The Documents screen is Sapera's built-in archive for notes and attached files. Here you can create a note with a subject and a descriptive text, attach files (e.g. PDFs, images or spreadsheets) and organize it all in a folder tree. This way you gather documentation in one place and can find it again when you need it.
The screen consists of two main areas: a folder tree on the left side, showing the folder structure, and a note list on the right side, showing the notes in the selected folder.
You can open Documents from both Financial and Pos:
- In Financial you select Documents and then Documents in the menu. - In Pos you likewise select Documents and then Documents.
The same screen also appears embedded as a tab in a number of other places in Sapera — for example on invoices, sales orders, accounts, voucher entries and on actor-related notes. Here it works in exactly the same way, but shows only the notes belonging to the specific invoice, order or account.
If you cannot see the menu item, you most likely lack permissions — contact support.
Once you have selected a folder, the right panel shows an overview of the notes in the folder. The overview is paginated, so you can page through if there are many notes.
Each column can be filtered and sorted, and you can customize which columns are shown. The available columns are:
Date: The date the document concerns. You specify the date yourself at creation or when editing the note — it is not necessarily the same as the creation date.
Subject: A short title that classifies what the note is about.
Note: The actual content/description of the note.
Created on: The date the note was created in Sapera.
Created by: The employee who created the note.
Updated on: The date of the latest change.
Updated by: The employee who last changed the note.
Org. unit: The organizational unit the note belongs to.
Owner: Shown in certain contexts (e.g. when Documents is embedded as a tab on an entity) and indicates which entity the note is linked to.
You can filter on all columns to quickly narrow down the list.
At the top of the list there is a free-text field where you can search across the notes. Type your search text to filter the list, and use the Clear function to remove the search again. Read more in How to search in lists.
In the left panel you see the folder structure as a hierarchy. At the top is the root folder [Uncategorized], where all notes without a specific folder are gathered. Below it you can create your own folders and subfolders, so the documentation becomes easier to overview.
When you select a folder in the tree, the note list on the right shows exactly the notes that are in the selected folder.
Select a folder (not the root folder) and choose Add subfolder. In the dialog you specify a Folder name (mandatory). If the folder is created under another folder, the parent folder is shown as a read-only label, so you can see where it is placed.
Select a folder (not the root folder) and choose Edit folder to rename it. You edit the folder name in the same dialog used for creation.
Select a folder (not the root folder) and choose Delete folder. A folder can only be deleted if it is completely empty — i.e. contains neither notes nor subfolders. Move or delete the content first if the folder cannot be deleted.
1. Open Documents from Financial or Pos (or open the Documents tab on the invoice, order or account the note is to belong to).
2. Select the folder the note is to be placed in.
3. Click the blue button with the plus symbol (Create) at the top.
4. Fill in the fields in the dialog.
5. Click Save.
Subject: A short, descriptive title for the note. The field is mandatory and can hold up to 255 characters.
Note: The actual content. Note that this is a rich text editor, not just an ordinary text field — you can format the text with bold, italic, lists, headings and more. The field is mandatory.
Date: An optional date picker where you specify the date the note concerns.
In the create/edit dialog there is an Attachments tab where you can attach files to the note. This is where you upload, e.g., PDFs, images or other documents.
The tab shows the attached files with the columns File name, Content type and Created on
You can work with attachments in the following ways:
Add attachment: Choose Add attachment to upload a file. You can also drag files directly onto the tab (drag-and-drop).
Delete attachment: Select a file in the list and choose Delete to remove it from the note.
Download attachment: Select one or more files and choose Download to download them to your computer.
View: Select a note and choose View to open it in read-only mode. This is used when you want to read a note without changing it — or when you do not have permission to edit it.
Edit: Select a note and choose Edit to edit it. The dialog is the same as when creating.
Delete: Select a note and choose Delete to remove it.
Move: Select a note and choose Move to move it to another folder. In the Move to folder dialog you select the target folder. (The Move button is shown on the standalone Documents screen.)
Refresh: Choose Refresh to reload the list if you want to make sure you see the most recent notes.
If you double-click a row in the list, the note opens automatically: in Edit mode if you have edit permission, and otherwise in read-only View mode.
You can always edit and delete your own notes — that is, the notes you have created yourself.
To edit or delete notes created by other users, a special permission is required. If you do not have the permission, you can still open others' notes in read-only view, but the buttons for editing or deleting will not be available.
If you lack access to features you need, contact support.
Note for administrators: editing others' notes is controlled by the media permission EntityNoteEdit, and deleting others' notes by EntityNoteDelete.
Want to know more?
Read more in these related articles:
Document types
Set up and manage document types in Financial. Document types are used to categorize attachments on sales invoices, sales orders, sales quotes and purchase invoices.
