This session discusses document and file management including an overview of the documents module, attachment tabs, and different document types.

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SA01|Document and File Management

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Documents Module Defined
Document Tabs
Create Documents and Links
Attachments and Files
Agenda

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Documents Module Overview
Library Documents
External Links
Document Module Defined

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Stores reference documents (including
links)
• Many different document types!
Attach Tab available in most modules
Document Module Overview

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Two methods to maintain documents:
• Library Documents
• External Links to Files or Internet / Intranet
Pages
Ability to Add, Edit, Remove, and View
Document Module Overview (cont’d)

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Documents Library holds many
different types of Documents
• Easily printed and attached to specific
types of records
• Ability to edit from within MC
Library Documents

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Access to files or web pages
Provide up-to-date access to large files
and data
External Links

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Details Tab
Document Tab
Document Tabs

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Location Type designates type of
document storage:
• Library or External Link
Details Tab

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Document ID and Name identify
document:
• Both required
• ID must be a
unique identifier
Details Tab (cont’d)

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Type:
• Contract, Lease, Policy, etc.
• Unique Types can be added
Details Tab (cont’d)

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Organizational Attributes:
• Repair Center
• Shop, Owner (Shop Supervisor), or Category
Details Tab (cont’d)

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Location field (linked files only):
• Path for linked documents / URL
• Example: http://www.osha.gov/
Details Tab (cont’d)

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Status:
• Active or Inactive
• Removes from Document Lookups if Inactive
Details Tab (cont’d)

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Default Indicators:
• Print with WO / PO
• Send with Email
Details Tab (cont’d)

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Stored files can be viewed and edited
Format and edit options available in
toolbar
Document Tab

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View, Edit, and Format options
Presentation of document:
• Preview is view only!
• Edit options include text size, font, style, etc.
Document Tab (cont’d)

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Creating Documents Overview
Copy and Paste into Library
Upload Images
External Links
Create Documents and Links

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Two methods to create Documents:
• Copy or Paste into Library
• Upload images (and convert PDF Files)
Creating Documents Overview

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Process will vary dependent on:
• Browser security settings
• Variations of desktop software
Creating Documents Overview (cont’d)

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Copy and paste from Microsoft Word and
other word processing programs
Stored and edited independently
Copy and Paste into Library

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Example of Copy and Paste method:
• New Library document (Document Library)
• Access and copy all text from original
• Paste or Paste from Word into new
Copy and Paste into Library

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Auto-print with WO / PO
PDF can upload (convert to .JPG or .WMF)
Insert Library Image icon
Upload Images

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Example of Insert Library Image:
Upload Images (cont’d)

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Select External Link to open Location field
Cannot be auto-printed or emailed!
External Links

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Internet or Intranet Page:
• Enter URL address in Location Field
• Browse… opens browser window
External Links (cont’d)

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Example of External Link usage when
viewing from a Work Order:
External Links (cont’d)

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File Stored on Accessible Server:
• Any file type can be attached (PDF, CAD,
Word, Excel, etc.)
• No limit to size of file
• Maintained and updated at central source
• File:// format must be used
External Links (cont’d)

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Create and Attach Document: Example
Now let’s take a look at creating a Document,
filling in important details, and attaching the
document to a Work Order!

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Document Association Overview
Attachments Overview
Images
Miscellaneous Attachments
Notes
Asset / Location and WO Images
Attachments and Files

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Documents can associate with many
records in MC
Work Order relationship associated
through Procedures, Assets, etc.
Document Association Overview

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Attach tab on record stores information
about documents and images
• Available sub-tabs vary per module
Attachments Overview

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Example of Document Library prompting
Open / Save:
Attachments Overview (cont’d)

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Add or upload images to individual
records
Bulk Image Upload Tool features:
• External utility to load images in bulk
• Available for retrieval on any record
• Tools  Bulk Image Upload
Images

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Bulk Image Upload use:
• Download client-side control software
• Specify Module Library or Repair Center
• Upload individual or folder of images
Images (cont’d)

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Upload for specific record (not stored)
Expedient method to attach files (up to
4MB)
Only available for onsite installations
Miscellaneous Attachments

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Associated with many different types of
records
Tracks Date, Time, Initials, and Note
comments for individual record
Notes

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Can be used in reporting, for quick
reference information, etc.
Notes (cont’d)

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Asset / Location Images (Asset Module):
• Small view of image, date uploaded, order,
and indicators
Asset / Location and WO Images

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• “Active” flag used for current representation
• “Follow-Up” flag to indicate additional
photos should be taken
Asset / Location and WO Images (cont’d)

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Work Order Images (Asset Module):
• Images associated with any Work Orders for
currently displayed Asset
• All Levels Indicator displays images from all
Assets stored below node of Asset Tree
Asset / Location and WO Images (cont’d)

42. Thank You for
Watching!