Can I link a document to a record?

Each Landlord, Tenancy, Applicant/Tenant, Guarantor, Property and Contractor Information, has a Links tab where you can link documents to those records, such as copies of a Gas Safety Certificate, Electrical Certificate, Tenant Referencing, Contractors Public Liability Insurance etc.

The steps below show you how to:

• Link a document to an Information record
• Manage your linked documents after they have been uploaded
• Recognise the colour coding used to identify the status of the Linked document

This article includes: 

• Add a linked document
• View a linked document
• Remove a linked document
• Scan and Link
• Colour key

Add a linked document 

As mentioned, a document can be linked to either the Landlord, Tenancy, Applicant/Tenant, Guarantor, Property and Contractor Information, in this example we will show you how to link a document to the Property Information.

1. Double click Properties from the side menu
2. Search for the relevant Property using Search Text by Name, Code or Status
   1. Alternatively, find the Property using Additional Options from the dropdown menu
   2. If searching for an archived record in Only Search Listable Records, select No
   3. Or select a Branch if multi branch is set up on your CFPwinMan
3. Click on the Property
4. Click the Links tab
5. There are two options to add a document into the Links tab
   1. Click Add Link
   2. Locate your document then click Open to attach
   3. Alternatively, locate the document first, then drag the document into the Add Links button
6. The linked document will appear in blue
7. Click the disk icon, Save this record, on the toolbar

View a linked document

1. Follow steps 1 to 3 above to locate the Information record where the document is linked
2. Click the Links tab
3. There are two options to view your linked document
   1. Click on the linked document you want to view, then double click for it to open
   2. Alternatively, click on the linked document you want to view, then click Display Link
4. Click the disk icon, Save this record, on the toolbar

Remove a linked document

1. Follow steps 1 to 3 in Add a linked document above to locate the Information record where the document is linked
2. Click the Links tab
3. Click on the linked document you want to view, then click Remove Link
4. Click the disk icon, Save this record, on the toolbar

Scan and Link

If you would like to scan and attach your Link, using Scan and Link, you will need a TWAIN compatible scanner.

Information on how to configure the scanner in order to create good quality output and manageable file sizes, can be found here.

Colour key

Linked documents can appear in different colours, the key to the colours is explained here in more detail. 

• Blue
  • Indicates the document is linked successfully and can be viewed when required
• Red
  • Indicates the document is no longer linked. This could mean the document has been moved from the original location on your computer from where it was originally linked
• Brown
  • Depending which version you are operating, links will show in this colour initially
• In versions pre 4.7.0.6
  • All file information (modified date / type / size / created date) is available instantly for located files, coloured blue without further interaction from the user 
• In versions post 4.7.0.6 and pre 4.7.1.4
  • All links will show as the brown/amber colour initially until the file is accessed, at which time they are examined as above. This speeds up the display of the Links tab for users with slow drives / networks / servers
• Version 4.7.1.4
  • Allows users to amend this functionality, this should be ticked by default when you upgrade to this version
    1. Click Defaults on the main toolbar
    2. Click User Defaults from the dropdown menu
    3. Click Preferences
    4. The General tab will display
    5. On the left column in Information Screen there is a tick box. Tick Examine Linked Files by Default, this means that all file information, modified date, type, size, and created date is available instantly for located files which are coloured blue and without further interaction required from the user
    6. Click Close
    7. Click Close