====== ======Documents
You can attach any type of document to any contact: spreadsheet or word processing files, PDF files, images, audio or video files, etc. stores these files as ‘standard’ files in an individual folder for each contact, in the format: [rep_racine]\DOCUMENTS\CONTACT_XXXX, where [rep_racine] is the root directory of , and XXXX is the contact’s unique identifier.
When a document with a linked file is deleted, the linked file is copied to the directory rep_root\DOCUMENTS\TRASH. This mechanism is similar to the Windows Recycle Bin, designed to prevent important files from being permanently deleted by mistake. You can delete them at regular intervals.
Some documents are generated automatically: for example, when you use to automatically generate an email for a contact, the email is generated in RTF or Word format (depending on the options you have selected), the corresponding file is stored in the contact’s directory, and a “Document” record is stored in the database, containing the document’s references.
Documents are not managed in the case of a Client/Server connection using the WAN option.
List of documents
Gestan Gestan Gestan Gestan Gestan:INFO:===== =====Access: Contacts → Documents
The field 1 allows you to search the descriptive titles of the documents.
Double-clicking on the icon 2 will open the file associated with the document, launching the application associated with that file extension on the computer.
Document details
The button 1 initiates the scanning of a document, provided a scanner is connected to your computer.
The button 2 allows you to select a file, which will either be copied or moved from its current location to the location managed by Gestan.
Scan a document
If a TWAIN device is available on your computer, the 1 button opens the screen shown below.
The screen lists the devices available for scanning; these are the ones that support the TWAIN protocol, through which Gestan communicates.
The drop-down menus Document type and Preset determine standard settings appropriate to the type of source document and the purpose of the scan.
Preset : “Optimal” is suitable for most situations, whilst “Small size” is suitable for those wishing to use as little hard-disk space as possible.
If the Save as PDF is ticked, the image will be embedded in a PDF, which is a good option if you need to send it to someone.
If the *Use scanner interface* box is ticked, Gestan will open the scanner interface to perform the scan. Please note that in this mode, scanning via the scanner interface is limited to 24 bits per pixel for colour images and 8 bits per pixel for all others.
The Scan button starts the scan; the result is displayed in the field on the right. If you are satisfied with it, click Confirm, or else adjust the settings as required and click Scan.
The advanced settings allow you to change the default settings.
These settings determine the final appearance of the scanned image; however, the higher the quality, the larger the file size, and therefore the more space it takes up on the hard drive. These settings allow you to optimise the balance between file size and readability.
The file type allows you to select the encoding mode that takes up the least space: opt for GIF files when there are few different colours (for example, black-and-white text or a simple logo, or coloured images with solid areas), and JPEG files when there are many different colours (such as photographs, for example)
In most cases, a resolution of 150 dpi strikes a good balance between file size and the legibility of the scan.
Other “Contact” articles