Previewing and Publishing Online documents
Previewing an online document is done when the document to be previewed has been edited and you want to confirm how it will look when sent to the customer, whereas publishing is done when the document is finished and ready to send to the customer.
How to Preview an Online Document
To preview an online document from a Jobsheet:
Scroll down to the Group Items section (where you have already created the groups, read Grouping document lines ).
Depending on the level of urgency and the nature of the job, add an Action Category to each group. You have the option of customising the action categories or using the pre-defined action categories.
Note: To ensure that action categories are displayed as a group online, each of them must have a Type.
To preview the online document, select Print/Send from the document menu bar, then Publish Online Document.
On the request page that opens, you can enable the With Authorisation slider, which displays the online document with the option for the customer to authorise. If the slider is disabled, the online document will not include the option for the customer to authorise.
Click the Preview button at the bottom to preview the document.
- Below is a document previewed without the option for the customer to authorise online (This option is primarily used to inform the customer about the work to be done).
- Here is a document previewed with the option(s) for the customer to authorise the work online.
In the current document, you can edit the intro to be specific to the customer, but it will revert to the default text when the document is published. Click on the Intro Text field from the Publish Online Document page to edit the intro text.
How to Publish an Online Document
Once you have reviewed the preview, switch back to the original tab. The request page is still active, so you can immediately select Publish & Close to publish the document without navigating back through the menu.
You can also personalise the text used for the SMS, Email, or online document introduction, or use previously saved text messages.
If the contact information is new, you will get a prompt to update the information.
The document will be published and sent to the customer for viewing, with the option Request a Call Back for any questions related to the document.
To view what actions the customer takes from the sent online document, scroll down to the Online Document FastTab. Here you can see how many edit versions of the document are available, when the published online document was opened, when it will expire, and so on.
When a customer takes action, the Online Document FastTab is updated after a while.
Important: If the document is edited after it has been published, it must be republished. The previously sent document version is revoked and customer needs to use the latest online document link.
Set the Online Document to Require Authorisation by Default
To always publish the document that requires the customer authorisation for the work to be done:
In the top right corner, choose the search icon, enter Online Document Setup, and select the related link.
Under the General FastTab, select the With Authorisation slider.
See Also
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.