Document Manager: Upload and Assign PDFs

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Overview

The Document Manager panel allows you to upload PDF documents and assign them to selected emails.

Prerequisites

  • Access to Menu > Setup > Admin/Accounting > Document Manager.
  • PDF documents ready for upload.
  • Each PDF must be no larger than 5 MB.
  • Use simple file names without special characters. Characters such as -, /, or > can cause an upload to fail.

Steps

Location

  • Click on the Menu button.
  • Select the Setup tab.
  • Scroll down to the Admin/Accounting section.
  • Click on Document Manager.

Uploading Document(s)

  • Documents can be uploaded to "All Types" or individual "Unit Types" and "Units".
  • Documents uploaded to "All Types" will display in the Global Document section within the Print Selector.
  • Documents uploaded to an individual Unit Type or Unit(s) will display in the Unit Type section.
  • Steps to upload:
  • Click on the View button next to the required destination.
  • The Document Manager box will display. Click Upload File to select the PDF file from your computer.
  • Enter a File Display Name that will display for the document.

Note: Ensure the file name of the document doesn't contain any special characters such as - / > etc. This will cause the document to fail when trying to upload.

Apply To

  • Documents can be assigned to automatically attach to selected Confirmation and Marketing Emails:
  • Console Conf.: Email confirmation sent out via the console.
  • Online Conf.: Email confirmation automatically sent after an online booking has been made.
  • Pre-Auto: Before Reservation Marketing email.
  • Post-Auto: After Reservation Marketing email.
  • Tick on the required emails.

  • Once the document has been uploaded, click on the X to close the Document Upload box.
  • The "# of Files" column will display the number of files uploaded.
  • Document List: Clicking View will display the uploaded documents, with the ability to edit the File Display Name and the applied emails.

Individual Units Documents

  • Documents can be uploaded to selected Units within a Unit Type.
  • Click on the + symbol next to the Unit Type to expand the list and select the required Units before uploading the document.

Documents Previously Uploaded in Unit Type Setup

  • Any documents uploaded into Unit Type setup will automatically display in the Document Manager panel.
  • These can be assigned to automatically attach to selected Confirmation and Marketing emails.

Troubleshooting

  • The PDF will not upload: Confirm that it is no larger than 5 MB and rename it using only letters, numbers, spaces, or underscores.
  • The document appears in the wrong Print Selector section: Upload documents intended for every unit under All Types. Upload unit-specific documents under the relevant unit type or individual unit.
  • The document is not attached to an email: Open the document list and verify that the appropriate Console Conf., Online Conf., Pre-Auto, or Post-Auto option is selected.
  • The uploaded document is not visible: Check the # of Files column, reopen the destination using View, and confirm that the upload completed successfully.