Link Documents for Efficient Organization

KRYSTAL DMS - Enterprise Edition comes bundled with the Document Hotlinks feature, enabling users to create logical links between documents based on common metadata fields. This powerful tool helps to organize and streamline document management by establishing relationships between related documents, making it easier for users to navigate and retrieve information quickly.

Document Hotlinks allows you to link multiple document classes based on shared metadata, such as a Purchase Order Number (PONUM), facilitating seamless document tracking across different document types like Purchase Orders, Invoices, and Delivery Challans. With a simple click, users can access all documents related to the current document, improving overall productivity and reducing time spent searching for relevant documents.

Key Benefits:

• Efficient Document Organization: Link documents based on common metadata fields to establish clear relationships, helping organize related documents in a logical manner.
• Quick Access to Related Documents: One-click access to all linked documents from within the current document, allowing users to instantly view related files like invoices, delivery challans, and more.
• Cross-Document Connectivity: Link different document classes (e.g., PO and Invoices) or even within the same document class, ensuring all relevant documents are easily accessible.
• Improved Workflow Efficiency: Simplify document management by linking documents like Purchase Orders, Invoices, and Delivery Challans together, streamlining approval processes and reducing time spent on manual searches.
• Enhanced User Experience: With the linked documents tab, users can quickly see all related documents in one place, providing a more efficient workflow and better document traceability.

How It Works:

1. Creating Document Hotlinks
   • Administrators can create hotlinks between document classes that share common metadata fields. For example, Purchase Orders (PO) and Invoices can be linked using a shared index field like PONUM (Purchase Order Number).
   • Hotlinks can be established not only across different document classes but also within the same document class (e.g., linking multiple invoices to each other).
2. Accessing Linked Documents
   • Once the hotlinks are created, users who view a document will see a tab on the screen labeled Linked Documents.
   • By clicking on this tab, users can instantly access all documents associated with the current one, such as invoices linked to a purchase order or delivery challans linked to an invoice.
3. Multiple Links per Document
   • A single document can have multiple hotlinks, and multiple documents can be linked to one document. For example, a Purchase Order (PO) can be linked to both Invoices and Delivery Challans, offering a comprehensive view of all associated documents.
4. Seamless Navigation
   • The links allow users to navigate between related documents without searching through the entire repository, offering a faster and more organized way to find essential information.

FAQs:

Q: How do I create Document Hotlinks?
A: Administrators can create hotlinks by linking document classes that share a common metadata index field (e.g., PONUM for Purchase Orders and Invoices). This setup is done within the document class configuration settings.

Q: Can I link documents from the same document class?
A: Yes, you can create hotlinks within the same document class. For example, you can link multiple Invoices or multiple Purchase Orders together based on a shared metadata field.

Q: Can multiple documents be linked to one document?
A: Yes, a single document can have multiple hotlinks. For instance, a Purchase Order (PO) can be linked to Invoices and Delivery Challans simultaneously, ensuring all related documents are easily accessible.

Q: How do I access linked documents?
A: When viewing a document, users can click on the Linked Documents tab to instantly access all documents associated with the current one, improving document retrieval and navigation.

Q: Can I unlink documents later?
A: Yes, administrators can modify or remove hotlinks between documents as needed to maintain an organized and up-to-date document structure.

Document Hotlinks in KRYSTAL DMS is a powerful feature that enables users to create logical, metadata-based links between documents. This functionality ensures that related documents are always easy to find, improving workflow efficiency and document organization. By allowing administrators to link documents based on common metadata fields and giving users seamless access to related documents, KRYSTAL DMS streamlines document management and enhances productivity.