Documents

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Activities ... Document Management ... New Document

 

 

About Documents

 

Documents records are the essential building blocks of the Document Management system.  Documents can come in many forms, from the traditional printed sheets that can be scanned in, to files already on your machine or network, to recorded audio files, to snapshots and video taken with a video camera.

 

These documents are entered according to a particular format (template), attached to a particular folder that corresponds directly to a record within your accounting database (e.g. Customer, Vendor), and then filed into a drawer or cabinet especially created for that purpose.

 

This feature requires activation in Setup Optional Features.  Please note that this feature may not be included in your software license.

 

 

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Quick Help - Documents

 

1)Select the New Document menu option.
2)Select the template, cabinet, folder type, and specific folder to save this document in.
3)Browse for the file, scan the document or picture, create the sound file, or record the video that will serve as the document itself.
4)Select whether to give the document a password and how long to keep it.
5)Save the document.

 

 

 

 

Field by Field Help - Documents screen

 

Buttons

 

Document Options

Click this button to view the advanced options for this document. (e.g., Document Password)

 

Document Revisions

Click this button to view the revisions this document has undergone.

 

Fields

 

Template

Select the document template to be used in defining and setting default settings for this document.

 

Cabinet

Select the cabinet in which this document belongs.

 

Folder Type

Select the type of folder that this document should be filed in.  Folders are associated with a specific record in your accounting system, such as a Customer, Vendor, or Sales Invoice.

 

infoAfter selecting the folder type, you will be prompted to enter a corresponding piece of information.  For example, if you choose the employee folder type, you will be prompted for an employee ID.  If you select a sales invoice, you will be asked for a transaction ID, etc.

 

bulbSelecting a detail folder (e.g., Sales Invoice) will automatically place a copy of the document in the master folder of the parent record (e.g., Customer).  Therefore, you can easily access the document from the related record in the program.

 

Folder Name

Displays the name of the folder to which this document belongs.

 

Document Date

Displays the date on which this document was first created.

 

Last Revised

Displays the date on which the last revision was made to this document.

 

Fig14-2

Figure 16-2.        Adding a Document

 

Document No.

Displays the internally-generated number for this document.

 

To Be Filed

Check this box to denote that the document has yet to be filed in a particular cabinet or folder.  Checking this box will hide the cabinet, folder type, and folder name fields.

 

Source

Select the source from which this document is coming.  Some sources may not be available, depending upon your software license.  Please contact your sales representative for more information.

 

My ComputerDocument is a file contained somewhere on one of the computer's drives.
Scanner/CameraDocument is going to be scanned in from a document scanner or imported in from a digital camera.
MicrophoneDocument is going to be a sound file.  The input will be the microphone attached to the computer's sound card.
Video CameraDocument is going to be a movie file or single snapshot from a PC Camera.

 

Document Preview

Displays a small thumbnail view of the document.

 

Document Information

Enter the information that pertains to this document.  There are up to six fields available for information entry: one entitled Document Name, and five user-defined fields that can be defined in the document template.

 

[Notes]

Enter any additional information about the document.

 

When the Source is My Computer, the following options will be available:

 

File Name

Enter or search for the name of the file to attached as the document.  When entering the file name by hand, the full path and file name (i.e. C:\My Documents\example.doc) must be used.

 

Browse

Click this button to search for the file name rather than typing it in manually.

 

Open

Click this button to open the file indicated using the default application for that file type.  This button is available only on an existing, previously saved document.

 

Print

Click this button to print the file indicated using the default application for that file type.  This button is available only on an existing, previously saved document.

 

When the Source is Scanner/Camera, the following options will be available:

 

Capture

Click this button to initiate the capture process (obtaining the scanned image or digital photograph).

 

Append

Click this button to add a new page or an additional photo image to the end of the current document.  This will only be available of document types that support multi-page formats (PDF, JBIG, TIFF).

 

Open

Click this button to open the file indicated using the default application for that file type.  This button is available only on an existing, previously saved document.

 

Print

Click this button to print the file indicated using the default application for that file type.  This button is available only on an existing, previously saved document.

 

When the Source is Microphone, the following options will be available:

 

Rewind

Click this button to rewind to the beginning of the sound clip.  This button will be available when a sound clip has been recorded and the current time position is not at the beginning of the clip.

 

FF

Click this button to fast forward to the end of the sound clip.  This button will be available when a sound clip has been recorded and the current time position is at the beginning of the clip.

 

Play

Click this button to play the sound clip from the current time position.

 

Stop

Click this button to stop the sound clip.

 

Record

Click this button to start recording a sound clip from the current time position.

 

[Timer]

Displays the current time position of the sound clip in minutes and seconds.

 

When the Source is Video Camera, the following options will be available:

 

Snapshot

Click this button to record a single frame snapshot with the PC Camera.

 

Print

Click this button to print a single-frame snapshot that has been previously recorded.

 

Play

Click this button to begin playing a video from the current time position.

 

Stop

Click this button to stop playing the video document currently selected.

 

Record

Click this button to start recording a video with the PC Camera at the current time position.

 

[Timer]

Displays the current time position of the video clip in minutes and seconds.

 

Document Options

 

Retain Until

Enter or select the date that this document should not be deleted before.  This date will fill in by default depending on settings that were set in the document template.

 

Password

Enter a password for this document if this document is to be password protected.  This password will then need to be entered to view, modify, or delete this document.

 

Filename

Displays the full path and filename where the document is stored.

 

Document Revisions

 

Revision

Enter or select the revision number of this document to view.

 

 

 

 

Q & A - Documents

 

Q01.I want to scan a document in, but I am logged into ManageMore through Terminal Services.  Am I able to do this, especially since the scanner is attached to my local computer and not the server itself?
A01.Yes, but it will take some specialized software and some configuration on the Terminal Server itself.  The same is true for Citrix Metaframe.  Please contact Technical Support for a detailed explanation of what would need to be done to get this to work properly.

 

Q02.I don't see my question here.  Where else can I get information?
A02.Visit our website's Technical Support section.

 



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