Types of documents

Case Manager can manage all kinds of documents including plain and formatted documents, MS Word and Excel files, emails, images, videos, repx files, etc. The document type is indicated by an icon at the case's Documentation tab:

If you do not see that column for any reason, use the column chooser to display it in the grid.

When a document in this list is selected, the bottom of the screen displays document details and for many types of files, a preview of the document itself.

Case Manager can open, edit and save several of these kinds of files. It depends on whether the files can be fully handled inside the system or whether an outside program, such as MS Word, needs to be involved.

Plain and formatted text documents

These documents can be created, edited, and previewed inside Case Manager and they can use templates and merge fields. There are two types:

• plain text documents that can be used for simple notes, such as progress notes
• formatted text documents that can be used for case notes, reports, and so on

	Plain Text simple text documents, with lists, and indenting	CM can preview, open, edit and save	You can use templates and include merge fields
	Formatted Text documents with text formatting (fonts, styles, colours, etc), alignments, lists, tables and images	CM can preview, open, edit and save	You can use templates and include merge fields

It is important to note that the process of editing Formatted Text documents slightly differs from Plain Text documents. Please see Text documents for further details.

Other kinds of documents

Other kinds of documents require a separate program, such as MS Word. Case Manager works well with Word and Excel and these documents can use templates and merge fields. All other kinds of documents can use templates but not merge fields.

	MS Word and Excel	CM can preview CM initiates document creation using template and merge fields Document is edited and saved in Word/Excel	You can use templates and include merge fields
	Other, e.g. jpeg, video, Powerpoint, etc	CM initiates document creation using template Previewed, edited and saved in the appropriate program	As above, but no merge fields

These documents are not stored inside the Case Manager database; they are in a file sharing area so that other programs (e.g. Word or Excel) can potentially have access. We call them linked (or locked) files. This matters only when you share your Case Manager system with other users and a document locking mechanism is required. Case Manager hides most of the complexity from you and document management is automatic. Follow a few simple steps to ensure things run smoothly. See Locked documents for further details.

See Word documents, Excel documents and Other documents for further details.

Emails

Emails are a special type of document . You can send outgoing emails from Case Manager and these can use templates and merge fields. You receive incoming emails in your own email program and can bring them into the Documentation grid, with their attachments. All the emails for a case are displayed at its Documentation tab.

Outgoing emails and attachments	CM can create, send and store outgoing emails including attachments	You can use templates and include merge fields
Incoming emails and attachments	CM can store incoming emails and their attachments

See Emails for details.

Text messages

Since the release of version 6.1 you can send SMS text messages from Case Manager and receive their replies. These are also a special type of document. They use templates and can include merge fields. Start at SMS text messages for details.