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Document and File Management Maintenance Connection provides several methods to attach reference documents or files to records in the system. The best feature to use depends on your objectives. Defined documents, images and attachments can all be viewed from the Attach Tab in system modules, but there are several nuances between approaches that should be considered when deciding the method to use.

The Documents Module maintains a library of content and links that can be referenced throughout MC. It is

used primarily in the PM/Procedure process as content can be automatically populated onto generated work orders. The Documents Module can store both “content” and “file links”:

• Document Module Library/Content: The Document Module Library stores content entered directly into MC, inserted as an image, or copied and pasted from Microsoft Word. The content can be displayed on printed or emailed work orders/purchase orders.

• Document Module File Links: Document Module “links” connect to files that are maintained on shared file servers outside of Maintenance Connection. These centrally located files can be accessed external to MC, and can provide a single source for commonly accessed documents.

The Miscellaneous Attachments feature provides a quick method to attach multiple file types to a specific record. These files are tied directly to the given record, rather than being stored in a library where they can be referenced elsewhere in the system.

Note: A number of modules also include a separate option to add images to the record. Images can be uploaded using this feature/tab, or can be uploaded using the Miscellaneous Attachments feature. Uploading directly to the Image Tab allows for direct preview of the images.

For a more detailed comparison of features supported by each approach, refer to the following Document Management Feature Comparison. For additional details on using documents in the PM Process, refer to the section on Setting Up Documents for the PM Process.

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Document Management Feature Comparison

Library Document Document Module File Links

Miscellaneous Attachment

File Types Supported Entered text or copy/ paste from Microsoft

Word. Small PDFs converted to JPG can also be inserted as an image.

Unlimited Unlimited

Requires User to have Correct Software to Open File

No Yes Yes

Maximum File Size Designed for limited content

Unlimited 4 MB

Costs No Charge No Charge Online/Hosted Customers must pay a fee based on amount

of storage space required.

Accessible from Attach Tab (e.g. Work Order Attach Tab)

Yes Yes Yes

Content Can Be Displayed on Printed or Emailed Work Order/ Purchase Order

Yes No No

Link Can Display on Printed or Emailed Work Order/Purchase Order

N/A Yes. Email link cannot be directly opened,

but can be copy/ pasted into a browser

address bar.

No

Procedure/Asset Attachments Automatically Populate onto Work Order

Yes Yes Yes

Content can be Reused/ Referenced Throughout MC

Yes Yes No

Source Content Stored and Maintained External to MC – Accessible to Users Outside the System

No Yes No

Rapid Method to Directly Upload Files to Individual Records

No No Yes

3 | P a g e @ Maintenance Connection, Inc. – MC v6.0 – Document and File Management (08/2012)

Document Module Library and Links The Documents Module stores both document links and document content within Maintenance Connection, and then references these files throughout the system. This option is often used in the PM/Procedure process to allow commonly used reference documents, such as a schematic or lock out procedure, to automatically propagate to associated work orders. Document Module content and links tied to assets can also automatically be propagated to any work order created for the given asset. Document Module content can also be designated for inclusion on a printed or emailed work order (or purchase order).

The Document Module stores both direct “Library Content” and “File Links”, as described in more detail in the following sections. For further comparative information on these features, see the above Document Management Feature Comparison.

Document Module Library Content The Document Module Library stores content entered directly into Maintenance Connection, inserted as an image, or copied and pasted from Microsoft Word. Once inside the Documents Module, further editing can be performed using the available edit tools.

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To facilitate the PM Process, Document Library Content placed on a procedure or asset will automatically populate onto any generated work orders:

If designated to print with associated work orders, the content will automatically display on a printed or emailed work order, ensuring that critical information is provided to technicians:

It should be noted that the MC Document Library is only designed to maintain smaller content. The “Document File Link” or “Miscellaneous Attachments” option should be used for larger content. For further comparative information on these features, see the Document Management Feature Comparison.

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Create/Upload Content to Document Library Following is a general guide for creating content in the Document Module Library. Specific instructions for creating new Document Library Content can be found in the User Guide.

1. Go to the Documents Module and create a New Document. 2. Specify “Library” for the Location Type. 3. Enter the desired document ID, Name and Type. 4. Specify any additional filtering. 5. Indicate whether or not the content should be included in printed or emailed work orders/purchase orders:

6. Click the Document Tab to access the editing window on which content can be copied or edited. 7. Content can be directly typed and formatted using the tools available. Additionally, content can be “copied”

in or inserted as follows:

• Microsoft Word: Content from Microsoft Word can be copied and pasted into the Document Editor, retaining most formatting.

• Other Software: Content from text editors or other applications can also be copied, but formatting will not be retained.

• Images: Images (.jpg files) can be inserted into the Document using the Insert Library Image option on the Insert Menu:

• Use the Browse option to locate and Open/Select the image to upload.

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• Click Apply to upload the file into the Insert Image Dialog. • Click Apply again to insert the image into the Document.

Once you are satisfied with the content, you can Save the document and attach it to records throughout the system (using Attach Tab). For further information on setting up documents to ensure they are included in PM Generated Work Orders, see the section on Using Documents in the PM Process.

Tip: Small PDFs (approximately 2 pages) can also be inserted into Library Documents by first converting them to JPG images using available Adobe “Save As” features. It is important to use the “settings” option in the Save As dialog to reduce to the lowest level of resolution. The exact steps will depend on the version of Adobe Acrobat that is in use.

Document Module File Links The Document Module stores links to files maintained on an internal file server (or even the Internet). This feature can be summarized as follows:

• Documents are maintained external to the system, allowing organizations to maintain a single source document accessible from multiple locations and applications. As documents are updated at the source, these changes are reflected “real-time” in MC, as long as the document path does not change.

• Files of all types and sizes can be attached as Document Links. In order to open the document link, users must have the correct software installed on their computer (Excel to open an Excel document, AutoCAD software to open a CAD drawing, etc.).

• As with Document Library Content, Document Links placed on procedures or assets will be included on the Attach Tab of all PM Generated Work Orders.

• Document Links can also be displayed on, but not opened from, printed or emailed work orders (path to the file is displayed; no file content is included).

• Document links are the preferred method for referencing larger documents, such as Manufacturer Specs, MSDS Safety Sheets, CAD Drawings/Schematics and Excel Tables.

As the following images illustrate, file links defined in the Documents Module can be placed onto other records using the Attach Tab. The document link is defined in the Documents Module:

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To facilitate the PM Process, Document Links placed on Procedures will automatically be included on the Attach Tab of any associated Work Order:

When the user views the link, they will be prompted to Open/Save the file. Clicking Open will open the file in the designated software application, Excel in this example:

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Note: In some environments, linked PDF files will open directly in the Maintenance Connection Viewer, without being prompted to open the PDF.

If the document is specified to “Print with WO”, the Document File Path can be displayed on the printed work order, but the content cannot be displayed or directly accessed.

Note: The Document Module can also store direct “Library Content.” For further comparative information on the features available with each option, see the Document Management Feature Comparison.

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Create File Links in the Document Module Following is a general guide for creating document links in the Document Module.

1. Go to the Documents Module and create a New Document. 2. Specify “External Link” for the Location Type. 3. Enter the desired document ID, Name and Type.

4. Specify any additional filtering. 5. Indicate whether or not the file path should be included in printed or emailed work orders/purchase

orders. Remember, when using this option only the file path will be displayed – the content cannot be displayed on a printed or emailed work order/purchase order.

6. Specify the location at which the file is stored.

Internet URL Addresses: For internet URL addresses, you can simply copy/paste the address into the Location Field, or you can use the available Browse button to locate the correct page.

Shared File Paths: For files stores on a shared server, the following alternative methods can be used to specify the correct path/location:

Note: It is recommended that you contact your IT Department for assistance in determining the best process for storing and identifying shared files at your organization. Linked files must be stored on a shared server/folder accessible to all users. Files cannot be stored on a local/c: drive, as these will not be accessible to other users.

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• The preferred method for identifying internally shared documents is to store the file in a location where a web server can manage access. This is typically handled through a website virtual directory or placement in the inetpub/wwwroot directory. A web based file path might appear as follows:

• The file can also be placed on a network mapped drive that all users can access. A file path to a network mapped drive might appear as follows:

• The file can also be maintained on a shared “folder” accessible to all users. Shared folder paths can be specified with a file:// prefix as shown in the following example. You can type the file path in directly, or obtain it from the file’s properties (by right clicking on the file name displayed in an Explorer List):

Note: It is important that the file name and path not include any spaces. If there are spaces in a file name or path (such as Extruder Safety, you must resave the file, using a character such as an underscore (_) to replace any spaces. Also, the “Browse” button should not be used when identifying a file address.

7. Use the Test Button to ensure the file is accessible and can be opened. 8. When you are satisfied that the link has been defined correctly, click Save.

You can now proceed to attach the document to records throughout the system (using Attach Tab). For further information on setting up document links to ensure they are included in PM Generated Work Orders, see the section on Using Documents in the PM Process.

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Miscellaneous Attachments The Miscellaneous Attachments feature provides a quick method to attach multiple file types to a specific record. Files attached through this feature are tied directly to the given record and are not generally available from other records or modules. For example, if you attached a LOTO (lock out – tag out) to a procedure as a Miscellaneous Attachment, it would only be tied to that specific procedure. If it applied to other procedures, it would have to be individually uploaded to each of them. In contrast, if a LOTO was placed in the Documents Module, it could be referenced from all procedures to which it applied.

Miscellaneous Attachments tied to procedures or assets will automatically be propagated to any associated work orders. It should be noted, however, that Miscellaneous Attachments cannot be designated for inclusion on a printed or emailed work order (or purchase order).

This feature can be very valuable for attaching discreet information to a specific record. For example, you might want to attach receipts, invoices or test results to a given work order:

Customers typically place images on the “Images” sub-tab so that they can be previewed. If desired, however, you can also attach images (JPG/BMP files) on the Misc Attachments Tab in order to have all information maintained in one place:

It should also be noted that Online/Hosted Customers must be set up to use this service, as they must pay a fee based on amount of storage space required. For a comparison of features available for attaching documents, see the Document Management Feature Comparison.

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Set Up Documents for the PM Process As indicated in previous sections, content placed in the Document Module or uploaded as a Miscellaneous Attachment can be incorporated into the PM process in the following ways:

Content placed in the Document Library can be displayed on printed or emailed work orders. Document Links can be displayed, but not opened, on printed or emailed work orders. Miscellaneous Attachments can be propagated to the associated work order, but not displayed/referenced

on printed or emailed work orders. All Documents and Attachments placed on a procedure will be available from the Work Order Attach Tab for

any work order associated with that procedure.

Note: Documents/files must be attached to the procedure in order to be included in the PM Process. Documents attached to the PM do not propagate to the work order; they serve only as a reference to the PM Schedule itself.

Similarly, all Documents and Attachments placed on an asset will be available from the Work Order Attach Tab for any work order created for that asset.

Following is a general guide for ensuring that files are properly referenced on PM Generated Work Orders.

1. Ensure required documents are placed in the Document Module as Library Content or Links, unless they are to be uploaded as a Miscellaneous Attachment.

2. Go to the Procedures Module and open the procedure on which the file or document is to be placed. 3. Select the Attach Tab. 4. To attach a document, click Add in the Documents Section of the page:

• Locate and select the document from the Documents Lookup. • Specify whether the default for printing with the work order shall be in effect. You can also specify a

limiting Asset Classification if desired.

Note: Only content stored in the Document Library will be displayed on the printed or emailed work order. However, document links will be shown if the indicators are checked. Although the link will not be “active”, the user can use it as a reference as needed (or copy/paste from email into a browser address bar).

• Click Apply/Close to return to the Procedure Attach Tab.

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5. To attach a Miscellaneous Attachment, click Add in the Miscellaneous Attachments Section of the page.

• In the popup that displays, click “Browse” to locate the file to be attached. • Click Save to attach the file to the procedure.

6. Click Save. The document or file will now be available from the Attach Tab on any work order generated for this procedure. Document content or links will also be included on printed or emailed work orders if so specified.

The following examples illustrate how each of these approaches is used in the PM/Procedure Process:

Document Module Library Content

Document created in Documents Module and attached to Procedure, resulting in content being displayed on Printed (or emailed) Work Order:

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Document Module File Link

Document “External Link” defined in Documents Module and attached to Procedure, resulting in link being displayed on Printed (or emailed) Work Order:

Miscellaneous Attachment

File attached to Procedure as Miscellaneous Attachment, resulting in link being displayed on Work Order Attach Tab: