The Documents module is designed to be a simple and efficient solution to store scanned copies of documents and any other types of files to which you want to have quick access from the Adonis Personnel Manager.
But the main mission of this module is to provide you with a unique possibility to 'merge' documents.
This means to export/send any kind of personal information using templates in Word format to a big number of crew members instead of working with every document separately (for example invitation letters, contracts, visa letters, etc.).
You need only have a word template with common text (hardcoded) and the system will fetch various kinds of personal/employment data for every crewmember from Adonis.
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Housekeeping
Defining Document Codes
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Input Code - is a unique alphanumeric code for a document to be in use.
Type Name/Text.
Sort is used for ordering folders in the module.'0' means the very first.
Is Passive the option defines if the code is passive or not. Passive codes are shown grey and you will not be able to work with this group.
Security Code is used for giving restricted access to the use of this code for separate users.
When a security code other than '0' is defined, it is possible to set up access rights (Write/Read/None) to this very type in Adonis Control Centre > General Codes > Enclosed Documents > Enclosed Documents Codes:
Enclosed are Documents types with Security Code = '0' that is available for all users.
Available In the section defines if:
a document is displayed in the Documents module as a group of Merge documents – Documents Module option;
a document is used only for/in Enclosed Documents data group (to add scan of passport or visa) – Enclosed Documents Datagroup option;
but if you want not only to merge and send the document but also distribute it (attach to persons enclosed documents) – you need Both options.
For example:
As a result, this merged document will be added to the person's Enclosed data group with TEST code.
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A list of all available documents groups is given in the tree structure to the left.
Info Various document groups for different needs are defined by the company administrator in General Codes.
See Housekeeping section for all details.
By clicking one of the groups, only the documents belonging/added to that particular group will appear on the right.
When you select All Documents, all records will be displayed in one big list.When All Documents mode is selected, it is not possible to create a new document or modify an existing one.
So, for your convenience, we recommend creating separate groups for contracts, visa letters, travel letters, medical documents, etcManage commands:
New button - to create a new record/document.
New Merge documents may be added to each group at any time.
There is no limit to the number of documents that can be added to a documents group.
Use the Open button or double-click a documented record to view its properties.
The delete button removes only the attachment, not the whole tagged document.
Click the Merge button to merge a document (see Functionality section).Described above commands are available only when you choose a certain group.
When All Documents mode is selected, it is not possible to create a new document or modify an existing one.
Click the Find icon and the Find Panel will appear for you to search for a special record, start typing and the system prompts variants.
Click it again and the Find Panel will disappear.
By clicking
icon, you will be switched to The Documents Module help manual.
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You may add a Description to easily distinguish between a large number of templates.
Keywords field can be used for various notes.
To create a note put the cursor on the field, in the right-click menu choose New, a window where you can type any comment will appear. Type the comments & click OK to save.
Several lines of comments can be added.
It's possible to delete or edit them. You need to select a comment and choose the necessary option from the right-click menu.
Click 
and locate the word template that was prepared for this record beforehand (see How to Prepare Bookmarks in a Word Document in the section below).
Options:
Merge Properties (see Define Merge Properties by Fast Query Builder section).
Attachment Properties, click to see the file name, size, location, time of creation, etc.
Mail Properties – from ver. 2018.3, we introduce a new option that allows you to customize email subject & email text when a merged document is generated using Email Merge Output.
Bookmark Setup (see Pre-Editing of Bookmarks section).
Click 
to edit the template.
This will open Microsoft Word and load the template automatically. Now you may change the content of the template to what is required. When you are done, save the changes.
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Step 1: Create a new Word document:
Create some text in it, for example, we need to prepare an invitation to the annual officers meeting without variable information like name, address, rank. This information will be merged into the document automatically.
Place bookmarks for each separate piece of information
We advise you to type a needed field name, then double-click it and select the Insert > Bookmark.
Under Bookmark name, you should type a field/bookmark name (e.g.: Address2), then click Add.Bookmark names should begin with a letter and can contain numbers.
You can't include spaces in a bookmark name. But, you can use the underscore to separate words (e.g.: First_Name).It is not necessary to use the same bookmark names as the field names in APM, you may use Aliases.
Later you just need to type your alias under the Bookmark column in front of the correct field name In Query Builder (see Defining Merge Properties by Fast Query Builder section).It is possible to define the same predefined bookmark several times in the output document. For example, if you need to define a user's first name several times in the document, then you should add bookmarks into the output document as bkUserFirstName_1, bkUserFirstName_2, bkUserFirstName_N, etc., and then add them to the script manually during setting Merge Properties (see Defining Merge Properties by Fast Query Builder section).
The text enclosed in grey brackets represents bookmarks.
Create other bookmarks in the same way. You need to add a bookmark for each data field you want to merge into the document.
If you are using three fields for the addresses, you need to define three bookmarks, one for each address field (as in our example).
If there is no information to be placed into a corresponding bookmark, a space will be put.
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It is possible to check existing bookmarks & manually modify them before merging a document.
This gives to end-user more flexibility compared to a static set of data that is returned by the SQL query.
It is very useful for situations when some information is not stored inside the Adonis database but should be added to a merged document.
It cannot be extracted but you want to add it manually, e.g. your company's comments for a certain position (when offering vacancy) or others.
Open ready merge document, click Options > Bookmark Setup, Bookmark Setup Form appears.
Setup
You can select to upload all bookmarks that exist in the enclosed document or you can add them one by one as per necessity, using Insert/Delete buttons:
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Please note that some bookmarks are mandatory. They can be also uploaded to the list, but they are shown grey & cannot be set Editable as this will break the logic of the query.
Pre-Editing
Once you've set up all the necessary bookmarks, you can close the dialog window & start merging a document.
The box will display all bookmarks with the corresponding setup:
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In the window that appears, choose one of the Selection options:
Selected Person;
Entire Crew Selection;
Tagged Persons (you need to tag the persons you want to merge the doc. in Crew List before merging);
UnTagged Persons (all persons who are not tagged in the crew list).
Choose a Merge Output option:
Send to the default printer - the merged document is sent directly to the printer without previewing it in MS Word;
Send to common Word document- the document appears as an open document in MS Word, from where it may be printed later;
Save to separate file(s) - the document will be saved as a .doc file.
In this case, please specify a file name and select a directory on your hard drive you want to save the document in;E-mail - the doc. will be sent to the selected crew member(s) using his e-mail address in the Personal Details data group (see Mail Properties the section below).
Distribute the option is separated from Merge output and can be selected in addition.
When this option is checked, the merged document is added to the Enclosed documents of a person with the Test code.
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