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
Document ID and Name identify
document:
• Both required
• ID must be a
unique identifier
Details Tab

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Type:
• Contract, Lease, Policy, etc.
• Unique Types can be added
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
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)
Process will vary dependent on:
• Browser security settings
• Variations of desktop software
Creating Documents Overview

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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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Now let’s practice creating a Document,
filling in important details, and attaching
the document to a Work Order!
Create and Attach Document: Hands-On

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Click the down arrow next to the New
button, and select Documents
A blank Document record will appear in
the Work Center
Create and Attach Document: Hands-On (cont’d)

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Fill in the Location Type as Library
(Document Library)
Fill in the Document ID as
SA01TEST_YOURINITIALS
Fill in the Name as SA01Test_YourName
Fill in the Document Type as
Informational Document
Create and Attach Document: Hands-On (cont’d)

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Save the Document
Navigate to the Document Tab
Fill in the Text Area with your name and
Document Creation Test
Create and Attach Document: Hands-On (cont’d)

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Save the Document
Navigate to a Work Order in the Work
Order Explorer
Select the Attach Tab and select Add
Find your Document and select Print with
WO
Create and Attach Document: Hands-On (cont’d)

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Click Apply / Close and Save the Work
Order
Navigate to the Report Tab
Your Document will appear under the
Documents section of the Report and
print at the bottom of the Report
Create and Attach Document: Hands-On (cont’d)

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You have now successfully completed
creating a new Document, filling in
important details, and adding the
Document to a Work Order!
Create and Attach Document: Hands-On (cont’d)

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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.
Attach tab on records provides access to
documents
Document Association Overview

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Stores information about documents and
images
Available sub-tabs vary per module
Document Library prompts Open / Save
Attachments Overview

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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
Can be used in reporting, for quick
reference information, etc.
Notes

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Asset / Location Images (Asset Module):
• Small view of image, date uploaded, order,
and indicators
• “Active” flag used for current representation
• “Follow-Up” flag to indicate additional
photos should be taken
Asset / Location and WO Images

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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)

41. Thank You for
Watching!