Set-up
Tudodesk back office
What's this for?
How to create new documents.
What you should know
You can create a new document from the board menu.
You can create a new document from the segmented list view.
You can create a new document by copying an existing document. It is handy if, for example, you want to send an estimate for a job or create an invoice from an estimate.
You can create documents automatically using macros.
Steps
Creating a new document from scratch
Creating a new document from scratch would typically be done to check new work into the workshop, send a new estimate or log a lead. When you create a new document in this way, typically, it will create a project folder so further documents, files and messages can all be associated.
Go-to boards or document views.
Click Create on the top sub-menu (right side)
If in document view, select the document type from the drop-down list
Add the customer from new or use search.
Enter the min requirement of a document title.
Click Create.
After the document creates, it remains in draft mode, so you can continue to add information, files and prices.
Creating a new document from an existing document (copy)
If you create an estimate or job for a customer when it's time to send your invoice, you don't have to start from scratch. You can quickly copy documents which save time and improves accuracy. Copying has the added advantage of linking the two documents as parent and child. Linking is helpful; for example, you can quickly view an estimate from an invoice. Or the original work order that created an invoice.
Understanding sub documents and document hierarchy
When you copy a document, the new document becomes a child of the source document. This will link the source to the child as the parent. When you view a document, any child documents are shown under the sub documents section.
Open the source document.
Click the show menu [...] icon (3 dots, right-side top sub-menu).
Click Create,
Select the type of document to create
Confirm the basic details and click Create.
After the document creates, it remains in draft mode, so you can continue to add information, files and prices. Changes do not affect the original or source document.
Tip:
When viewing a document you can create a new document (copy) by using the Create button in the sub-documents section
Creating a document without using copy but related to the same job.
It may not always be desirable to create a document in an existing project by using the copy feature. You can add a new document to an existing project at the top level. This would be useful if for example you are creating multiple work orders for one job.
Open any document in the project.
Hover over the Save button in the bottom right of the screen.
Click the + Icon.
Select the type of document from the board options shown.
Click Create.
Fill in the required information and continue.
Creating new documents using macros.
There are situations when automatically creating documents can be useful and save your team time. For example, when a job is returned, you may want to create and send an invoice. Or you might like to send a survey for a review.
Open an existing document that is currently on the job board on the completed stage. You can make a test document and update it to completed if you don't have one.
On the macro bar, click the edit button (pencil icon)
Name the button Collected.
Scroll down to section 5 (Update document status) set it as Returned.
Scroll down to section 7—Mark as Close (archive).
Scroll down to section 8 (Create a new document)—select Survey from the document board list. Uncheck the Open document create dialogue. Uncheck Open in edit mode. Check Status. Mark as Sent
Save the macro.
Learn more about macros here: