Details: Document

The Details tab displays key information about the document. Refer to the sections on External Links or Library Documents for instructions on adding new documents.

The following fields are displayed on the Documents Details page:

• Location Type: Option buttons used to designate where the document is located. You can change a record link to a library link in an individual record, but we do not recommend making any changes to the Location Type from this page. There are four location types: 

• Library Link: A file uploaded to the Documents module, such as a PDF.

• Library Document: A document created directly in the Documents module.

• Record Link: A file uploaded directly to a record (not stored in the Documents module).

• External Link: A URL link to an external site or document, also stored in the Documents module.

• ID: Identifying field for the document. The Document ID field is used to uniquely identify the document and is displayed in the Document List. This is a required field for documents.

• Name: A more descriptive name for the document. This field does not need to be unique. This is a required field for documents.

• Document Version: The current version of the document.

  When you attach a document to a work order, the document version remains unchanged in relation to the work order even if the document is edited afterward.

• Document Type: The type of document, such as a Contract, Lease, or Policy. The document type determines the icon that will be associated with the document in the Document List. This is a required field for documents.

• Repair Center: The repair center with which the document should be associated.

• Shop / Owner / Category: The shop, owner, and category for the document, if applicable.

• Location: The Location field is only displayed for external links and indicates the path for the linked document.

  Examples of correct designations include:

  • URL for Internet page: http://www.osha.gov/

  • Path for linked file on network server: file:\\docserver\maintenance\procs\A05.doc

  Refer to the section on adding an external link for information on retrieving and formatting the location.

• Status: A check box used to specify if the document is active. Clear this check box if the document is inactive to ensure that it does not show up in Document lookups. The document continues to be available in the Document module list.

• Display Link on WO/PO: This check box is used to indicate whether the document should be listed in the Documents section of the Work Order or Purchase Order Report/Printout. If designated to show, a View link opens to open the file, document, or external link.

  This indicator can also be used to determine if documents tied to associated records, such as asset and labor, should show on the Work Order Documents tab. Documents tied to procedures always propagate to the work order, regardless of whether or not this check box is selected.

• Append to Printed Work Order/Purchase Order: This check box is used to indicate whether or not the document content should be printed when the associated work order or purchase order is printed. This value becomes the default setting if the document is attached to a work order or purchase order. 

  Important!

  This control should only be selected for images or HTML files.

• Append to Emailed Work Order/Purchase Order: This check box is used to specify if the document should be automatically printed with a work order or purchase order. This value becomes the default setting if the document is attached to a work order or purchase order.

  Important!

  This control should only be checked for images or HTML files.