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See separate Documents module manual.
You can find it – Modules ribbon > Documents > Contents icon under Manage menu.
Define Enclosed Documents Views
Next what is needed to define is one or several Enclosed Documents views.
These views will be the separate tabs with the columns you would like to see.
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Enter Code and Text (will be shown as a title of a corresponding page).
Sort is the number that defines the order of the pages.
Include Groups field indicates what enclosed codes will be shown in the view. You can input digits like "1-4" (codes 1,2,3,4 will be seen) or like "31,77" (codes 31 and 77 will be seen) or combine these 2 ways: "12,77-79".
For example, 0-991 means that all documents with a Sort value between 0 and 991 will be included in the view.
If included groups are left blank, all existing codes will be shown on that view. Usually, this is used for All views.
Security Code field. When a security code other than '0' is defined, it is possible to set up different access rights (Read, Write, None) to this view for different users' levels. This can be done by the administrator in Adonis Control Centre > General Codes > Enclosed Documents > Enclosed Documents View:
View Grid > Columns Definition - in this section you specify what columns will be shown in the view.
Click
and select the Heading from the available list.
Click
to delete the unneeded column.
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We prefer and suggest you use the store in database option. This way the documents are replicated and can easily be scheduled to replicate or not to replicate. |
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Attach
There are several advantages to storing the documents in the database.
The documents are then protected by the database security and consistency tools.
The way of attaching documents is necessary for companies that use Replicator. Only using this way of storing documents, the files are added to the database and will be sent to the other sites via Replicator.
The only disadvantage with the attach method is that the size of the database will grow when byte-consuming documents are stored inside.
So, as mentioned above, Adonis recommends users to use the attach method, but to put a size limit for attached documents (define how much 'place' a single scan can take).
About 500 KB should be enough to get a good scan.
The bigger the files are the quicker the database size will be growing.
This setting controls the size of photos uploaded in Photo datagroup as well.
A user who tries to exceed this limit will be stopped and advised to reduce the size of the scanned document before proceeding.Link
On the one hand, the linking method means that the documents are not added to the database but can be stored on the server, shared drive, etc.
As a result, the database size is not growing, which is good.
On the other hand, there can be a risk that the URL linking to a certain server/folder/file structure on the network can be broken.Format of storing scans should also be chosen. PDF or JPEG/JPG formats are offered.
The option Mail Merge: E-mail and distribute word documents as pdf (office 2010 only) gives a possibility to send merge documents as pdf files if the user has Microsoft Office 2010 installed.
If the option is not set, the document is sent as word documents (doc, Docx files).
If Link functionality is chosen, directories for Mail Merge and Scans should be defined.
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Fill in the fields as below:
Description. Enter the name of an attachment.
Document type. From the drop-down list, select one of the types defined in Enclosed Document Codes (see Enclosed Documents#_Adding_Documents_Codes).Click New to choose between the options which allow you to attach:
File. Click to indicate the path to the file.
WEB link. Enter the link to be attached. In case the link protocol is not specified, the system uses the HTTP:// protocol by default.You can scan documents directly from APM and add the digital copies to the Enclosed Documents datagroup. To do this, use one of the tips below:
Click the Scan button. APM will try to automatically detect an installed scanner and will start scanning.
Click the down arrow on the Scan button and select the Select Source option if you want to manually select your scanner.
If you do not see your scanner listed in the Select Source window, then your scanner driver has not been properly installed.
After you added a file, you can observe its properties (name, location, size, etc.).
Select the record and click
under the Manage menu.
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Select the document you'd like to send to a crew member.
Send by e-Mail is enabled for a tagged record. It will automatically generate an email with a selected document attached to it.
By default, the email from Personal Details is set.
You can overwrite it or add other addresses to Copy.
Input subject, message. Then click
.