The article covers these topics:

Overview

Our Document Management tool is so easy and intuitive to use that it will quickly become your company’s hub for managing all files and documents ⤵

When designing this tool, we considered how documents can be organized for practicality and ease of access.

The system is structured so that there are two primary types of documents:

  • Company documents › are files that are shared across the whole company. Responsibility for creating the directory structure — often patterned on teams and departments — for example, sales, finance, executive, tech support — can be assigned to specific Pipeliner user roles to ensure consistency.

  • Record documents › these are documents associated with particular accounts, contacts, leads, opportunities and projects. These are various documents that have specific uses, such as with a particular customer or type of customer. An example would be a quote for an Opportunity or a contract for a specific customer.

Documents can be as large as 200 MB, and those with multiple uses can be available from multiple locations.

We took the dynamic visual approach we take with all of the other elements in Pipeliner CRM so that anyone using the system can instantly understand it. Directory views can be set up in thumbnails or list views. Word, Excel, PDF and Powerpoint files can be previewed by double-clicking on the file name.

Key features:

  • Documents can be uploaded from local or network drives, by pasting in a URL link to the file or by using an integration such as Pandadoc, Google Drive or Sharepoint.

  • User Roles determine which users have the rights to access the Document Management tool to set up folders for Company and Record documents and also to upload Company files.

  • Company files can be easily attached to outgoing standard or mass emails, Email Templates and Automatizer emails.

  • Record documents can be accessed from the Document Management tool (if users have access) as well as from the Documents tab of the record they are attached to.

This add-on is available free of charge to customers on our Unlimited tier. If you are on one of our other tiers — Starter, Business or Enterprise, please contact your Account Manager directly or via customer-success@pipelinersales.com to discuss your options.

Setting up User Role Access to Document Management

Pipeliner Admins need to access the "Admin Module" using the "App Switcher" icon in the top left corner of Pipeliner, selecting “Administration”. Next click on “Units, Users & Roles” and then the “Roles” tab ⤵

Select the User Role you want to update (or click on “Create New” to add a brand new Role), click on “Edit Role” ⤵

Navigate to “Features” then select “Tools” and click on the dropdown arrow to open up the options for "Document Management" ⤵

Allowed management of Company Documents › leave this option ticked for users based on this role to be able to both upload files to Company Documents as well as create and edit Company Documents folders.

Allowed management of Record Documents › leaving this option selected will allow users based on this role to create and edit Record Documents folders ⤵

If you uncheck both options, users based on this role will still be able to click on the Tools menu in the Pipeliner web app and access Document Management but will only be able to use existing documents (for example, when sending an email) and will not be able to upload new files or work with the folder structures of "Company" or "Record Documents" ⤵

You can also disable access to the Document Management tool entirely by switching off access using the toggle button. Users based on roles with this option disabled will not be able to access Document Management from the Tools menu in the web app but will still be able to add Company Documents to emails, for example, as well as see the Record Documents folder that a file is stored in when looking at the Documents tab of a record.

Click on "Save" to apply your changes to this "User Role" and then do the same for any other roles you want to amend.

Once you have your User Roles set up as you need, users can begin uploading files and setting up the right folder structures.

Working with Company Documents

Use the Company Documents area to manage files that need to be shared with all Pipeliner users. These can include templates, background reference documents, catalogs, brochures, white papers — anything that your users need to be able to easily and quickly access to help with efficiency.

"Document Management" is accessed from the "Tools" menu in the web app ⤵

Click on the "Company Documents" tab to see all Company Document folders and the files stored within them as well as to create/edit the folder structure; upload additional files and download or use those that have already been uploaded — for example, sending out via email ⤵

Uploading Company Document Files

Click on “Upload Document” to upload a new file(s). The default locations in the left-hand panel that you can select your file(s) from are:

  • Upload Document › access your file(s) from a local or network drive

  • URL › add in the URL of a file from a Cloud storage location

In addition to these default locations, if you are using any additional integrations, you will see those as an option. These may include:

  • Pandadoc

  • Sharepoint

  • Google Drive

NOTE: These additional options may be chargeable add-ons.

The folder that your file(s) will be uploaded to will default to the one you have currently selected in Document Management. You can change this from the "Attach to" option in the bottom left corner ⤵

You’ll see an on-screen notification when the upload is complete ⤵

You can also upload file(s) by dragging and dropping ⤵

Moving Company Document Files

Select any file(s) and click on the “Move To” button or choose “Move To” from the drop-down menu on the right-hand side ⤵

Select the folder you want to move the file(s) to ⤵

You can also move files by dragging them to a different folder location ⤵

Working with Record Documents

The "Record Documents" tab within Document Management gives a consolidated view of all individual files that have been linked to individual records — "Accounts", "Contacts", "Leads", "Opportunities" or "Projects".

Only users based on a role that gives access to Record Documents will be to see the Record Documents tab. These users can create a folder structure within Record Documents which users can then see and use when attaching files via the Documents tab of a record.

Use the hyperlinks when viewing Record Documents to jump straight through to the record that the files are attached to ⤵

Clicking on a link will open up the record in a new tab ⤵

Click on the "Documents" tab to see all attached documents ⤵

Uploading Record Document Files

From an "Account", "Contact", "Lead", "Opportunity" or "Project", click on the "Documents" tab and then choose “Attach Document” to upload a new file(s). The default locations in the left-hand panel that you can select your file(s) from are:

  • Upload Document › access your file(s) from a local or network drive.

  • URL › add in the "URL" of a file from a "Cloud" storage location.

In addition to these default locations, if you are using any additional integrations, you will see those as an option. These may include:

  • Pandadoc

  • Sharepoint

  • Google Drive

NOTE: These additional options may be chargeable add-ons.

The folder that your file(s) will be uploaded to will default to the one you have currently selected in the Documents tab. You can change this from the Attach to option in the bottom left corner ⤵

You can also upload file(s) to the Documents tab of a record using "Drag&Drop" ⤵

You’ll see an on-screen notification when the upload is complete.

NOTE: You can also attach Company Documents to individual records.

Moving Record Document Files

From the Documents tab of a record, select a file and click on the “Move To” button on the menu ⤵

Select the folder you want to move the file to and click on “Move” ⤵

NOTE: You cannot move files into different folders from the "Record Documents" tab in Document Management, you need to be on the Documents tab of the record itself.

Creating Folders for Company and Record Documents

Select a folder at any level of your current document hierarchy and click on “Create Folder” to create new folders just under your selection ⤵

Type in the name of your new folder and click “Create” to add it to your Company Document hierarchy.

Once you have created a folder, select it in the left-hand panel and then click on the gear icon to Rename, Move To another location in your hierarchy, Download all files within it or Delete the folder ⤵

Downloading Company or Record Document Files

Select a single file and download it by clicking on the “Download” button or choosing “Download” from the drop-down menu on the right-hand side ⤵

If you need to download multiple files, select them all and click on the “Download” button and the files will be zipped up before being downloaded ⤵

You can download the contents of a folder by selecting the folder name in the left-hand panel, clicking on the gear icon and choosing “Download”.

The downloaded files will be available in your device's “Downloads” folder and directly from your browser in the downloaded files bar at the bottom (depending on which browser you are choosing to use).

Sending Company or Record Document files via Email

If users have access to Document Management from the "Tools" menu, they can select any file from either the Company Documents tab or the "Record Documents" tab and choose “Create Email” from the drop-down menu on the right-hand side ⤵

A new email window will open and the selected file will be attached to the new email ⤵

You can select an existing email template — when prompted, select “No” to keep the attachment ⤵

Company documents can also be attached to "Standard" and "Mass" emails, as well as "Email Sequences" emails and emails sent by Automatizer processes, by clicking on the paperclip when composing the email. Choose Company Documents from the left and panel and then navigate through your folders to select the required file(s) ⤵

Deleting Files and Folders from Company and Record Documents

Select file(s) to be removed from and click on the “Delete” button or click on a single file and choose "Delete" from the drop-down menu on the right-hand side ⤵

To delete a folder, highlight it in the left-hand panel and click on the gear icon and choose "Delete" ⤵

Choose "Delete" when prompted and the selected file(s) will be removed from "Company Documents" ⤵

"Record Document" files can also be deleted from the "Documents" tab of the record they are attached to ⤵

Changing the List View

You can change the columns in the "List" for both "Company" and "Record Documents" ⤵

And also from the "Documents" tab of a record for "Record Documents" ⤵

Viewing, Searching for, and Filtering Files

If you prefer, you can swap views to see thumbnails rather than a "List View" ⤵

You can search for files and folders by name using the "Search" bar ⤵

From the "Company Documents" tab and the "Record Documents" tab, you can filter files based on their "Creation Date" and "Owner" and, additionally only for "Record Documents", the name of the record the files are attached to ⤵

From the "Documents" tab of a record, you can search by creation date and can also choose whether or not to see related documents ⤵

Related documents are those that are not linked directly to the record that you have open but are attached to records that have a relationship with it — for example, if you’re on an "Account", the file might be attached to an "Opportunity" with your Account as its Primary Account.

Switching off this option will limit the display to files directly attached to the record you are on ⤵

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