SA01 - Document and File Management (MCU)
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Transcript of SA01 - Document and File Management (MCU)
MC University
SA01|Document and File Management
MC University
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
Details Tab (cont’d)
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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
Details Tab (cont’d)
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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 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:
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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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)
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