Managing Dossiers

Overview

Dossier management is the core functionality of Dynamics Dossier. This guide explains how to create, manage, and track dossiers effectively within Microsoft Dynamics 365 Business Central.

What is a Dossier?

A dossier is a central container that groups all related information for a specific person, case, or project. Each dossier contains:

• Basic Information: Contact details, dates, status
• Documents: Files, attachments, correspondence
• Activities: Appointments, tasks, interactions
• Progress Tracking: Status updates, milestones
• Workflow History: Automated process steps
• Comments and Notes: Additional context and observations

Accessing Dossier Management

Finding Dossiers

1. Use the search function (🔍) in Business Central
2. Type "Dossiers" or "Dossier List"
3. Select "QTEAM Dossier List" to view all dossiers

Navigation Options

• Role Center: Dossier tiles show quick statistics
• Activities: Direct access from contact cards
• Search: Find specific dossiers by number or contact
• Filters: Use built-in filtering for quick access

Creating a New Dossier

Method 1: From Dossier List

1. Open "QTEAM Dossier List"
2. Click "New" from the ribbon
3. The new dossier card opens automatically

Method 2: From Contact Card

1. Open a Contact Card
2. Navigate to Actions → Dossier → Create Dossier
3. A new dossier is created with the contact as primary contact

Method 3: Using Quick Create

1. Use Alt+N keyboard shortcut from dossier list
2. Quick create dialog opens for basic information entry

Dossier Card - Core Fields

General Information Tab

Primary Fields

• No.: Auto-generated number (based on number series)
• Primary Contact No.: The main person this dossier relates to
• Description: Brief description of the dossier purpose
• Dossier Type Code: Select from configured dossier types
• Status: Current dossier state (Open, In Process, Closed)

Date Fields

• Document Date: Official start date of the dossier
• Starting Date: When dossier activities should begin
• Ending Date: Expected or actual completion date
• Date Closed: Automatically set when status changes to Closed

Reference Information

• External Document No.: Reference to external systems
• Your Reference: Client or external reference number
• Our Reference: Internal reference or case number

Details Tab

Contact Information

• Primary Contact: Main person (automatically filled)
• Primary Company: Company associated with the contact
• Department: Relevant organizational department
• Salesperson/Purchaser: Assigned case manager or coordinator

Classification

• Priority: High, Normal, Low priority classification
• Confidentiality Level: Determines access restrictions
• Category: Based on dossier type (Absence, Medical, etc.)

Dossier Status Management

Status Flow

New → Open → In Process → Closed → Archived

Status Descriptions

Changing Status

1. Open the dossier card
2. Change the Status field
3. System will automatically:
   • Update date fields
   • Trigger workflow actions
   • Send notifications if configured

Working with Dossier Content

Dossier Content Overview

The Dossier Content page shows all related information:

1. Click Related → Content from dossier card
2. View tabs for different content types:
   • Documents: Attached files and documents
   • Interactions: Communication history
   • To-Do's: Tasks and appointments
   • Comments: Notes and observations
   • Progress: Status updates and milestones

Adding Documents

1. From dossier card: Actions → Add Document
2. Choose document source:
   • Upload File: Browse and select from computer
   • Drag & Drop: Drag files directly into the interface
   • From Email: Import email attachments
   • SharePoint: Link to cloud-stored documents
3. Complete document information:
   • Description: Document purpose or title
   • Document Type: Category (Medical, Administrative, Legal)
   • Date: Document date or creation date
   • Confidential: Mark sensitive documents

Managing Interactions

Track all communications related to the dossier:

1. Phone Calls: Log incoming and outgoing calls
2. Meetings: Record meeting details and outcomes
3. Emails: Link email correspondence
4. Letters: Track postal communications

Adding an Interaction

1. From Dossier Content → Interactions tab
2. Click New
3. Fill interaction details:
   • Date/Time: When interaction occurred
   • Contact: Person involved in interaction
   • Type: Phone, Meeting, Email, etc.
   • Subject: Brief description
   • Details: Comprehensive notes

Creating To-Do Items

Manage tasks and appointments within the dossier:

1. From Dossier Content → To-Do's tab
2. Click New To-Do
3. Configure task details:
   • Description: What needs to be done
   • Date: Due date or appointment date
   • Time: Specific time if applicable
   • Salesperson: Who is responsible
   • Contact: Person involved
   • Type: Task or Appointment

Workflow Automation

How Workflows Work

When you create or modify a dossier:

1. Automatic Detection: System identifies applicable workflows
2. Workflow Initialization: Creates workflow log entry
3. Task Generation: Generates to-do items based on workflow steps
4. Progress Monitoring: Tracks completion of workflow steps
5. Notifications: Sends automated emails or alerts

Monitoring Workflow Progress

1. From dossier card: Related → Workflow Log
2. View workflow execution history:
   • Completed Steps: Green checkmarks
   • Current Step: In progress indicator
   • Upcoming Steps: Scheduled future actions
   • Overdue Items: Red highlighting for missed deadlines

Manual Workflow Actions

Some workflow steps require manual intervention:

1. Review Required: Complete review and approve
2. Decision Points: Make selections to proceed
3. External Dependencies: Wait for external input
4. Document Review: Verify documents are complete

Advanced Dossier Features

Bulk Operations

Perform actions on multiple dossiers simultaneously:

1. From dossier list, select multiple dossiers (Ctrl+Click)
2. Use Actions → Batch Operations:
   • Bulk Status Update: Change status of selected dossiers
   • Mass Email: Send notifications to multiple contacts
   • Export Data: Generate reports for selected dossiers
   • Archive: Move completed dossiers to archive

Dossier Templates

Create templates for common dossier types:

1. Actions → Create Template from existing dossier
2. Define template fields:
   • Default Values: Pre-filled information
   • Required Fields: Mandatory fields for this type
   • Workflow Assignment: Automatically assign workflows

Linking Related Dossiers

Connect related dossiers for comprehensive case management:

1. From dossier card: Related → Linked Dossiers
2. Add related dossiers:
   • Parent/Child: Hierarchical relationships
   • Related Cases: Connected but independent dossiers
   • Previous/Next: Sequential case progression

Search and Filtering

Quick Search

Use the search box at the top of the dossier list: - By Number: Enter dossier number (e.g., D0001) - By Contact: Type contact name or company - By Description: Search dossier descriptions - By Reference: Find by external reference numbers

Advanced Filtering

Create complex filters for specific views:

1. Click Filter Pane (funnel icon)
2. Add filter criteria:
   • Date Ranges: Filter by creation or due dates
   • Status: Show only open or closed dossiers
   • Type: Filter by dossier category
   • Assigned To: Show dossiers for specific users
   • Priority: High priority items only

Saved Views

Create and save commonly used filters:

1. Set up your desired filters
2. Click Save View → Name your view
3. Access saved views from the view selector dropdown

Dossier Analytics and Reporting

Built-in Analytics

Access real-time dossier statistics:

1. Dossier Statistics: Overview of counts by status
2. Performance Metrics: Average processing times
3. Workload Distribution: Cases per user/department
4. Trend Analysis: Historical data and patterns

Standard Reports

Generate comprehensive dossier reports:

1. Dossier Overview Report: Summary of all active dossiers
2. Workflow Progress Report: Status of automated processes
3. Document Inventory Report: Attached document summary
4. Communication Log Report: Interaction history

Custom Reporting

Create organization-specific reports:

1. Use Report Builder to create custom layouts
2. Define data sources and filters
3. Schedule automatic report generation
4. Configure report distribution lists

Best Practices

Dossier Creation

✅ Use Descriptive Names: Clear, concise dossier descriptions<br> ✅ Select Correct Type: Choose appropriate dossier type for workflow automation<br> ✅ Set Realistic Dates: Accurate start and end dates for planning<br> ✅ Assign Responsibility: Clear ownership for each dossier<br>

Content Management

✅ Consistent Documentation: Use standard formats for notes and comments<br> ✅ Regular Updates: Keep progress and interactions current<br> ✅ Organized Filing: Use consistent document naming conventions<br> ✅ Confidentiality: Properly mark sensitive information<br>

Workflow Optimization

✅ Monitor Progress: Regularly check workflow status<br> ✅ Address Delays: Take action on overdue workflow items<br> ✅ Update Templates: Refine workflows based on experience<br> ✅ User Training: Ensure all users understand workflow processes<br>

Troubleshooting Common Issues

Dossier Creation Problems

• Error: "No Series Not Found": Check number series configuration in Dossier Setup
• Required Field Missing: Verify all mandatory fields are completed
• Permission Denied: Ensure user has appropriate QTEAM DOSSIER permissions

Workflow Issues

• Workflow Not Starting: Check dossier type has assigned workflow
• Tasks Not Created: Verify workflow line configuration
• Email Not Sending: Check email queue and SMTP settings

Document Issues

• Upload Failed: Check file size limits and formats
• Cannot Access Document: Verify file storage path configuration
• Drag & Drop Not Working: Ensure Drag & Drop extension is installed

Getting Help

Additional Resources

• User Guide: Official Documentation
• Video Tutorials: Q-Team YouTube Channel
• Support Portal: Contact Q-Team Solutions for assistance

Contact Support

• Email: support@q-team.nl
• Phone: +31 030 820 13 33
• Online: Submit support requests through partner portal

Next: Learn about Absence Management features for tracking employee absences and sick leave.