PDF signed online by the customer, a contact person, a colleague or an external party. The signed PDF is added to the documents as [title] (signed), with the type Signed agreement if the original PDF had no type. See Signatures.
The central document list
Besides documents on customers, Tillor has a central list. Files that are not linked to a customer yet appear here, for example documents that arrive by email. Go to AdministrationDocuments.
Upload a document
Drag a file to the upload area, or click Select file. The file is saved automatically and appears as a new item in the list.
Link a document to a customer
Every document in the central list has an edit form and a preview panel.
Find the document
Go to AdministrationDocuments and scroll to the document.
Fill in the fields
- Document Name: the name of the document.
- Assign to Customer: the customer this document belongs to (optional).
- Document type: for example Insurance policy, Insurance payment proof, Identity card, SEPA mandate, Signed agreement or Other (optional).
- Insurance Expiry Date: the date on which an insurance policy or permit expires. This field only appears for document types that can have an expiry date.
- Notes: free notes on the document (optional).
Save
Click Save Changes.
What happens next?
- The document disappears from the central list and is on that customer's Documents tab.
- If you filled in an Insurance Expiry Date, you see it as a label on the document.
AI suggestions for documents
When you upload a PDF, Tillor analyses the content in the background. If Tillor recognises a name that matches a customer in your administration, a suggestion button appears next to Assign to Customer with the customer's name and a percentage that shows how sure Tillor is. A suggestion can also appear for an insurance expiry date.
Click the button to accept the suggestion, or choose a different customer yourself. A suggestion is always a proposal. Click Save Changes to make your choice final.
Problems?
Terms
- Document type: the kind of document, for example Insurance policy or Identity card.
- Archived: a document that is kept but is no longer among the active documents.
- Central document list: files that are not linked to a customer yet.
- Signature request: an instruction to have a PDF signed. See signature request.
- Customer: the record in Tillor that a document hangs on. See customer.