Document Logs

Use Document Logs to track paperwork and other items that you send or receive.

HINT-- Document Log records will handle document tracking and document management functions in the Goldenseal software.

DOCUMENT LOG BASICS
When to Use | Entering Document Logs | Data Fields
Status Field | Using Document Logs

Website Links
Business Management Software | Document Tracking Software

RELATED TOPICS
Contact Log | Contracts | Info Log | Project Log

When to Use the Document Log

Use the Document Log to track "transmittals". For example, enter a document log record:

When you receive paperwork and want to record when and how it arrived.
When you send paperwork and want to record when and how you sent it.

HINT-- Use the Contact Log to track time and details for phone calls and other contacts, and use the Project Log to track events in projects.

You can also use the Document Log to store any of the following:

The location and contents of paperwork in your files.
The location and contents of computer files on your hard drive or on an external medium.
The location and contents of backup tapes or disks.

Entering Documents

To enter a Document Log record, follow these steps:

Choose Document Log from the Income menu.
Click the New button, or choose New Record from the Edit menu.
Enter information about the document that you have sent or received.

QUICK SETUP HINT-- There are no required fields. You can enter whatever you need to describe each document.

Data Fields

Enter the following information for each Document Log item:

Type-- Use the pop-up menu to choose the type of account that is sending or receiving this document.
Account-- Enter the name of the account that is involved in this document transmittal.
Document Type-- Enter the document type for this item. You can use whatever classifications you'd like.
Description-- Enter a description of the document that has been transmitted.

Date-- change the date if the transaction wasn't done today.
Number-- a transmittal document number is entered automatically. To change the numbering system, choose Record Numbers from the Options menu.
Action Taken-- use the clairvoyant field to enter the action taken with this item.
Action Taken by-- Enter the employee who acted on this document.

Document Log Status

You can choose several status options, using the pop-up menu on the left side of the window.

Entered-- New transmittal records will start out with the Entered status. It is for documents that have not yet been sent.
Sent-- Choose Sent as a status if you have initiated a transmittal document that has been sent out, but not yet confirmed.
Received-- Choose Received as a status if you have received a transmittal document, but not yet confirmed it.
Confirmed-- Choose Confirmed for a transmittal document whose receipt has been confirmed by the recipient.
Void-- Choose Void to cancel this item.

Using Document Logs

Use the Document Log to track and file any of your paperwork. It's especially useful when you need a specific transmittal record for the document, or when you have miscellaneous paperwork that is not easy to file in a subject-based system.

To save filing time, follow this system for most of your incoming paperwork:

When you receive paperwork that you want to file, choose Document Log from the Income menu.
Click the New button, or choose New Record from the Edit menu.
Enter information about the document into the log.
Mark the document number onto the papers in a conspicuous place. You can staple the paperwork together if it's a few sheets, or put it into a folder if it's too big to staple.
Put the papers in a box in numerical order.
When the box is full, put the document number range on the outside of the box, and store it.

To retrieve old paperwork, follow these steps:

Choose Document Log from the Income menu.
Choose Find from the Edit menu, and enter whatever you need to locate the record. You can use a date range or an account name. You can also search for specific text in the Description field.
When you locate the document record, note the document number.
Find the box that contains that number, and locate the paperwork.