Job Documents

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:

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Item

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Descriptor

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Labour

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Company Asset

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Employee

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Customer Asset

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Customer

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Supplier

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Project

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Knowledge Base

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Template Task

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Job

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Sales

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Assembly

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Purchasing

 

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:

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To sort the data in a selected column simply click on the column heading.  Clicking against will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

 

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.  This will automatically be populated if you are linking this document directly from within an Order, Call Ticket, Knowledge Base Article or Asset etc..

 

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. This will automatically be populated if you are linking this document directly from within an Order, Call Ticket, Knowledge Base Article or Asset etc..

 

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 will be visible dependant upon the Document Type. This document is included when the order is printed or emailed. Refer Special Note Regarding Emailing

 

Print / Email with quote: This will be visible dependant upon the Document Type. This document is included when the quote is printed or emailed. Refer Special Note Regarding Emailing

 

Correspondence: This will be visible dependant upon the Document Type. 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)

HTTPS Environment:

After browsing to the file on your local machine, Ostendo will ask whether you wish to upload this file or link to an existing uploaded file.



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  database server. Ostendo will return a URL where this document is stored.


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


SharePoint or Google Drive:

If you wish to share Documents from your SharePoint  or Google Drive our recommendation is to store the file in a dedicated Folder with appropriate Share privileges allowing anyone with a link to view the contents of that folder. By default, any files you add to that folder will inherit the same share privileges.


Once the file is located in the appropriate folder, copy the link and simply paste it into the Document Details field. (NB: In this case you would not be Browsing to the file, simply pasting the URL link.)


TCP/IP Environment:

After Browsing to the file on you local machine, Ostendo will return the local file path



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


    • All Mobility (default) - Available to Freeway
    • No Mobility  -Not available 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.

 

Special Note Relating to Emailing of Documents
HTTPS vs TCP/IP:

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.