DayliteDocs is an extension for Daylite that simplifies the management of your documents with Daylite. DayliteDocs gives you full access to your documents stored in Daylite or linked to Daylite as a file reference.
DayliteDocs includes the following functions:
- Import of PDF documents via the companion app Docs2Daylite
- List view of all documents in your Daylite database
- Search and filter options for documents based on various criteria
- Preview of documents directly in Daylite
- Open and compare documents
- Full-text search in indexed PDF documents
To import documents into Daylite, the companion app Docs2Daylite is used.
Basics & Overview
- What is DayliteDocs?
- About file indexing with DayliteDocs
- About database performance and DayliteDocs
Setup & Configuration
- 🎬 How do I configure DayliteDocs?
- What does "Move PDF to alternative directory" in the DayliteDocs preferences mean?
- What is the difference between "... a reference to a file" and "... a copy of a file to Daylite"?
The Files Widget
- What is the files widget?
- How do I add files via the Files widget?
- How do I open files with the Files widget?
Adding & Importing Documents
- How do I add documents to my Daylite database with DayliteDocs?
- How do I import documents with Docs2Daylite?
- How do I save documents with Docs2Daylite via the macOS print menu in Daylite?
- How do I scan documents with DayliteDocs?
- Which document types are supported by Docs2Daylite?
- Can Docs2Daylite process multiple documents at the same time?
Search & Filter
- How do I search for documents with DayliteDocs?
- 🎬 How do I perform a full-text search with DayliteDocs?
- How do I sort search results in DayliteDocs?
- Is there a search history in DayliteDocs?
- Why are some filter options greyed out in DayliteDocs?
Sharing, Email & Signature
- How can I upload files to Daylite using the Share function?
- How do I use the Share function from within Daylite on files?
- How do I use DayliteDocs to send documents by email?
- How do I submit a PDF for signature from DayliteDocs?
Contextual Menu & Tasks
Settings – Docs2Daylite
- What does "Delete original file" in Docs2Daylite settings mean?
- What does the storage location "Archive" mean?
FAQ & Troubleshooting
- How does DayliteDocs handle Daylite access rights?
- Can I delete attachments with DayliteDocs?
- Can I delete the Docs2Daylite shortcut from my desktop?
- Can the initial DayliteDocs indexing run on multiple computers?
Basics & Overview
What is DayliteDocs?
DayliteDocs is an extension for Daylite that simplifies the management of your documents with Daylite. DayliteDocs gives you full access to your documents stored in Daylite or linked to Daylite as a file reference.
Add documents to Daylite as usual or use the Docs2Daylite app to import documents and their textual content. You can access all your files and documents both globally and selectively for a selected person, company, project or opportunity and browse, filter, view and open them for further processing in your installed applications. A comparison function for selected file formats also allows you to view changes in documents. With indexing, you can also subsequently perform full text searches of your existing PDF documents.
Functions
- Import of PDF documents — Use Docs2Daylite to import PDF documents into Daylite via drag & drop and make the content searchable (requires PDF documents with selectable and copyable text).
- List available documents — Use DayliteDocs to list all files and documents available in Daylite in one place.
- Search and filter options — Use extensive search and filter functions to find desired files.
- Preview of documents — Preview a file directly in Daylite.
- View documents — Open a selected file from Daylite in an installed program of your choice.
- Compare documents — Use the comparison function for selected file formats to see changes between two documents at a glance.
- Search documents content — Make existing PDF documents in Daylite searchable (requires PDFs with markable and copyable text).
- Dropbox Integration — Use Dropbox from within Daylite and link Dropbox folders with persons, companies, opportunities and projects.
About file indexing with DayliteDocs
Indexing is necessary to enable full-text search of documents already existing in Daylite and documents added manually. Documents sent to Daylite via Docs2Daylite are indexed automatically.
Indexing converts all machine readable PDF documents into a readable database format, so that you can search these document's content (full-text search).
Please note:
Non-machine-readable documents cannot be indexed and therefore not full-text searched by DayliteDocs.
About database performance and DayliteDocs
The performance of DayliteDocs depends on the size of the Daylite database. The bigger the database becomes the more taxing will be the load on your Mac.
A powerful computer will be able to make the data available to you quicker of course.
An example from day-to-day work:
Working through the user's search requests can take a bit of time on a big database. The more complex the search the more time it consumes working on these parameters. If you search through the contents of thousands of files you will get the search results once your Mac was able to parse all these documents.
Setup & Configuration
🎬 How do I configure DayliteDocs?
DayliteDocs allows you to search for files and file references in your Daylite database globally or in the context of your contacts, projects and opportunities. Search for files based on different criteria and even carry out full text searches within your documents.
To conduct a full-text search in DayliteDocs, your documents need to be indexed first. To do so, proceed as follows:
- In the Daylite menu bar, navigate to Plugins -> DayliteDocs -> Settings
- Select the Indexing tab
- Start indexing, activate automatic indexing and select a desired interval. This ensures that documents added to Daylite in the future will be indexed automatically.
What does "Move PDF to alternative directory" in the DayliteDocs preferences mean?
In the DayliteDocs preferences in the Docs2Daylite section this option is available if you chose to Save file attachment as a reference to a file.
Instead of creating a reference in the local location (for example, on your desktop), the file is copied to the alternate path (for example, a shared folder on a file server) and a reference to that file is stored in Daylite.
If other Daylite users should also have access to the document, make sure that they also have access to the location.
What is the difference between "... a reference to a file" and "... a copy of a file to Daylite"?
Daylite offers you the possibility to link files in Daylite. Here one must consider two possibilities to store the data:
Save an attachment as a copy of a file to Daylite
The file is stored within your Daylite database itself. This has the advantage that the file is immediately available for all Daylite users without having to manage a share for all Daylite users on a file server. Depending on the size and number of files, this can greatly increase the size of your database.
Save an attachment as a reference to a file
The file will remain in its original location and Daylite will only store a link to that file. It must be ensured that all users who are to access this document need access to the location (for example, AFP sharing, shared Dropbox, or similar). Otherwise, Daylite will display an error message when trying to open the file reference.
Please note: If you remove the file from the location Daylite won't be able to find it again.
The Files Widget
What is the files widget?
The files widget is part of the DayliteDocs plugin. DayliteDocs extends Daylite to a document management system. The widget simplifies working with files on Daylite objects enormously. It shows all files linked directly to the selected data record. It also displays files that are connected to the data record via links to other objects, for example estimates from an opportunity.
The widget includes many useful functions:
- Files can be moved directly onto the widget via drag&drop and thus attached directly to the selected object.
- The plus symbol can be used to add files from the hard disk to the object or scan them directly with the iPhone.
- It is possible to open a file directly using the Quicklook function.
- Files can be opened from within Daylite using other programs.
- Selected files can be shared directly from Daylite with other programs.
- It is possible to use many helpful right mouse button actions.
How do I add files via the Files widget?
The Copilot makes it possible to customize Daylite with many useful widgets. With the files widget in the DayliteDocs plugin, you have several options for quickly adding files to a Daylite object. To add a file via the widget, use one of the following methods:
Add files :
As soon as you click on this icon, you have several options to add a file:
- From File: The Daylite window opens with which files are added directly from the Mac to the selected object.
- Take Photo: This function automatically starts the camera of the iPhone or iPad. The captured photo is saved directly in Daylite.
- Scan Documents: When this function is activated, the camera of the iPhone or iPad is also started and allows you to scan a document directly with the device and store it in Daylite.
- Add Sketch: Create a drawing with the iPhone or iPad using the Notes app and add it to Daylite.
To use the last 3 functions, you must first make sure that the Apple function Continuity Camera is set up.
Drag&Drop:
You also have the option of moving a file onto the widget using drag&drop. A drop zone will open. As soon as you place the file in the drop zone, the Daylite window opens to save the file in Daylite. The file is linked to the object after confirmation.
How do I open files with the Files widget?
With the Copilot you can use the DayliteDocs files widget. In this widget you can see all files linked to the object. It also displays files that are stored on Daylite objects linked to the object, for example offers from the opportunity to the person. The files can be opened quickly out of this view. To do this, proceed as follows:
- Navigate to the corresponding object, for example a company or a project and open the files widget
- Select the required file from the selection
- Press the space bar to open the file directly in the preview
- Alternatively, click on the preview icon
- As a second alternative, perform a right mouse click and select Open in preview or Open with... to select another program
- Alternatively, click on the preview icon
- The Preview app opens and shows you the selected file
Important: Some files cannot be opened. This may be caused by the format of the file or the fact that the file was not saved directly as a copy in Daylite but as a reference. In this case, if you do not have access to the storage location of the original file, you will not be able to open it.
Adding & Importing Documents
How do I add documents to my Daylite database with DayliteDocs?
DayliteDocs installs a helper application called Docs2Daylite when it's being installed on a Mac.
To add documents, simply drag your PDF files onto the Docs2Daylite app icon which is located in your applications folder and on the Mac's desktop.
The icon can also be placed in the dock and files can be imported by dragging them onto the icon in the dock. Docs2Daylite has no setting or menu interface of its own, it imports PDF files right away.
Please note that currently only PDF files can be imported.
After the import completed successfully, Daylite automatically switches to the Notes & Email section. The imported file will be added to a new note.
Alternatively you can import files directly to Daylite via Apple's share function. To import files to Daylite via the share function, please proceed as follows:
- Select the files you want to transfer
- Select the share function via
- the share icon in the menu bar
- the right mouse button action Share
- Click on the DayliteDocs companion app Docs2Daylite
The files have been stored in Daylite and linked to a note. The note contains the title of the file and the keyword Docs2Daylite.
Important: If you do not see Docs2Daylite in the selection, start the app once. Then navigate to Edit extensions and activate Docs2Daylite.
How do I import documents with Docs2Daylite?
The following describes how to add a document to Daylite simply by drag & drop and thus make it available to the full text search of DayliteDocs.
Please note: In the current version of Docs2Daylite only PDF documents are processed.
Import PDF documents
To add a PDF file to Daylite to be searched and filtered, drag it onto DayliteDocs's companion app Docs2Daylite. Docs2Daylite can be found on your desktop and/or in the Applications folder.
Please note: The text of the PDF file to be imported needs to be selectable & copyable, otherwise DayliteDocs will not be able to search the content of the text later. This is usually the case with PDFs created directly on the Mac or can be achieved by OCR'ing (text recognition) of scanned documents. The Docs2Daylite app cannot be executed by double-clicking, but is only used to import documents by drag & drop onto the app icon.
Please proceed as follows:
- Drag and drop a PDF document onto the Docs2Daylite app (several documents can be imported simultaneously)
- When importing the document, a Daylite note is created and the document is inserted into the note. The first line of text in the document is used as the title of the note.
- Daylite opens the just created note with the PDF document and allows you to link the note to other Daylite records, if desired
After the import the document is immediately available for the full text search of DayliteDocs.
How do I save documents with Docs2Daylite via the macOS print menu in Daylite?
The Daylite extension DayliteDocs in conjunction with its companion app Docs2Daylite gives you the option to save PDF documents via the regular macOS print menu from within any app in Daylite.
To do so, please follow these steps:
- In the desired app, open the print menu via the keyboard shortcut ⌘ P or alternatively via the app's File menu
- In the PDF drop-down menu select Save to Daylite. In the background the created PDF document will be transferred to DayliteDocs and subsequently saved within a Daylite note.
How do I scan documents with DayliteDocs?
DayliteDocs is a plugin for Daylite that allows you to manage linked documents in Daylite more easily. When you add documents to your database you can find them via multiple ways to search in Daylite.
Scanning documents with the iPhone
The Apple function Continuity Camera makes it possible to scan documents easily with your iPhone and send them to Daylite. At first, please check if the Continuity Camera feature has already been activated. Further information can be found on Apple's website: Continuity Camera
If the Continuity Camera function got activated, please follow these steps to scan a document:
- Navigate to the data record in Daylite that you'd like to link a document to
- Click within the section integrations at the data record's detail view at the folder icon
- Select Scan Documents
- You will see now a notification in Daylite that you can scan a document with your iPhone
- Your iPhone's camera will open automatically
- Hold your iPhone over the document you would like to scan
- The camera automatically notices the outlines and scans the document
- When you're done scanning, tap Save on your iPhone
The scanned document is now saved and shown in the Daylite history of the selected data record. Its title is "Year-Month-Day and Time" (e.g. 2020-03-05 12:46:33).
Scanning documents with a ScanSnap-scanner
Scanning documents with DayliteDocs right into your Daylite database. Watch this video to learn how to scan and edit documents so full-text searches can be performed later on.
A ScanSnap scanner enables you to automatically scan your documents and save them as searchable PDF documents directly in Daylite. Follow these steps to connect your scanner with Daylite:
- Open the ScanSnap Manager app settings and deactivate the Quick Menu.
- Create a new profile.
- The next step is to select the applications that will run after scanning. Select Docs2Daylite.
- The created PDF file needs to be searchable, so that a full-text search can be carried out later on in Daylite.
When a document is now scanned, Daylite automatically creates a note and attaches the scanned PDF file to it.
Which document types are supported by Docs2Daylite?
DayliteDocs is an extension for Daylite that simplifies the management of your documents with Daylite. With DayliteDocs you have full access to your Daylite stored or Daylite linked documents.
To add a PDF file in Daylite, searchable and filterable, drag it to the included Docs2Daylite add-on. Docs2Daylite can be found on your desktop and/or in the Applications folder.
Please note: The text of the PDFs to be imported must be selectable and copyable, otherwise the content of the text cannot be searched later by DayliteDocs. This is usually the case with PDFs created directly on the Mac and is done via OCR (text recognition) for scanned documents.
Can Docs2Daylite process multiple documents at the same time?
The Daylite extension Docs2Daylite is capable of processing multiple documents at once. If you drag several documents onto your Daylite database, they will be imported into Daylite by Docs2Daylite one after the other.
Search & Filter
How do I search for documents with DayliteDocs?
DayliteDocs is a plugin for Daylite that allows you to manage linked documents in Daylite more easily. When you add documents to your database you can find them via multiple ways to search in Daylite.
Document search with Daylite Search
With the known Daylite search bar you can search for documents from DayliteDocs directly, either search for the file name or the file's contents. Just enter your search string and review the document in the preview section.
Document search with DayliteDocs
In the global view of DayliteDocs you'll find all your files, documents and links in Daylite. From here you can:
- Find files
- Filter files
- View objects linked to the files
- View a preview of the documents
- Open documents with available apps on your Mac
- Compare documents
- Compare two Word documents on a words-level (requires the use of Microsoft Office for Mac 2008 or higher)
Please note: Every document stored in Daylite is always linked to a Daylite data record (also called parent object). A PDF file for example can be linked to an email, a project, a company or a person's record. A search term must be at least 3 characters long.
More information about the search with DayliteDocs
To access the global view, please navigate to the left sidebar in Daylite and click on DayliteDocs.
The DayliteDocs view is structured into these segments:
- Navigation bar with search and filter function and the corresponding settings
- A list overview of all files or documents that match the filter criteria
- A detail view of the parent objects of selected documents
- The preview of the selected file with an option to open or compare two documents
- A bottom bar with information about the amount of visible or selected objects
Free Search
Enter your search text into the search field in the navigation bar of DayliteDocs. The search results are displayed as a table grouped after set criteria. Each grouping can show up to 5 items. You can review more results by clicking on "xyz more".
Please note: Search results depend on search criteria. Search is usually performed for the name of the file or the parent object (or their title or subject). With regards to placeholders/wildcards you can use "%" (arbitrary amount of characters) or "_" (one character). A free space is considered a placeholder for any symbol. For example "B%t" will find "Best" as well as "Boat".
Settings for search criteria
To narrow down the search and speed the search up you can decide where the search is supposed to be performed. It's possible to search within these elements: names (file name), people (first, middle and last name, suffix and prefix), companies (company name), projects (project name), opportunities (opportunity name), tasks (task name), appointments (name of appointment), notes (name of note), emails (subject of email), file contents, and contents of notes and emails.
Search for file contents
The search for content in a document only works with machine readable PDF documents (text in the document can be annotated or copied), which need to be indexed by DayliteDocs. Documents added via Docs2Daylite are automatically indexed. Make sure that in the search criteria popup menu you tick the box Content of files.
Using filters
Use filters to narrow down search results with criteria like file format or storage location of the document or open the search criteria popup menu. You can filter further in the search results — just move the mouse cursor over a column (example: file format) and the pointer changes into a funnel-icon. Clicking will add the criteria to the search and display it in the navigation bar.
Opening files and documents
Underneath the preview area is a button to open the selected file. Files are opened by the application that is supposed to open these according to the operating system's settings. If you prefer to open the file with a different application, press the little arrow icon next to the button and select a program from the list.
Comparing documents
If you select two documents at once you can review them one after another in the preview window. Using the compare button opens a comparison view of the two documents. If both files are Word documents they'll be opened in MS Word using the integrated comparison function showing changes on a word level.
🎬 How do I perform a full-text search with DayliteDocs?
The DayliteDocs sidebar item in Daylite allows for a global document search in your Daylite database.
The following video shows you how to use this feature (starting at minute 1:24):
To perform a full-text search, make sure Content of files is checked within the Search Criteria drop-down menu. Then enter the desired search term.
Please note that the full-text search is only possible for machine-readable documents with text that can be selected and copied (PDF files that have been created by a scanner require OCR (Optical Character Recognition) to be searchable).
Tip: Use the PDF OCR X App. Non-machine-readable documents cannot be interpreted by DayliteDocs.
How do I sort search results in DayliteDocs?
To sort your search results in the global view of DayliteDocs, please click on the column headings.
Is there a search history in DayliteDocs?
If you're using the Daylite plugin DayliteDocs, you can search for documents within your Daylite database.
Use the Forward and Back buttons to step through your previous searches including the applied filters. Click and hold the Forward or Back button to see a list of previous search terms.
Why are some filter options greyed out in DayliteDocs?
If you want to set a filter in DayliteDocs and some criteria are greyed out, this means that a filter is already active for this criteria. DayliteDocs only allows one filter per criteria.
Sharing, Email & Signature
How can I upload files to Daylite using the Share function?
DayliteDocs allows you to import files directly to Daylite via Apple's share function. To import files to Daylite via the share function, please proceed as follows:
- Select the files you want to transfer
- Select the share function via:
- the share icon in the menu bar
- the right mouse button action Share
- Click on the DayliteDocs companion app Docs2Daylite
The files have been stored in Daylite and linked to a note. The note contains the title of the file and the keyword Docs2Daylite.
Important: If you do not see Docs2Daylite in the selection, start the app once. Then navigate to Edit extensions and activate Docs2Daylite.
How do I use the Share function from within Daylite on files?
Files stored in Daylite can be transferred directly with the Apple function share. This is part of the DayliteDocs plugin. To share a file, please proceed as follows:
- Navigate to the Daylite object with the relevant file
- Open the files widget in the Copilot
- Select the files you want to share
- Use one of the following 2 ways to activate Share:
- Click on the Share icon in the files widget
- Right-click on the files and select Share selected Files
- Click on Share... again in the banner that appears and select the service to which you want to transfer the files
The files have been transferred to the program and can now be used there, for example sent to someone via iMessage.
Alternatively, you can also select a file directly in the DayliteDocs tab or the activity history and transfer it to another program using the right mouse button action Share.
How do I use DayliteDocs to send documents by email?
You can share documents conveniently by email using DayliteDocs. To do this, right-click on the document in the DayliteDocs list.
There are two slightly different functions available:
- The Send document name via E-Mail command creates a new email with the attached document but with an empty recipient field. You can add arbitrary contacts as recipients.
- The command Send document name.xxx via e-mail to contacts, which opens a new email with attached document. The contacts linked with the document will be used as the recipients.
How do I submit a PDF for signature from DayliteDocs?
SimpleSign and DropboxSign are online services that can be used to share documents for signature. This is especially useful for quotes, contracts or similar documents. Using the ProductivityTools plugin, you can integrate SimpleSign and HelloSign with Daylite to send PDF files from the DayliteDocs plugin to customers for online signing.
To send a PDF for digital signature from DayliteDocs do the following:
- Open the DayliteDocs tab of a Daylite object or the global DayliteDocs section in the left sidebar
-
Select the PDF you want to be digitally signed
- Open the context menu on the PDF with the right mouse button
- Select Sign PDF with SimpleSign or Sign PDF with HelloSign
-
Select the recipient
- Select an email template to send the link to the document
Contextual Menu & Tasks
Does a contextual menu exist for files?
DayliteDocs extends working with files in Daylite using a helpful and extensive right mouse button menu. It contains many useful functions such as file sharing. Unlike the default Daylite context menu for other objects, this menu is predefined and cannot be customized. The context menu can be used in different parts with different functions. The areas are:
-
Files widget in the Copilot
-
DayliteDocs tab
-
Activity history
How can I create tasks from within files?
Tasks often result directly from documents, PDFs or images. With DayliteDocs it is possible to create tasks directly from a file. To do this, proceed as follows:
- Navigate to the Daylite object with the relevant file
- Open the Copilot and select the files widget
- Perform a right mouse click on the file
- Select Create Task in the displayed DayliteDocs context menu
A draft of a task opens. The title contains the name of the file. The file and the Daylite object are also linked. You can finalize and save the task.
Settings – Docs2Daylite
What does "Delete original file" in Docs2Daylite settings mean?
This article covers the feature "Delete original file" in the Daylite plugin DayliteDocs.
When using the DayliteDocs Helper App Docs2Daylite, if you use the function "Move PDF to an alternative directory" (e.g. a shared folder on a File server), the file will be copied there automatically and a reference will be saved in Daylite.
If the "Delete original file" function is selected, the file is deleted after copying at the local storage location to prevent the file from being duplicated.
What does the storage location "Archive" mean?
The iOSXpert plugin DayliteDocs shows you where the documents are stored.
The location "Archive" indicates that the file was archived with the help of the Daylite Server Admin to reduce the size of the database.
FAQ & Troubleshooting
How does DayliteDocs handle Daylite access rights?
The visibility of file attachments in DayliteDocs depends on the access rights of the parent objects in Daylite.
If you have placed a document inside a note and it is linked to a person's record, only those people can find the document in DayliteDocs who have access to the person's record.
Can I delete attachments with DayliteDocs?
Yes, this is possible. To do so, right-click the file you would like to delete within DayliteDocs. In the following contextual menu, click Move "File name" to the Recycle Bin. Click Yes to confirm.
It is also possible to select and delete multiple files at once.
Please note: To delete the file permanently, the Daylite Trash needs to be emptied. As Daylite was not designed to handle large scale file deletions, please avoid deleting hundreds or even thousands of files at once due to performance reasons.
Can I delete the Docs2Daylite shortcut from my desktop?
Docs2Daylite, the DayliteDocs companion app, is being created in the Applications folder as well as on the Desktop upon the installation of the DayliteDocs plugin. The copy of Docs2Daylite on the Desktop may be deleted — its functionality is still available via the Docs2Daylite app in the Applications folder.
If the Docs2Daylite app in the Applications folder is deleted, it will be recreated upon a Daylite restart, as long as the DayliteDocs plugin is installed.
Can the initial DayliteDocs indexing run on multiple computers?
We recommend to do the initial indexing of all files via DayliteDocs within your Daylite database just on one computer. Depending on the number of files, the indexing can take much time.
During the indexing, you can work with Daylite as usual.