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Documents allows users to create folders or 'labels' 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.
Labels are added to documents from the Document Grid by clicking on the edit icon. Multiple Labels can be applied to any type of documents.
Users can also create their own Document Types. This is an additional way to categorize documents.
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From the Main Menu select Maintenance. Expand the General Maintenance section and select Documents to display the Documents Maintenance screen.
To add a Document Type, enter the following information on the first (empty) row in the grid:
Name - Enter a name for the Document Type, up to 100 characters.
Inactive - Select if the Document Type should be added as an inactive Document Type.
Default - Select if the Document Type should be the Default Document Type. Only one Document Type can be the default Document Type.
When completed, click the New icon to add the new Document Type. Since the Document Type are sorted by the 'description', the newly added Document Type may not display on the initial page of the grid.
To discard the entry of a new Document Type, click the Cancel icon.
Modify the Document Type description and when completed, click the Save icon on the record's row or the Save All icon in the header row.
To view Inactive Document Types, click the Show Inactive checkbox.
To delete a Document Type, click on the Delete icon on the record's row. A message will display verifying that the record is to be deleted.
A Document Type that is currently in use cannot be deleted. Use the Inactive option instead.
To generate a report listing all Document Types, 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.
All existing labels will be displayed.
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 modify an existing Label, click on the Label. The Edit options will be displayed for that Label. Make changes as needed and click the Save button. To disregard changes prior to Save, click the Refresh button.
To delete a Label, click on the Delete icon on the record's row. A message will display verifying that the record is to be deleted.
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.
Click on the x on Documents Maintenance to exit the maintenance application.
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