Getting Started: Document Management

Summary

This guide provides a comprehensive walkthrough of the document management features available in the Manage page of your OpenSolar project. Whether you're uploading, generating, organizing, or sending documents, this article covers every functionality to help streamline your workflow.

Table of Contents:

• Video walkthrough
• Expanding your Document View
• Uploading and/or generating documents 
• Managing your documents 
• Sorting and filtering your documents
• Send documents from your project 
• Merging documents

Video Walkthrough: 

Expanding the Document View

Within your OpenSolar project, you can toggle between two different document views:

• Manage Tab View (Compact): Ideal for quick uploads or document generation without navigating away from your main workspace.

• Dedicated Document Page View: Offers enhanced functionality including:

  • Grid and list views

  • Bulk upload and deletion

  • Sending documents to contacts or colleagues

  • Merging PDFs

  • Inline editing of titles and tags

To access the full-page view, click the pop-out icon in the top-right corner of the document container.

Uploading and/or generating documents

You have two ways of adding documentation to your project: uploading or generating documentation. Initiate the process by clicking the + icon if you are in the document section, or the + Document if you are in the document page.

• Uploading: This route allows you to upload documentation or images directly from your device. You can upload multiple documents at once and apply a file tag to the uploaded documents.
  • Use the tag "Sales proposal - Extra File" or "Sales Proposal - Equipment Documentation" to have the file added in the proposal for your customer.
    
    
• Generating: The generation of documents enables you to use data from the project and insert that into a document template. Once you select the specific document template, follow the steps as prompted. Explore our documentation section to understand which templates OpenSolar has pre-built for you. Read here to find out how you can add your own document templates.
  
  
• Share Upload Link: Sharing an upload link with a colleague can save you time when requesting documentation to be added to your projects. Simply click 'Share Upload Link' copy the link and send to a colleague or allow them to scan the QR code. This will direct the user straight to your project where they can upload documents accordingly.

Managing your documents

Efficiently manage documents from both the compact view and the dedicated page.

• In the Documents Section (Manage Tab):

  • Click the document title to preview.

  • Use action icons to rename, edit tags, download, or delete.

  
  

• On the Documents Page:

  • Click the document title or its tags to enable inline editing.

  • Use icons to preview, download, or delete files.

  
  
  
  

• Bulk Actions:

  • Select multiple files using checkboxes.

  • Perform bulk downloads or bulk deletions with a single click.

  
  

Sorting and filtering your documents

Organize and find documents more easily using sorting, filtering, and search features.

Sorting Options:

Sort documents by:

• • Title

  • File Size

  • Last Updated

• Click the column headers to toggle between ascending and descending order.

Filtering Options:

Filter documents by file tags:

• • Click the filter icon

  • Set the filtering condition and tag value

  • Add multiple filters as needed

  • Remove filters by clicking the delete icon

Search Bar:

Use the search field to filter by keywords in document titles.

Sending documents from your project

Send documents directly to your customers or colleagues without leaving your project.

Steps to Send:

1. 1. Select the document(s) you want to share.

   2. Click “Send.”

   3. Choose recipients from your project contact list.

   4. Add colleagues using the search bar.

      Note: Internal colleagues will receive the email as BCC recipients, ensuring customers see only their own email address.

   5. Compose your message using the email editor.

   6. Review the details and click “Send.”

Merging Documents

Reduce email clutter by merging multiple PDF files into a single document.

Steps to Merge PDFs:

1. 1. Select the documents you wish to merge.

   2. Click “Merge.”

   3. Enter a new Title and apply Tags to the combined document.

   4. Drag and drop to reorder the document sequence.

   5. Click Save to generate the merged document — it will appear in your document library.