Security
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Use the Document Management system to organize all your documents and files, as well as track revisions to those documents. Documents are uploaded and attached to levels already established in your Advantage Enterprise system (Office, Client, Division, Product, Campaign, Job, Job/Component) and including additional levels of AP Invoice, Desktop Object, Ad Number and Expense Reports.
When documents are uploaded, they can be identified by their file name, description, key words and/or labels. The key words entered for a document can be used to locate a specific document when using Advanced Search. Labels can be created and documents can be tagged with as many labels as needed. Multiple labels can be used to organize documents. Users can also create their own Document Types. This is an additional way to categorize documents.
Documents can also be revised by downloading the previously uploaded file. Once the document is downloaded, make the necessary changes, rename the document to exactly what the original file was named, and re-upload the document. This will append the revised document. Both versions of this document are available for review by using the View Document History function.
Documents are stored in the Document Repository. The Document Repository is a single level directory. For each document uploaded, a corresponding XML file is stored with the document (using the same ID) which contains all the details of the document. Any file can be uploaded as long as it does not exceed the designated file size in the Document Repository.
The Document Management system can store two types of documents:
File/Document - The first is an actual document of the file. An actual copied of the file is made and physically stored in the repository.
Link - The second is a link. In this case, the name of the document is stored and a pointer is added to the original file. This link may be a link to a file on the customer's network, or a link to a file on the internet.
| Technical Note: The Document Repository is the location where all original and revised documents that have been uploaded through the document management system are stored. It should reside on a server that the agency defines. Each document stored receives a unique ID and matching XML file with identifying information. This information is also stored in Advantage tables for cross-reference purposes. |
Accessing Documents from Job Jacket using the Project Management Dashboard (PMD) includes all modules available through Job Jacket and additional Job related information.
If the module appears disabled, it just means that the record has not been created yet. Click on the 'disabled' link to access that module.
The PMD will be available from other applications that are accessed through Job Jacket or when searched for by Job. The Action Button and the Unity Menu (right clicking on the application) are available to send Alerts, Assignments, Emails, select Print Options and Print.
Click here to view additional information on the Project Management Dashboard (PMD).
From the Desktop on the Main Menu, select Document Manager. This will open Document Manager as a tab.
To upload a Document or Web Link to the Document Repository, the level at which the document/link should be added needs to be selected from the Folder Selector. The available levels* are:
Ad Number |
AP Invoice |
AR Invoice |
Campaign |
Client |
Division |
Employee |
Job |
Job/Component |
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Office |
Product |
Vendor |
Desktop Object |
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*Agency Desktop *Executive Desktop |
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The level you select is the level at which the document will be uploaded, regardless of what other fields are entered.
* Documents can also be uploaded directly into the other 'levels' using the Upload Documents button located in each application. The Search feature is not available within the other level's application.
* Documents added at the Contract, Contract Report and Contract Value Added are only available for viewing while in CRM Central.
* AP Invoices and AR Invoices associated with a Job will be displayed when the Document Management Level selected is Job and Job/Component.
Access to Document Level is based on security setup in Advantage | Security | Group or User - Module Access - Document Levels.
Select the level at which to upload the document/link and then click the Apply button. Using the Clear button will clear all data entered except for the Level.
Once the level has been selected and applied, click the Upload button to access the New Document Window.
When a document or web link is uploaded, it will be uploaded to the Document Repository level that is highlighted in the left hand pane of the Documents List window.
I want to upload a: Select the file type in which to upload, File/Document or Link. A File/Document is any file (word, excel, PDF, email file type .msg from Outlook, etc) and a Link is a Web address or URL.
File / Document
File
File Details (Required)- Type the full path of the document that should be uploaded, or click the Select button to select the location of the file you want to upload. Document Repository may limit the File size allowed to be attached.
Multiple documents can be uploaded at the same time by either using the drag and drop method or by selecting a file, holding down the Ctrl button and selecting additional documents.
When multiple files are uploaded at the same time, the following naming options are available:
Use file name for the description (Default option)
Use same description for all files
Help Icon ? - Click on the Help Icon ? to view instructions on how to upload files.
Link
Link Name (Required) - Enter the Link Name. The name entered here will display as the File Name on the Documents List window.
Link URL (Required) - Enter or paste the Web Address for the link. Must include the http:// before the web address. Example: http://www.gotoadvantage.com
File Type - Use the dropdown to select the type of file to upload. The File Types available are user created within the Label View button on the main Document Manager. A default File Type can be established in Documents Maintenance.
Private - Indicate if the File/Document or Link should be marked as Private. If a File/Document or Link is marked as private, only the users that have security setup to view Private Documents can view the File/Document or Link. By default, all File/Documents or Links are set as public. To mark a File/Document or Link as private, select the Private check box. Security to view private documents/links apply.
Description - Enter the Description of the file that is being uploaded. This is for informational purposes.
Keywords - Enter the Keywords that should be linked to this document. These words will enable this document to be found more easily when the Advanced Search is used.
Labels - Select, from the dropdown, a Label to help with organizing the uploads. Multiple Labels can be added to a File/Document or Link. The Labels available are user created within the Label View button on the main Document Manager. Labels also can be added to the File/Document after upload.
Send Alert - To send an alert to an alert group, select the Send Alert checkbox. Use the Select Recipients button to select the recipients that should receive the Alert or optionally start typing the recipients name to generate a dropdown list to select from. Recipients can be selected by e-mail group for the Job/Component, Assigned Employees related to the Job/Component, or individually within the e-mail group. This option is not available for all levels. If Send Alert is not an option, the checkbox will not be displayed.
If a recipient is not selected, the Alert will be sent only to the user who sent the Alert.
The Assigned Employee Alert Group consists of the following employees that are related to the Job/Component: Account Executive, all Employees listed as a member of Project Schedule team (in the Assignment section of the Project Schedule) and all Employees assigned to a task within the Project Schedule.
Subject - Enter the subject of the alert. The subject line of A new document has been uploaded is defaulted.
Category - Select the Category of the Alert. The options available are Action, Discussion Topic, Event, and Review. The meanings of each of these categories are user defined.
Priority - Enter the Priority level of the Alert. Low, Medium or High. If an Alert is created with a Low priority, it will be designated by a blue down arrow in the Main Alerts window. If an Alert is created with a High priority, it will be designated by a red exclamation point in the Main Alerts window. A priority can only be assigned to Webvantage Alerts.
After the necessary information has been entered, click the Upload button to upload the document or link to the Document Repository. If it appears that the document is not being uploaded, verify that the document is not open on your desktop.
If the document or link should not be uploaded, use the Clear button to clear any entries made in the fields.
There are 2 types of searches, Level and Advanced Search.
Select the Desktop buttons on the Main Menu.
Select Document Manager from the navigation to access the main Document Manager window.
To view the size limit of the document repository, hover over the Repository Limit icon that is located in the top right corner of the Document Manager application. Only available from the Document Manager application.
From Document Manager - There are 2 panes within this window: the Folder Selector and the Document List.
From other applications - Only displays the Document List, not include the Folder Selector.
Select the level to view: Office, Client, Division, Product, Campaign, Job, Job/Component, AP Invoice, AR Invoice, Vendor, Employee, Desktop Object, Ad Number or Expense Receipts. Based on the Level selected, different filter options will be available. Once the filter criteria is entered, click the Apply button. All records for the selected level/criteria will display.
Show/hide thumbnails for image files - Displays a thumbnail of the image files uploaded, in lieu of the file type icon. To not show the thumbnail, un-click the Show/hide thumbnails for image files button on the toolbar.
After the level is selected, use the Find Text box to enter text and click Find to search within the results a Filename, File Description and/or Keywords entered.
Whole words do not need to be entered. A list of documents containing the text entered will display in the list. To clear the search criteria, click the Clear button.
To clear the search criteria, click the Clear button. To view any additional documents added for the level, click on the Refresh button.
Level |
Filter Options |
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Office |
Office (required) |
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Client To view Inactive Clients, check the 'Show Inactive Clients?'' checkbox within the search list. |
Office (optional) |
Client (required) |
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Division To view Inactive Clients, check the 'Show Inactive Clients?'' checkbox within the search list. |
Office (optional) |
Client (required) |
Division (required) |
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Product To view Inactive Clients, check the 'Show Inactive Clients?'' checkbox within the search list. |
Office (optional) |
Client (required) |
Division (required) |
Product (required) |
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Campaign To view Closed Campaigns, check the 'Show Closed Campaigns' checkbox within the search list. |
Office (optional) |
Client (required) |
Division (optional) |
Product (optional) |
Campaign (required) |
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Job To view Closed or Archived jobs, check the 'Show closed / archived jobs?' checkbox within the search list. Note: AP Invoices, AR Invoices and Approved Expense Receipts are also available at this level. |
Office (optional) |
Client (optional) |
Division (optional) |
Product (optional) |
Job (required) |
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Job / Component To view Closed or Archived jobs, check the 'Show closed / archived jobs?' checkbox within the search list. Note: Task level documents, AP Invoices, AR Invoices and Approved Expense Receipts are also available at this level. AR Invoices are uploaded using Advantage | Document Manager - 'Quick Import'. |
Office (optional) |
Client (optional) |
Division (optional) |
Product (optional) |
Job (required) |
Component (required) |
Ad Number |
Client (optional) |
Ad Number (required) |
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AR Invoice |
Client (required) |
Inv Number (required) |
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AP Invoice |
Vendor (required) |
Inv Number (required) |
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Vendor |
Vendor (required) |
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Employee |
Employee (required) |
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Expense Receipts |
Employee (required) |
Inv Number (required) |
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Desktop Object - Agency Desktop |
Office (optional) |
Dept (optional) |
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Desktop Object - Executive Desktop |
Office (optional) |
Employee (optional) |
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Click the Clear button to clear the Folder Selector level.
The Document List pane will display all documents and links for the hierarchy level selected on the Document Repository Hierarchy. Example: If Office 'NC' is selected, only those documents that were uploaded at the Office 'NC' will display.
Edit Document Details - Select to view / modify document details: Type, Description, Keywords and Labels. Also able to access Label View to create new Types and Labels. Multiple Labels can be applied to any type of documents.
File Type - Displays the file type's icon.
Thumbnail - The thumbnail of picture type files will display. To not show the thumbnail, un-click the Show/hide thumbnails for image files button on the toolbar.
Level - Displays the level in which the document was uploaded. This applies to Job, Job/Component and Desktop Object levels only.
Filename - The file names of each of the documents or web links uploaded will display. Any file type can be uploaded. The file can be opened by clicking on the file name hyperlink, or by clicking on the symbol to the left of the file name. The symbol on the left of the file name represents the type of file it is (PDF, Word, Web address, etc).
File Description - The user defined description of the document.
Type - The type of file that was uploaded. User Defined Type set through Label View.
Size - The size of the file will display.
Uploaded By - The ID of the user who uploaded the file will display.
Date/Time - The date and time the file was uploaded.
Private - Indicates if the uploaded file is marked Private. If a File/Document or Link is marked as private, only the users that have security setup to view Private Documents can view the File/Document or Link.
Security is set up in Advantage | Security | Group Setup | Group Settings | Document Manager Settings - View Private Documents.
Click the Document History button to view the history of the document. Any revisions that have been made to the document will be listed here. Viewing History is not available to Web addresses (links).
To use the Advanced Search, click the Advanced Search button to access the Advanced Document Search window. This will search the text in the Filename, File Description and the Keywords that were entered during the uploading of documents. All documents within the Document Repository will be searched.
Advanced Search is also available when in Label View and using the aqua menu - Find.
The following search criteria are available:
Levels - Select the document level to search by. When searching by All Levels (default), the option to include Alert Attachments in the search is available.
| [All Levels] | Ad Number | Campaign | Contract Report | Executive Desktop | Job | Product |
| AP Invoice | Agency Desktop | Client | Division | Expense Receipt | Job/Component | Vendor |
| AR Invoice | Alert Attachment | Contract | Employee | Expense Detail | Office | Vendor Contract |
Incl. Attachments - This option is available when searching by the Alert Attachment level. Select this option to include attachments for Alerts and Assignments. This may cause duplicate documents in the search results.
Criteria - Select this option to further filter search criteria. Options available are dependent on the level selected. Default is [All Criteria].
Search Text - Enter the text to search for in the Search Criteria field and click Search. This will search the text in the Filename, File Description and the Keywords that were entered during the uploading of documents. All documents within the Document Repository will be searched. The Search does not include Labels or File Type.
Types - Select this option to further filter search criteria. Options available are dependent on the Types created in Maintenance | General | Documents. Default is [All Types].
Labels - Select this option to further filter search criteria. Options available are dependent on the Labels created in Maintenance | General | Documents. Default is [All Labels].
Clear/Reset Search - To clear search criteria, click the Clear/Reset Search button next to the Search button. This will also remove any filter criteria on the columns.
Export - To export the a list of all documents currently displaying to Excel, click the Excel icon.
Bookmark - To bookmark specific search criteria, click the Bookmark button.
When all filter criteria has been selected, click the Search button to view the results.
Some columns that will display can be customized as to what columns display. Click the Column Preferences icon in the grid or right click on any column header and hover over Columns. Select the columns to be displayed by checking/unchecking the options. One column preference must be selected. Options available:
| Size | File Desc | Keywords | By | On |
A list of documents containing the text entered will display in the list. If no documents were found, a message will display.
Filename - The file name of the document.
Size - The size of the document (optional).
File Description - The user defined description of the document (optional).
Keywords - If key words were entered during the upload of the document, they will display (optional).
By - The User ID of the person who uploaded the document (optional).
On - The Date/Time the document was uploaded (optional).
Level - The level in which the document was uploaded. This is based on the hierarchy level that was selected when the document was uploaded.
Office Code / Name - If the document/link is linked at the Office level, the Office code and name will display.
Client Code / Name - If the document/link is linked at the Client level, the Client code and name will display.
Division Code / Name - If the document/link is linked at the Division level, the Division code and name will display.
Product Code / Description - If the document/link is linked at the Product level, the Product code and description will display.
Campaign Code / Description - If the document/link is linked at the Campaign level, the Campaign code and description will display.
Job Number / Description - If the document/link is linked at the Job level, the Job number and description will display. All documents and links added at the Task level will also be displayed.
Component Number / Description - If the document/link is linked at the Job/Component level, the Component number and description will display. All documents and links added at the Task level will also be displayed. When Unity Menu is available when viewing documents at the Job/Component level.
Vendor/Emp Code / Name - If the document/link is linked at the Vendor level, the Vendor Code will display.
Invoice Nbr / Description - If the document is linked at the Accounts Payable or Accounts Receivable Invoice level, the Invoice number and description will display.
Ad Number / Description - If the document is linked at the Ad Number level, the Ad Number and description will display.
Expense Nbr / Description - If the document/link is linked at the Expense Receipts or Expense Detail level, the Expense Invoice Number and description will display.
Emp Code / Name - If the document/link is linked at the Employee level, the Employee code and name will display.
Contract Code / Description - If the document/link is linked at the Employee level, the Contract Code and description will display.
Contract Report Description - If the document/link is linked at the Contract Report level, the Contract Report description will display.
Alert Subject - If the document/link is linked at the Alert or Assignment level, the Alert Subject will display.
Edit Details - Click the Edit Details to change the document details. Options to change are Type, Description, Keywords and Levels/Type.
File Type - Displays the file type's icon.
Document History - Displays the documents upload history.
Add Comment - If a document is able to add comments, a Comment icon will display in the last column. Example: PDF, Word Documents, Excel , .jpg, .bmp, .msg type documents. To view or add comments, click the Comment icon, located in the last column.
Click the Add Comment button to add a new comment for the attachment. On the Add Comment popup, enter the comment and click Save.
To view all comments, click the Expand All button. Click Collapse All to no longer display the comments.
A Zoom In and Zoom Out buttons are available while viewing.
To delete a comment, highlight the comment and click the Delete Comment button. Need to exit the screen in order for the comment to be deleted.
** Multiple document's comments can be opened at the same time to compare images/documents side by side.
Insert Text - Within the Add Comment, for .jpg/picture type documents there is an option to add text to the document. On the picture border, click the T to insert text. On the Insert Text popup, enter the text and select the font, color and position. When completed, click the Insert button. To not add text, click the Cancel button.
The Edit Document Details popup allows for the following details to be modified:
Type - The type of file that was uploaded. User Defined Type set through Label View.
Description - User defined description of the document.
Keywords - User defined keywords associated with the document.
Labels - User defined labels to help organize documents.
Labels can be used to create 'folders' that can be used to organize documents. Labels can be created and applied to documents. Documents can be tagged with as many labels as needed. The Label View feature can be accessed from both the Document Manager application and from the PMD (Project Management Dashboard) in Job Jacket.
There are multiple ways to add new and modify labels:
Label View - Button on Document Manager toolbar.
Edit Document Details - Edit button when viewing Document Details.
Documents - Maintenance application to add new and modify labels and Types.
To modify an existing Label or to add a new Label, click the Edit icon under the list of Labels. To view inactive Labels, check the Show Inactive checkbox.
Click on the Label. The following fields can be changed:
Name
Description
Color
Active
When completed, click the Save button.
To delete a label, click the Delete button. A message will display verifying that the Label should be deleted as it will remove the Label from any document that uses it. Click OK to delete the Label. Click the Cancel to disregard.
To add a new Document Label click the New button on the toolbar and enter the following information:
Top Level Label - Indicate if the new Label should be a top tier Label. If this is the very first Label, must check this option. If there are existing Labels, select the Label to nest under prior to clicking the New button.
Name - Enter a name for the Label, up to 30 characters.
Description - Enter a description for the Label, up to 100 characters.
Color - Select from the dropdown a color to associate the Label to. Colors are used within Document Manager | Label View.
Active - Indicates that the Label is Active. To change this Label to Inactive, uncheck this option prior to saving the new Label.
When completed, click the Save button on the toolbar.
To discard the entry of a new Document Label, click the Cancel icon.
To view documents that are assigned to a specific Label, click the Label View button on the Document Manager Toolbar. All existing Labels will be displayed in a 'tree-view' hierarchy.
Highlight a Label to view the documents associated. The following information displays:
Download - To download the document, check the checkbox and click the Download button.
File Type - Displays the file type's icon.
Filename - The file names of each of the documents or web links uploaded will display. Any file type can be uploaded. The file can be opened by clicking on the file name hyperlink, or by clicking on the symbol to the left of the file name. The symbol on the left of the file name represents the type of file it is (PDF, Word, Web address, etc).
Size - The size of the file will display.
Edit Document Details - Select to view / modify document details: Type, Description, Keywords and Labels. Also able to access Label View to create new Types and Labels. Multiple Labels can be applied to any type of documents.
Private - Indicates if the uploaded file is marked Private. If a File/Document or Link is marked as private, only the users that have security setup to view Private Documents can view the File/Document or Link.
Security is set up in Advantage | Security | Group Setup | Group Settings | Document Manager Settings - View Private Documents.
Comment - If a document is able to add comments, a Comment icon will display in the 2nd to the last column. Example: PDF, Word Documents, Excel documents. To view or add comments, click the Comment icon.
Document History - Click the Document History button to view the history of the document. Any revisions that have been made to the document will be listed here. Viewing History is not available to Web addresses (links).
To remove a Label from a document, click the X link on the document's Label tag. This is an automatic delete, no warning message is given.
To view / modify Types or Labels, click the Edit icon within the Label View to view the Documents Maintenance application. This option is dependent on Security setup.
Technical Note: The Document Repository is the location where all original and revised documents that have been uploaded through the document management system are stored. It should reside on a server that the agency defines. Each document stored receives a unique ID and matching XML file with identifying information. This information is also stored in Advantage tables for cross-reference purposes. |
The Document Repository Hierarchy is based upon the hierarchy set within Advantage. It does not allow for the Office override because it is based on the Master Hierarchy. The Hierarchy cannot be changed:
Office
Client
Client/Division
Client/Division/Product
Campaign
Job
Job Component
Ad Number
AR Invoice
AP Invoice
Vendor
Employee
Expense Receipts
Desktop Object
To generate a report listing all Labels, click the Export icon, located in top right corner of the application. If the Show Inactive checkbox is checked, then Inactive Document Types will be included in the report.
A document can only be deleted by the user that uploaded the document or by a system administrator.
To delete a document from the document repository, click the check box to the left of the document that should be deleted and click the Delete icon. A message will display verifying the document should be deleted. Click Yes if the document should be deleted, or click No if the document should not be deleted. The document is deleted from the Document Repository.
Security must be setup to upload a document and to access document hierarchy in Document Manager.
When accessing documents within Document Manager or via other applications - Once a document has been uploaded, the document can be viewed by clicking the Documents button on the toolbar.
Revisions can then be made to that document without replacing the original document. As long as the User has access the hierarchy defined for the repository, they will have access to modify the documents listed.
To download a document from the document repository, check the check box to the left of the document and click the Download button. The File Download Dialog will display.
From the File Download Dialog, the document can be Saved, Opened, or Cancelled. Cancelling the File Download Dialog will cancel the download.
Download - To download a document from the document repository, click the check box to the left of the document and click the Download button. The File Download Dialog will display.
To download a link, click on the URL link within Document Manager.
Once a document has been uploaded, revisions can be made to the documents. The original document remains intact and the revised documents are added to the revision list for the original document.
To revise a document, open the document, make the necessary changes and save the document with the same name as the original document. Once the document is saved, it will then need to be uploaded again. It will only display the document once.
Open the document, make the necessary changes and SAVE the document with the same name as the original document. Once the document is saved, it will then need to be uploaded again. It will only display the document once.
If a document is able to add comments, a Comment icon will display in the 2nd to the last column. Example: PDF, Word Documents, Excel documents. To view or add comments, click the Comment icon.
Click the Add Comment button to add a new comment for the attachment. On the Add Comment popup, enter the comment and click Save button.
To view all comments, click the Expand All button. Click Collapse All to no longer display the comments.
A Zoom In and Zoom Out buttons are available while viewing.
To delete a comment, highlight the comment and click the Delete Comment button. Need to exit the screen in order for the comment to be deleted.
** Multiple document's comments can be opened at the same time to compare images/documents side by side.
Click on the Show Document History to view the Document History.
File name - The file name will display. If revisions have been made to the document, multiple files will display. The file name will be the same for each revision.
File Description - The Description of the file that was uploaded. This is for informational purposes.
Size - The size of the file will display.
Uploaded By - The name of the user who uploaded the document.
Date/Time - The Date and Time the file was uploaded.
Initially, the highest revision of the document will always be at the top of the list. However, each of the columns can be sorted. Each document in the list can also be opened, revised, saved. etc.
Viewing History is not available to Web addresses (links).
Click here to view the Proof HQ User Guide.
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