Can TriDoc manage emails?

Yes. You may send Outlook emails directly from Outlook into TriDoc. Emails and all their attachements are stored and managed just the way other documents are.

To register e-mails automatically you may define registration channels at the 'Business customization/E-mail, Fax integration' menu.

Does the TriDoc document management software allow users to send documents in emails to external people?

Yes. Documents can be sent to external users, who do not have a TriDoc account directly from the document datasheet.
Click on the small envelope icon on the version datasheet to use this function!

Does TriDoc support document locking?

The TriDoc system supports easy document creation in work groups. Users, who want to edit the document on their own, may disable editing of the document sheet. Locked documents can be unlocked only by the user who has disabled editing.

How can I customize the format of registry numbers?

The format of registry numbers can be defined at Administration/System settings.

The document registry number ({DOCREGNUM}) consists of the following elements:

▪ {REGBOOK} – Name of the registry book defined in the core data.

▪ {REGNUM} – Sequential number, for each registry book separately, reset at the beginning of each year.

▪ {YYYY} – Year of registry.

Examples for registry number formats you can set:

{YYYY}/{REGNUM}

{YYYY}/{REGBOOK}/{REGBOOK}

{YYYY}/{REGBOOK}-{REGBOOK}

{REGBOOK}/{REGNUM}

{REGBOOK}-{REGNUM}

{REGBOOK}{REGNUM}

How do you restrict the access to documents produced by a department?

The TriDoc system allows assigning different access roles to restrict user access to the documents.

With category access rights you can control users to access the document provided the respective function right has been assigned.

You can associate category rights to the following:

• To all valid document categories created as core data type.

With project access rights certain additional rights might be granted to the users, that otherwise would not be possible to rule sufficiently with the category access rights.

For example, if users are granted the following access rights:

• Function access right: Document list        XXX- Full right,

• Category access right: 02. Offers                XXX-Full right,

• Category access right: 01. Contracts        ___-No Access,

then, according to the settings, the users could not see the contracts in the document list.

With project access rights you can grant access to all documents of a particular selected project, i.e. also to the contracts of the project. As an effect users will only see those contracts that belong to the particular project, whereas documents of other projects cannot be seen.

You can associate project access rights to the following:

• Projects (all project documents that are linked to a particular project).

I would like to record the date of fulfilment for invoices. How can I do this?

In the TriDoc system you have the opportunity to use 30 custom fields.

Let's create a custom field in the Customise fields menu! Add the field name, select the type (e.g. date field) and enter where you want to display the field (on the datasheet, as screening fields, in tables or in print).

TIP: You can not only create custom fields for documents, you can use them also for companies and individuals!

Our company uses registration numbers of an existing format. How could this be transferred into the TriDoc system?

In the System settings menu you have the opportunity to define the format of the registration numbers used in the TriDoc system. Enter the the previously used registration number format and press the Save button.

{REGBOOK}/{REGNUM}/{YYYY} - is the standard format used in TriDoc

For example you can change it like this:
{REGBOOK}-{REGNUM}

Don't forget! Registration books are core datas, you can modify them as you like!

The initial registration number value can also be changed! (the predefined starting number is 100000)

What happens if I finalize a document version?