Every company, sales quote, sales order, credit note, purchase order and stock item has Notes, Documents and Links buttons in its action bar. This article explains each one, which documents appear on related records, and how saved links go into emails. Tasks have their own notes, documents and links panels, which work a little differently; see Tasks.
Notes
Click Notes to open the record's note thread, oldest first with the author and time. It opens scrolled to the newest note.
Type in the box at the bottom and click the tick to save. The buttons above the box insert the special characters set up in Settings → App → Symbols, plus a few faces and a thumbs up or down.
Your own notes are prefixed You:; other people's start with their name.
Omono writes system notes automatically for every important event: status changes, revisions, won and lost, emails sent and to whom, deliveries received, stocktakes, operator assignments and more. They form the record's audit trail.
Notes on a record cannot be edited or deleted. Notes on a task can; see Tasks.
Documents
Click Documents, or drag files anywhere onto the record page.
Click + to choose one or more files, or drop them anywhere on the record page, including on the open form. Each file must be under 20 MB, and a file name with characters such as / \ : * ? " < > | is refused.
The upload window shows each file's progress, and the reason if one fails. Once every upload has finished, you can rename a file with the pencil, and Close becomes available.
The table shows File Name, Size, Upload Date and Uploaded By. Click the name to download. Hover for Rename (press Enter to save, Esc to cancel) and Delete, which asks you to confirm.
Pinning
New uploads are pinned. Pinned documents sit at the top of the list. A record's own documents are all listed, in its Documents form and in the email attachment list; documents that come from another record, such as a quote's documents on its sales order or a stock item's on a line item, show only the pinned ones at first. Click the star to unpin or pin a document. Use the pin switch next to Uploaded Documents to show pinned documents only.
Documents from other records
The Documents form of a quote, sales order, purchase order or credit note also lists the documents held on the stock items of its line items, in a group per line. Only documents pinned on the stock item are listed; click the switch next to the group name to show all of them. If none are pinned, the group is not shown, so pin the documents you want colleagues to see. These documents are read-only here; open the stock item to rename, pin or delete them.
A sales order created from a won quote also lists the quote's documents under Quote Documents, read-only and with the same pinned-only switch.
On a sales quote, a Documents Generated By Omono section lists the Proforma. Click it to generate and download the proforma PDF. Other PDFs come from the action bar (Preview, Download or Print) or the dispatch documents icon, not from the Documents form. See What prints on your PDF documents.
Uploaded documents can be attached to emails sent from the record. See Sending documents by email.
Links
Click Links to save web addresses, for example a shared drive folder or a supplier's product page.
Type the Web Address (required; an address over 1,000 characters is not saved), a Friendly Name and a Description (both optional, up to 100 and 500 characters) in the bottom row and click the tick. Without a friendly name, the address is shown without its prefix, such as https://.
Links are listed in alphabetical order. Click the pencil at the end of a row to edit it: its values fill the bottom row. Change them and click the tick, or click the bin to delete the link. The bin is only active while you are editing a link.
The Documents and Links buttons each show a count of what is saved on the record.
Links in emails
When you email a quote, order, dispatch, credit note or purchase order, click Links above the message to open the Insert link list and put a saved link into the message. It shows the record's own links first, then the links saved on the stock items of its line items. To add a link that is not saved yet, click + Add new link to this record. Type a Web address and a Friendly name (optional), then click Save & insert. Omono saves it on the record and inserts it. See Sending documents by email.
Things to know
Deleting a document removes it from every record that shows it, including orders and email attachment lists that pick it up from a stock item or a quote.
Anyone in your organisation can rename or delete any document, not only the person who uploaded it.
The Notes thread shows only the first 500 notes on a record. On a very busy record the newest notes, including system notes, are not shown.
Deleting a link happens at once, with no confirmation.
Renaming a document with a banned character such as / or : is refused with no message; the field simply stays red.