66.1 Collaboration in Document Management

AIUNIFY CRM Document Management includes collaboration tools beyond ordinary file storage. Operational workflows can include sharing, approval requests, electronic signing, reminders, version restore, and actions on available document selections.

Use only the collaboration actions presented to your account for the selected document.

66.2 Sharing a File

1. Open the file or its action menu.
2. Select Share.
3. Review the recipients or sharing choices presented.
4. Select only the intended recipients.
5. Confirm the share operation.
6. Verify that the document remains in its intended source location.

66.3 Sharing a Folder

Folders can also be shared.

Because sharing a folder can expose multiple documents, inspect the folder contents before granting access. If only one document is needed, share the individual file rather than a broader folder.

66.4 Content Shared with You

Use the shared-content area to review files and folders other users have made available to you.

Work from the shared source where practical rather than creating unnecessary copies that can later become inconsistent.

66.5 Approval Requests

The Document Management module supports sending a document into an approval workflow.

When the operational approval action is available:

1. Open the correct document.
2. Select the action to send an approval request.
3. Review the request information.
4. Select the intended participant where required.
5. Submit the request.
6. Review the resulting approval status.

66.6 Reviewing an Approval Request

Approval requests can have outcomes such as Approved or Rejected.

When you are an approval participant, open the request details, review the actual document, and make the decision based on the document content rather than the file name alone.

66.7 Electronic Signing

The Document Management source includes electronic-signing actions and support for signing an applicable document through the available workflow.

Before signing:

• Confirm the correct document.
• Review the complete content.
• Confirm that you are the intended signer.
• Complete the signing action only when you are authorized to do so.

66.8 Approval and Signature Are Different

An approval decision and an electronic signature can represent different business actions. Use the operation required by the actual process rather than assuming that one automatically substitutes for the other.

66.9 Document Reminders

The Document Management interface supports reminders associated with documents.

A Reminder workflow can contain information such as an email recipient and message.

Use reminders when a document requires a future review, response, approval, signature, or other operational follow-up.

66.10 Creating a Reminder

1. Open the applicable document.
2. Select the Reminder action.
3. Enter the recipient information presented by the form.
4. Enter a clear message.
5. Review the Reminder.
6. Save it.

66.11 Restoring a Version

Restore is an operational version-management action. Before restoring an older version, review the date and file name and compare the earlier file when needed.

Restoring should correct the document's version state, not be used casually as a substitute for ordinary editing.

66.12 Bulk Actions

When the Document Management interface provides actions for multiple selected items, verify every selected file or folder before processing the action.

Bulk operations can affect more than one business record at once, so use them only when the same operation genuinely applies to the complete selection.

66.13 Recommended Collaboration Workflow

1. Locate the authoritative document.
2. Confirm the correct version.
3. Share it with only the necessary participants.
4. Use an approval request when a formal decision is needed.
5. Use signing when the business process requires a signature.
6. Create a Reminder when follow-up should occur later.
7. Review status and responses.
8. Use Restore only after validating the intended earlier version.

66.14 Best Practices

• Share the narrowest appropriate scope.
• Verify recipients before sharing.
• Review documents before approving or signing.
• Use reminders for genuine follow-up.
• Check every item before a bulk action.
• Preserve the authoritative document history.