sa01 - document and file management (mcu)

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SA01|Document and File Management

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Documents Module DefinedDocument Tabs Create Documents and Links Attachments and Files

Agenda

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Documents Module OverviewLibrary DocumentsExternal 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


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Organizational Attributes:• Repair Center• Shop, Owner (Shop Supervisor), or Category


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


http://www.osha.gov/

http://www.osha.gov/

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Status:• Active or Inactive • Removes from Document Lookups if Inactive


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Default Indicators:• Print with WO / PO• Send with Email


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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 LibraryUpload ImagesExternal 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 / POPDF 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:


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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


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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 OverviewAttachments OverviewImages Miscellaneous AttachmentsNotesAsset / Location and WO Images

Attachments and Files

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Documents can associate with many records in MCWork 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)

Thank You for Watching!

sa01 - document and file management (mcu)

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