SA01 - Document and File Management
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The document provides instructions for using the Document and File Management System (SA01) at Maintenance Connection, covering tasks such as logging in, creating documents, and utilizing document modules. It details the different types of documents, methods for creating, editing, and linking, as well as the handling of attachments and external links. Additionally, it includes information on document association with records and offers resources for further learning.
SA01 - Document and File Management
- 1. Document and File Management (SA01) System Administrator Track
- 2. 1. Open Internet Explorer 2. Type into the address bar: www.maintenanceconnection.com 3. Click Log In button 4. Enter the following: Member ID: SA_CHECKPOINT Password: Checkpoint2014 Note: During the seminar, please do not “Save” while following along with a specific example unless directed to do so by your course instructor. Wireless SSID: CHECKPOINT Wireless Password: CHECKPOINT Logon Instructions
- 3. Presenter Names: Marc Ackers and Adam O’Brien Background information: • Role and expertise at Maintenance Connection • Fun Fact Presenter Bio
- 4. Documents Module Defined Document Tabs Create Documents and Links Attachments and Files Agenda
- 5. Documents Module Overview Library Documents External Links Document Module Defined
- 6. Stores reference documents (including links) Many different document types! Attach Tab available in most modules Document Module Overview
- 7. 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)
- 8. 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
- 9. Access to files or web pages Provide up-to-date access to large files and data External Links
- 10. Details Tab Document Tab Document Tabs
- 11. Location Type designates type of document storage: • Library or External Link Document ID and Name identify document: • Both required • ID must be a unique identifier Details Tab
- 12. Type: • Contract, Lease, Policy, etc. • Unique Types can be added Organizational Attributes: • Repair Center • Shop, Owner (Shop Supervisor), or Category Details Tab (cont’d)
- 13. Location field (linked files only): • Path for linked documents / URL • Example: http://www.osha.gov/ Details Tab (cont’d)
- 14. Status: • Active or Inactive • Removes from Document Lookups if Inactive Default Indicators: • Print with WO / PO • Send with Email Details Tab (cont’d)
- 15. Stored files can be viewed and edited Format and edit options available in toolbar Document Tab
- 16. View, Edit, and Format options Presentation of document: • Preview is view only! • Edit options include text size, font, style, etc. Document Tab (cont’d)
- 17. Creating Documents Overview Copy and Paste into Library Upload Images External Links Create Documents and Links
- 18. Two methods to create Documents: • Copy or Paste into Library • Upload images (and convert PDF Files) Process will vary dependent on: • Browser security settings • Variations of desktop software Creating Documents Overview
- 19. Copy and paste from Microsoft Word and other word processing programs Stored and edited independently Copy and Paste into Library
- 20. 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
- 21. Auto-print with WO / PO PDF can upload (convert to .JPG or .WMF) Insert Library Image icon Upload Images
- 22. Example of Insert Library Image: Upload Images (cont’d)
- 23. Select External Link to open Location field Cannot be auto-printed or emailed! External Links
- 24. Internet or Intranet Page: • Enter URL address in Location Field • Browse… opens browser window External Links (cont’d)
- 25. Example of External Link usage when viewing from a Work Order: External Links (cont’d)
- 26. 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)
- 27. Now let’s practice creating a Document, filling in important details, and attaching the document to a Work Order! Create and Attach Document: Hands-On
- 28. Click the down arrow next to the New button, and select Documents A blank Document record will appear in the Work Center Create and Attach Document: Hands-On (cont’d)
- 29. Fill in the Location Type as Library (Document Library) Fill in the Document ID as SA01TEST_YOURINITIALS Fill in the Name as SA01Test_YourName Fill in the Document Type as Informational Document Create and Attach Document: Hands-On (cont’d)
- 30. Save the Document Navigate to the Document Tab Fill in the Text Area with your name and Document Creation Test Create and Attach Document: Hands-On (cont’d)
- 31. Save the Document Navigate to a Work Order in the Work Order Explorer Select the Attach Tab and select Add Find your Document and select Print with WO Create and Attach Document: Hands-On (cont’d)
- 32. Click Apply / Close and Save the Work Order Navigate to the Report Tab Your Document will appear under the Documents section of the Report and print at the bottom of the Report Create and Attach Document: Hands-On (cont’d)
- 33. You have now successfully completed creating a new Document, filling in important details, and adding the Document to a Work Order! Create and Attach Document: Hands-On (cont’d)
- 34. Document Association Overview Attachments Overview Images Miscellaneous Attachments Notes Asset / Location and WO Images Attachments and Files
- 35. Documents can associate with many records in MC Work Order relationship associated through Procedures, Assets, etc. Attach tab on records provides access to documents Document Association Overview
- 36. Stores information about documents and images Available sub-tabs vary per module Document Library prompts Open / Save Attachments Overview
- 37. 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
- 38. Bulk Image Upload use: • Download client-side control software • Specify Module Library or Repair Center • Upload individual or folder of images Images (cont’d)
- 39. Upload for specific record (not stored) Expedient method to attach files (up to 4MB) Only available for onsite installations Miscellaneous Attachments
- 40. Associated with many different types of records Tracks Date, Time, Initials, and Note comments for individual record Can be used in reporting, for quick reference information, etc. Notes
- 41. Asset / Location Images (Asset Module): • Small view of image, date uploaded, order, and indicators • “Active” flag used for current representation • “Follow-Up” flag to indicate additional photos should be taken Asset / Location and WO Images
- 42. 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)
- 43. For access to documentation and tutorials, reference www.mcuserconnect.com MC User Connect
- 44. MCUC Documentation / Tutorials Article PDF Video Tutorial User Guide Documents, Files, and Attachments Documents Associated with Records Miscellaneous Attachments Additional Resources