TPO Docs

Use the TPO Docs setting to upload documents that can be accessed from the Encompass TPO Connect websites and manage these documents from within Encompass. Using the TPO Docs setting, you can control the access to and define which documents each TPO can and cannot view.

 Only the following document types can be uploaded as TPO documents - PDF, XLS, XLSX, CSV, XML, DOC, DOCX, TXT, TIFF, JPEG, and JPG.

To Add a TPO Document

  1. On the menu bar, click Encompass, and then click Settings.

  2. On the left panel, click External Company Setup, and then click TPO Docs.

  3. Click the New icon.

  4. In the Add New Document window:
    • For the required File Name field, click the folder icon on the far right.

      • In the Browse and Attach window, select a document from your computer, and then click Open.

    • In the required Document Display Name field, enter the name of the document.

    • In the optional Start Date and End Date fields, select the period for which the document is valid/active.

    • From the Category dropdown field, select the Encompass TPO document category.

    Authorized users can create TPO document categories using the Document Category option in TPO Settings.

    • From the Channel dropdown field, select the TPO channel for which the document will be available.

    • In the Available to All TPOs field, select:

      • Yes if the document needs to be accessed by all Encompass TPO Connect users.

      • No if you need to restrict access to the document.
        • From the Assign To dropdown list, select TPOs accessing related document, if you want to share the document only with TPOs who have access to another (related) document.
          • In the Choose an existing related document panel, select the related document to share the new document with the TPOs that have access to the document selected here.

            • In the Choose an existing related document search field, type the name of the document (full or partial), and then click the Find icon to search for the document. You can then select the document from the search results.

          • In the Move chosen document to archive field, click Yes to archive the selected document and replace it with the document that you are adding.

        • From the Assign To dropdown list, click Select TPOs to define the TPO companies that will have access to this document.

          • In the Choose TPO Companies panel, click the Find icon.

          • In the Choose TPO Companies window, select one or more TPO companies and then click Add.

          • To remove one or more TPO companies from the Selected TPO Companies window, select one or more TPO companies and select Remove.

          • To reset the list of selected TPO companies back to the list before the most recent changes, select Reset.

          • To update the list of selected TPO companies, add or remove one or more TPO companies and then select Update.

    •  From the Place document dropdown list, select the positioning of the document within the document category selected in the Category field above.

  5. Click OK.

To Manage the TPO List for Existing TPO Docs:

  1. Select a number link in the # Assign column to open the Assigned TPOs panel.

  2. Select the Find icon to open the TPO List panel.

  3. Make your changes and then select Update.

To Edit a TPO Document

Use the Edit icon to modify existing TPO documents. You can only change attributes such as the document display name, period of validity, and accessibility to TPO companies. You cannot change the TPO document.

To replace an existing document, add a new document and then delete the existing document.

  1. In the TPO Docs panel, select the document you want to edit, and then click the Edit icon.

  2. Update information using the instructions in To Add a TPO Document.

    • In the Available to All TPOs field, select No if you do not wish to share the document with any TPO company.

  3. Click OK.

To Archive a TPO Document

TPO documents can be saved for future use. Instead of deleting documents that are no longer being used (inactive), you can archive them so that the TPO Docs Document List is up-to-date and more manageable. Archived documents can be moved back to the TPO Docs list as required.

 Documents cannot be deleted from the TPO Docs tab. You need to archive the document and then delete it.

  1. Click the TPO Docs tab and then select a document from the Document List.

  2. Click the Archive Selected button.

To View a TPO Document

  1. Click the TPO Docs tab and then select a document from the Document List.
  2. Click the magnifying glass icon.

To Delete a TPO Document

  1. Archive the document using the instructions in To Archive a Document.
  2. Click the Archived Docs tab.
  3. Select the document and then click the Delete (X) icon.

To Unarchive a TPO Document

  1. Click the Archived Docs tab and then select a document from the Document List.
  2. Click the Unarchive button.