Document Management

---

This screen allows you to maintain a library of documents, etc that are used across all areas of Ostendo.

List Tab

Display fields

Document Type: This denotes from where in Ostendo the Document link originated.  The options are:

Document Name: The name of the document as entered into the Details screen,

Linked To: This is the specific record identified by the Document Type to which this document relates.

URL / File Name: This is the URL where this document is stored in a HTTPS environment or a local the File path where the file is stored locally in a TCP/IP environment

Data Display Options

Field Position: On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

Filtering and Sorting: If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

Searching: If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

Buttons

Close: This will close the Documents Management screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up the ‘Detail’ tab for entry of a new Document.

Save: Not applicable to the List panel

Cancel: Not applicable to the List panel

Delete: This enables you to delete the selected Document from the Documents Master

View: If you select a line and then this button the physical document will be displayed on the screen.

Detail Tab

Entry and Display fields

Document Name: Enter the name that you are creating in this screen.  No checks are made on the entry.

Document Type: From the drop-down list select the Document Type.  These are already defined in Ostendo and show where this document feature is used

Linked to: Dependent upon the Document Type selected this will show the relevant records from that source.  Therefore, from the drop-down list select the reference that uses this document

Copy to Jobs: This will be visible dependant upon the Document Type.  When visible it can be ‘checked’ to indicate that the document will be copied to all Job Orders raised against this ‘Linked To’ reference.

Copy to Sales: This will be visible dependant upon the Document Type.  When visible it can be ‘checked’ to indicate that the document will be copied to all Sales Orders raised against this ‘Linked To’ reference.

Copy to Purchases: This will be visible dependant upon the Document Type.  When visible it can be ‘checked’ to indicate that the document will be copied to all Purchase Orders raised against this ‘Linked To’ reference.

Copy to Assemblies: This will be visible dependant upon the Document Type.  When visible it can be ‘checked’ to indicate that the document will be copied to all Assembly Orders raised against this ‘Linked To’ reference.

Print / Email with order: This document is included when the order is printed or emailed. Refer Special Note Regarding Emailing

Print / Email with quote: This document is included when the quote is printed or emailed. Refer Special Note Regarding Emailing

Correspondence: This is used for Operations Centre. This option is ticked to include this document as Correspondence which can be searched based on the Notes. Refer Special Note Regarding Emailing

Document Details: Locate the full path name of the document.  It should be noted that any file extension recognised by your computer can be attached.  (Example:- .exe, .jpg, .doc, .xls, etc)

Yes= The Open File dialog screen will be displayed allowing you to browse to  document from your local machine. After pressing "Open" that document will be uploaded directly to the  server. In an HTTPS environment, Ostendo will return aURL where this document is stored, whereas in a TCP/IP environments the local the File path will be shown.

No= Take this option if you wish to use a document already stored against another record. You will then be presented with a list of all Document records allowing you to select an existing record using that same Document

Mobility Access: This option controls whether this document will be available or not to Freeway

Notes: Extended Notes for your own information can be attached to this document link.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

When emailing documents from Ostendo environments running an HTTPS protocol, an embedded link will be included in the email (rather than simply attaching a file). This means the recipient simply clicks on this link to open the file automatically via their browser allowing them to Print and/or download the PDF file. Emails could potentially contain multiple links. Any  forms that have Linked Documents attached will also be embedded in the email as Links.

When emailing Reports, Forms and Linked Documents from Ostendo environments running an TCP/IP protocol, physical PDF files are attached to the email, no links are included.

Buttons

Close: This will close the Documents Management screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up a blank ‘Detail’ screen for entry of a new Document.

Save: This will save the current data without exiting the screen

Cancel: Any changes made to the current Document record or the last time the ‘Save’ Button was pressed will be lost.

Delete: Not applicable to the Detail panel

View: If you select a line and then this button the physical document will be displayed on the screen.