Internal Documents

Who this is for. SmartCustomer users who store files for their organization's internal use. For AR Remittances, only the SuperAdmin role can open this tab and its Add New Document panel.

Availability. The Internal Documents tab appears for every organization. It does not depend on the functions the instance runs.

Overview

The Internal Documents tab stores files that your organization keeps for its own use. Each file has a name, a type, and an entity. The entity is one of your organization's entities. An audit log records the changes to them.

AR Helpdesk attaches these files to its replies. It does so when a customer or internal contact asks for a vendor form, a tax form, or banking details. AR Remittances does not use them.

The tab is separate from Documents. The Documents tab holds the documents that AR Remittances creates from email attachments. See Documents Overview and Workflow.

To add a file, follow the steps under Add an internal document, later in this article.

Internal document list

Each row is one internal document. The list opens sorted by Last Modified. When there are no documents, or none matches the search or a filter, it shows No Internal Documents Available. If the list fails to load, it stays blank and shows no message.

The toolbar at the right of the title holds Add New Document and a search box. A filter icon and a three-dot menu follow. The three-dot menu holds one item, Audit Log, which opens the audit log. Table 1 lists the columns.

Table 1. Internal document list columns

Selecting a document's name opens a preview of the PDF. Pointing to a row shows a Download icon. Each row also has a menu with these actions:

• Download downloads the file.

• Edit opens Edit Document. It lets you change only the name, the custom entity names, and the file.

• Version History opens the document's version history.

• Delete asks you to confirm. It then removes every version of the document.

Edit and Delete appear for roles that can change internal documents, such as SuperAdmin.

Add New Document panel

The Add New Document panel opens under its button in the toolbar. Table 2 lists its fields in order.

Table 2. Add New Document fields

The panel's buttons are Cancel and Save. Custom Entity Names (optional) is the only field marked optional.

Audit log

The audit log lists the changes to internal documents. It opens from Audit Log in the list's three-dot menu. Its breadcrumb reads Internal Documents and Audit Log. A search box and a filter icon sit at the right. When the log has no entries, or none matches the search or a filter, it shows No Internal Documents Available. Table 3 lists its columns.

Table 3. Audit log columns

Add an internal document

Before you start, have the file ready and know which entity it belongs to.

1. On the Internal Documents tab, select Add New Document. The Add New Document panel opens under the button.

2. In Name, enter a name for the document.

3. In Type, select the document type.

4. In Entity, select the entity the document is for.

5. To add custom entity names, type each one in Custom Entity Names (optional). The field's hint reads Press ENTER, TAB, or COMMA after each value.

6. Under Document, select Select File.

7. Choose the file to add. The panel accepts one PDF file of up to 20 MB.

8. Select Save.

The panel closes, and the document appears at the top of the list. No confirmation message appears. The audit log records the addition as New Document Created.

If the save fails, the panel stays open and shows an error line. For example, the name is already in use. Or a document already exists for the same type, entity, and currency.

To close the panel without adding a document, select Cancel.

Figure 1. The Add New Document panel

Related information

• Open a Record Tab

• Documents Overview and Workflow

• The SmartCustomer Console