SA01 - Document and File Management

Document and File Management (SA01)

System Administrator Track

1 Open Internet Explorer 2 Type into the address bar wwwmaintenanceconnectioncom 3 Click Log In button 4 Enter the following

Member ID SA_CHECKPOINT Password Checkpoint2014

Note During the seminar please do not ldquoSaverdquo while following along with a specific example unless directed to do so by your course instructor

Wireless SSID CHECKPOINT Wireless Password CHECKPOINT

Logon Instructions

Presenter Names Marc Ackers and Adam OrsquoBrien

Background information

bull Role and expertise at Maintenance Connection

bull Fun Fact

Presenter Bio

Documents Module Defined

Document Tabs

Create Documents and Links

Attachments and Files

Agenda

Documents Module Overview

Library Documents

External Links

Document Module Defined

Stores reference documents (including links)

Many different document types

Attach Tab available in most modules

Document Module Overview

Two methods to maintain documents

bull Library Documents

bull External Links to Files or Internet Intranet Pages

Ability to Add Edit Remove and View

Document Module Overview (contrsquod)

Documents Library holds many different types of Documents

bull Easily printed and attached to specific types of records

bull Ability to edit from within MC

Library Documents

Access to files or web pages

Provide up-to-date access to large files and data

External Links

Details Tab

Document Tab

Document Tabs

Location Type designates type of document storage

bull Library or External Link

Document ID and Name identify document

bull Both required

bull ID must be a unique identifier

Details Tab

Type

bull Contract Lease Policy etc

bull Unique Types can be added

Organizational Attributes

bull Repair Center

bull Shop Owner (Shop Supervisor) or Category

Details Tab (contrsquod)

Location field (linked files only)

bull Path for linked documents URL

bull Example httpwwwoshagov

Details Tab (contrsquod)

Status

bull Active or Inactive

bull Removes from Document Lookups if Inactive

Default Indicators

bull Print with WO PO

bull Send with Email

Details Tab (contrsquod)

Stored files can be viewed and edited

Format and edit options available in toolbar

Document Tab

View Edit and Format options

Presentation of document

bull Preview is view only

bull Edit options include text size font style etc

Document Tab (contrsquod)

Creating Documents Overview

Copy and Paste into Library

Upload Images

External Links

Create Documents and Links

Two methods to create Documents

bull Copy or Paste into Library

bull Upload images (and convert PDF Files)

Process will vary dependent on

bull Browser security settings

bull Variations of desktop software

Creating Documents Overview

Copy and paste from Microsoft Word and other word processing programs

Stored and edited independently

Copy and Paste into Library

Example of Copy and Paste method

bull New Library document (Document Library)

bull Access and copy all text from original

bull Paste or Paste from Word into new

Copy and Paste into Library

Auto-print with WO PO

PDF can upload (convert to JPG or WMF)

Insert Library Image icon

Upload Images

Example of Insert Library Image

Upload Images (contrsquod)

Select External Link to open Location field

Cannot be auto-printed or emailed

External Links

Internet or Intranet Page

bull Enter URL address in Location Field

bull Browsehellip opens browser window

External Links (contrsquod)

Example of External Link usage when viewing from a Work Order

External Links (contrsquod)

File Stored on Accessible Server

bull Any file type can be attached (PDF CAD Word Excel etc)

bull No limit to size of file

bull Maintained and updated at central source

bull File format must be used

External Links (contrsquod)

Now letrsquos practice creating a Document filling in important details and attaching the document to a Work Order

Create and Attach Document Hands-On

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 (contrsquod)

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 (contrsquod)

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 (contrsquod)

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 (contrsquod)

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 (contrsquod)

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 (contrsquod)

Document Association Overview

Attachments Overview

Images

Miscellaneous Attachments

Notes

Asset Location and WO Images

Attachments and Files

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

Stores information about documents and images

Available sub-tabs vary per module

Document Library prompts Open Save

Attachments Overview

Add or upload images to individual records

Bulk Image Upload Tool features

bull External utility to load images in bulk

bull Available for retrieval on any record

bull Tools Bulk Image Upload

Images

Bulk Image Upload use

bull Download client-side control software

bull Specify Module Library or Repair Center

bull Upload individual or folder of images

Images (contrsquod)

Upload for specific record (not stored)

Expedient method to attach files (up to 4MB)

Only available for onsite installations

Miscellaneous Attachments

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

Asset Location Images (Asset Module)

bull Small view of image date uploaded order and indicators

bull ldquoActiverdquo flag used for current representation

bull ldquoFollow-Uprdquo flag to indicate additional photos should be taken

Asset Location and WO Images

Work Order Images (Asset Module)

bull Images associated with any Work Orders for currently displayed Asset

bull All Levels Indicator displays images from all Assets stored below node of Asset Tree

Asset Location and WO Images (contrsquod)

For access to documentation and tutorials reference wwwmcuserconnectcom

MC User Connect

MCUC Documentation Tutorials Article PDF Video Tutorial

User Guide

Documents Files and Attachments

Documents Associated with Records

Miscellaneous Attachments

Additional Resources