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1. Introduction
Before use, please review the module Set Up details.
Documents module allows files to be uploaded into the database e.g. licenses, insurance details, certifications, accident photos etc
Uploaded files are stored in the database, not in a folder location.
The module supports:
•Multiple file formats: doc, docx, msg, jpg, png, xlsx, and other common formats
•Archiving: Manual or automatic (see "Set Up"). Archiving retains the document in the database but hides it from view
•Emailing: Documents can be emailed from the module
•Three security levels: Public, Supervisor, Secure
•Tags: Descriptive labels for different types of document to aid searching and sorting e.g. photo, licence, certificate
•Relationships: Documents may be linked to personnel, fleet items, R&M jobs, parts, suppliers and accidents
Some file types are not permitted for upload due to potential security threats e.g. .exe files.
When uploading .msg files (email messages), attachments are stripped prior to upload.
2. Document Security
There are three levels of security which can be used to control who access which documents.
The security level is chosen when adding documents.
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Public
Accessible by all users who have user right 170.2 allocated
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Secure
Accessible only by:
•The user who uploaded the file (170.2 required)
•Supervisors with user right 170.8 allocated
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Supervisor
Accessible only by supervisors with user right 170.8 allocated
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3. Option Buttons
Open- Opens the document in the related application
Email- Open a "mail to" window to enter email addresses
Archive- Hides the document from the default view. Archived documents can be shown using the flag on the menu
Delete- Permanently deletes the document from the database. CANNOT BE RECOVERED!
4. Adding a Document
Documents>>Add
or use the Quick Task Icon .png)
Documents may also be added/accessed in other modules e.g. Fleet, Personnel, Repair & Maintenance, Inventory, Accidents and Suppliers list
In other modules, a "Relationship" is automatically created using the respective record details E.g. job no., accident reference, personnel name etc.
Follow the steps below:
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•File name must be unique but descriptions can be duplicated
•Up to 3 tags may be selected to help classify the document for easier location/sorting etc
•After saving you may create one or more relationships to fleet items, jobs etc.
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Documents with relationships to other modules will also be available in the Documents tab in those modules.
End of Chapter
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