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:

•

Item

•	Descriptor

•

Labour

•	Company Asset

•

Employee

•	Customer Asset

•

Customer

•

Supplier

•

Project

•	Knowledge Base

•	Template Task

•

Job

•

Sales

•

Assembly

•	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.

File Name: This is the full path name of the file on your computer network.

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:

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

•	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. 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.

Print / Email with quote: This document is included when the quote is printed or emailed.

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.

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)

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.

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.