In-Tray - Linking and Posting in the In-Tray

In-Tray - Linking and Posting in the In-Tray

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This article is part of the In-Tray section.
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Once you have added a document to the In-Tray, you are ready to link it to the relevant record.

Linking Files

You can link documents and invoices to different areas in the system, directly from the In-Tray.

Correspondence Received

If you have the Correspondence Received tray open:

  1. Select the document you want to link from the list on the right, and the record you want to link it to from the list on the left.

  2. Click the Link button.



  3. If you follow the same process but select Link and Follow Up instead of Link, this will mark the document as Pending in the In-Tray to remind you to return to it at a later date.

Notes
If the "Immediate In Tray File Reallocation On Followup" System Setting is enabled, you will be prompted to reallocate files after clicking this button.
  1. If the email address is not already associated with this account, a pop-up will ask if you want to add it to the record. Click Yes to proceed.

  2. You will then be taken to the next screen in the process e.g. the Documents: Receive screen for a client account or development.

  3. If you are linking to a Warranty Date, see Warranties and Maintenance - Adding Documents through the In-Tray

Invoices Received

If you have the Invoices Received tray open:

  1. Select the invoice you want to link from the list on the right, and the record you want to link it to from the list on the left.

  2. Click the Post button.



  3. If you follow the same process but select Post and Follow Up instead of Post, this will mark the document as Pending in the In-Tray to remind you to return to it at a later date.

NotesAs with Link and Follow Up, if the "Immediate In Tray File Reallocation On Followup" System Setting is enabled, you will be prompted to reallocate files after clicking this button.
  1. The File Previewer will open with a preview of the invoice.

  2. You will then be taken to the Post Proposed Invoice screen.

  3. Enter details from your invoice in the fields on this screen and click Post.



  4. If you have the "In-Tray Allow Post to Hold File" permission you will be able to post the invoice directly to the Hold File. Otherwise, your invoice will go to the Proposed Invoices tab.

  5. From the Proposed Invoices tab, invoices can be viewed, accepted, amended or deleted by users prior to being processed on to the Hold File.

Viewing Linked Documents

Once a document has been linked to a record, you can view it from within the Documents section in the relevant area e.g. on a client account or a development

Any documents that have been received into the system via the In-Tray will have a tracking icon displayed in the pin panel. If you hover over the icon it will provide you with a brief summary of the document history.



The In-Tray Tracking Information is also available from within the In-Tray, by hovering over the same icons down the right hand side of the files list.

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