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Quantum VS Help: File Maintenance |
The Document Defaults tab enables you to specify default contacts for each Customer for each document type, such as a person's email address, fax number, printer or hard disk location.
For example, we might use the Document Defaults tab for the customer Abbey Forest Products Ltd to record the default contact for the Document Type 'Quotation' as Lorna Jameson. Therefore, when a user creates a Quote for Abbey Forest Products Ltd it will automatically be emailed to Lorna Jameson at Abbey Forest Products.
To define Document Defaults for a customer:
1. Find and open the Customer record for the required customer. See Finding Customers.
2. Click the Document Defaults tab:
3. The Document Type column lists the available document types for a Customer record, while the Default Contact column lists the specified default contact for each Document Type.
Note: If a Default Contact has not yet been specified for any available Document Type, the Default Contact will be shown as 'No Default Specified'.
To define the Default Contact for one of the available document types, click the link for the appropriate document (e.g. Quotation).
4. The Default Contact Point for... window appears. To select a default contact, click the Select New Contact Point button:
5. The Available 'Contact Points' for this customer are listed.
Note: These Contacts must be defined/added in the Customer Contacts tab for this customer. See Adding Customer Contacts or Creating A Contact Record.
If necessary:
You may filter the contact methods shown by checking/unchecking the Show Emails and Show Faxes fields.
If there is more than one page of Available Contact Points listed, use the arrow keys to scroll from one page to another.
6. Click the appropriate button to select the default contact for the chosen document type (e.g. select 'lornaj@abbeyfp.co.uk' as the default contact point for Quotations for the selected customer).
7. Click OK to close the Default Contact Point for... window.
The defined Default Contact is shown against the Document Type in the Document Defaults tab of the Customer record.
8. If necessary, repeat steps 3 - 7 to define contact points for other document types for the current customer.
Consider a scenario where the Quantum VS user Abbie Sherwin raises a Quotation for the Customer Abbey Forest Products Ltd.
The two main factors that define the document's default print destination are the:
Default output method for this document type (Quote) - as defined in the User record - IO Control Fields tab; and the
Document Default Contact Point for this document type (Quote) - as defined in the Customer record - Document Defaults tab.
Imagine that these are set as follows. In the:
User record for Abbie Sherwin: the default output method for Quotes is 9996 – Email / Fax Only, meaning the PDF Document produced will be sent to the Email Address or Fax Number maintained against the Customer or Supplier record.
Customer record for Abbey Forest Products Ltd: the Document Default Contact Point for Quotes is Lorna Jameson, with the email address 'lornaj@abbeyfp.co.uk'.
Therefore, any Quotation printed by Abbie Sherwin will, by default, be output to the Email Address or Fax Number maintained against the Customer record.
However, the Document Default for this document type - if one has been defined - takes precedence. Therefore, if Abbie Sherwin prints a Quotation for Abbey Forest Products Ltd, the Quote is automatically sent to the email address 'lornaj@abbeyfp.co.uk'.
Note: Most document types have the option to override the default by selecting an alternative 'print' (or reprint) destination/method for the currently open document on a one-off basis.