Document management
Document management allows you to manage and store documents by attaching them to your contacts, portfolios, transactions, trade orders, or securities. In order to be able to use document management, make sure it is enabled in Preferences.
For contacts, portfolios, securities, transactions, and trade orders the document management is available on the Documents tab on the corresponding window. In addition, the Customers view supports showing the documents of the opened customer, and the Overview supports showing the documents of the selected contact or portfolio. All documents stored within the system are available through the Administration view (see Administration).
Documents are structured in a table, showing all relevant document information. You can see the full document name together with an icon indication of the document type, the date, time and user who last modified the document, and the document tags.
The Document management provides you with wide search options. You can filter your documents with the document name, date, time, or user. You can use the table to sort your alphabetically ordered documents with information in any of the columns. You can also search documents with document tags: the tags component allows you to search for documents with predefined document tags or with dynamic document tags (i.e. contact or portfolio ID, security code, transaction or trade order external ID added dynamically to each document depending on which item it belongs to).
The Document management also allows you to decide which level of documents are shown. On the top-right, you can enable the tree structure to show the documents within sub-folders, allowing you to for example see portfolios' and transactions' documents when viewing a contact. In addition, if your document folder has separate sub-folders, you can browse through these individual folders by selecting them from a drop-down (visible only if sub-folders are present).
To be able to manage documents, make sure you have the appropriate permissions to view and manage documents.
Uploading documents
You can add new documents through the Upload file button at the bottom of the document management. You can either choose the document you want to attach from your computer, or you can drop files to be attached on the document area. You can add new documents only on the level you have selected. For example, adding documents to portfolios and transactions is not possible when you are viewing documents on a contact level, even if you have the tree structure enabled.
You cannot add two documents with the same name to the same level: adding a new document with an existing document's name asks you to confirm replacing the document with the new one.
For improved security, the following security measures are in place to ensure your users cannot upload harmful documents into your system:
Allowed file types. The supported file types are: PDF, DOC, DOCX, ODT, XLS, XLSX, PPT, PPTX, ODP, ODS, TXT, CSV, XML, PNG, JPG, RTF, and MP3. Other file types are restricted and cannot be uploaded to documents.
Maximum document size. You can control how large documents your users can upload to the system. If a typical file size is 10 MB, you can for example configure the application to reject files that are larger than 25 MB to prevent suspicious documents from being saved into your system. You can define the maximum file size through the Document management preferences (for more information, see Preference - Administration). (Available from FA 3.5 onward).
Limit the frequency of document uploads. You can control how frequently your users can upload documents - if the application detects a suspiciously high frequency of document uploads from a single user, the user is prohibited from uploading documents for a while. You can configure how many documents a user can upload, and how frequently rights to upload new documents will be available (for example, a user can receive 1 new document to upload every 10 seconds). You can control the upload frequency through the Document management preferences (for more information, see Preference - Administration). (Available from FA 3.5 onward).
Virus scanning of documents. For additional security, the system can scan all uploaded documents for viruses. If a virus is detected in the document the user tries to upload, the document upload is prevented. By default, virus scanning is not enabled - contact FA for more details if you are interested in enabling virus scanning for uploaded documents (Available from FA 3.5 onward).
Managing documents
To manage your documents, the following functions are available through right-clicking a document:
Download document. Allows you to download the document into your computer to open it. A document can be downloaded and opened also by double-clicking it.
Modify document. Allows you to modify your document's name or add tags to your document.
Delete document. Allows you to delete the chosen document after confirming that you want to delete the document.
Modifying documents
You can modify the document's name, see where your document is stored in, or add tags to your document.
Modify your documents through the following fields:
Rename. Allows you to rename your document. Define the new document name in the available field, when the name of the document is changed and the document's last modified updated.
Document path. Allows you to see where the opened document is located within the document management. Documents are stored under the main folders of /Contacts, /Portfolios and /Securities, and within those into folders identified with the database ID of the contact, portfolio or security. Transaction and trade order documents are stored in sub-folders within each portfolio's folder, identified with the database ID of the transaction / trade order. You can also structure your documents into sub-folders within the main folders by adding the sub-folder information into the file name. For example, setting a file name "Contracts/Contract.pdf" would create a new sub-folder "Contracts" under your contact's, portfolio's or security's folder and move the file "Contract.pdf" there, and setting a file name "../Contract.pdf" would move the file back to the parent folder. Sub-folders cannot be deleted.
Note
Prefer tagging in structuring your documents over sub-folder structures.Document tags. Allows you to categorize your documents by tagging them. Define the tags you want to be able to use for your documents in Preferences - General - General, and select the tags you want to add to your documents. Each document is also dynamically tagged with the ID of the item it belongs to (for example, contact or portfolio ID, security code, transaction or trade order external ID), allowing you to identify documents easier in document lists.
In addition to actual documents, you can upload a link to your document bank that points to a document stored online or in your internal document library. This allows you to access your documents stored elsewhere from FA, without having to upload them individually. When you download a document link in FA from a document listing, the document is opened for you through a link you've defined.
To be able to manage links to documents, make sure you have the appropriate permissions to view and manage links.
Uploading links to documents
You can add new documents through the Upload link button at the bottom of the document management. You can add new documents only on the level you have selected: for example, adding documents to portfolios and transactions is not possible when you are viewing documents on a contact level, even if you have the tree structure enabled.
To define a link to a document, fill in:
Document name. Allows you to define a text that is shown as the document name on the document listings.
Link to document. Allows you to define the link (URL) to the document. The link can for example point to a document stored online or to a document stored in your internal document library. When you download a document link, the URL you define here will be opened on a new browser tab for you to be able to access the document.
Managing links to documents
Links to documents are shown in the same table with other documents you have uploaded into the system. Links to documents are shown in the document listing with a link icon 
and with the abbreviation .link after the document name you defined.
You can search and manage your links to documents the same way as you manage other documents. If you need to modify the link (URL) to the document, delete the the existing link to the document and upload a new link.
The Documents section within the Administration view allows you to manage all documents stored within the system.
Searching documents
The Documents section within the Administration view allows you to access all documents stored within the system. You can either access documents stored within a specific folder by selecting the folder from the left, or you can perform a search against certain documents within the system.
Access documents in a specific document folder
From the top-left, you can select a specific folder to see all the documents stored directly within the selected folder. The dropdown shows the folders directly below the folder you are currently in, and allows you to navigate within the document hierarchy. If the folder you select has sub-folders, you can select those from the dropdown after selecting the main folder. For example, if you want to navigate to see the documents stored for a certain contact, first select the "/Contacts" folder, and then from the same dropdown select the folder of the contact you want to view.
Selecting either "empty" or "/" will take you back to the root folder, and show the documents stored directly within the root folder itself.
Note
You cannot directly access and view all the documents stored in the system - you can only access documents stored directly in a specific folder. You can however target a search against all documents as described below.
Search documents with search criteria
You can search documents also by defining search criteria. The search is done against the folder you are currently in and all its sub-folders, allowing you to define what documents you want to search.
Searching documents under a specific folder. For example, if you want to search something stored under any contact, first select the "/Contacts" folder, and then do your search - this will perform the search against everything under the "/Contacts" folder.
Searching from all documents within the system. If you don't want to target your search to a specific folder within the system, make sure you have selected the root folder, for example, the folder selection has either "empty" or "/" selected. This will perform the search against everything under the root folder.
After selecting the level you want to search from, you can search your documents with tags or with the document name as the search criteria.
Search documents with tags. Select tags you want to search with. This will return all documents that have any of the selected tags.
Search with the document name. The search on the top of the view does a search against the file name, and allows you to specifically search with exact text (case sensitive) and from beginning, middle or end of the file name, using either * or %. For example, you can use searches of Contract, Contract*, *Contract* or *Contract, respectively.
To apply a search, click the "magnifying glass" on the right - this will search through all to documents below the selected folder and its sub-folders, and list all documents that match the search criteria.
In addition, you can filter the shown documents further with document name, last modification, or tags – this is especially useful for searching for exact documents to mass-modify them.
Mass-modifying documents
At the bottom of the document management, you can:
Delete document, allowing you to delete all the searched documents in one go. This deletes all the documents visible on the screen.
Modify document, allowing you to either add or remove tags from all the searched documents. This really adds or removes a tag from all the documents visible on the screen.
These features allow you to easily manage masses of documents – for example, you can easily categorize masses of documents through tagging for publishing them to your customers.