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Jim2® Business Engine Help File

add document

 

The following explains how to add a document to objects, ie. card file, job, quote, Item, purchase/expense, stock record, project/machine.

 

You can add a new document in a few different ways. The ways to add a document are as follows:

Add Document from File – enables a user to add a document to Jim2 from their local or network drive.

Add External Document – enables a user to add a document to Jim2, which is saved external to Jim2. This functionality is great for linking images stored online.

Add Document From Clipboard – enables a user to add a document from the device's clipboard, which is particularly useful where they are unable to access documents from a local/network drive.

add doc options

You can also add a document from the clipboard by selecting the Add Document from Clipboard icon in the Quick Access toolbar:

quick add document1

This is particularly useful when running Jim2 remotely (via RDP) where drag/drop functionality is not supported.

Drag and drop a document (file) directly onto Jim2. This can be done from most screens, including job, quote, Jim2 email, etc.

 

Once one of the options has been selected, users will complete the document details, including selecting a folder, category, tags, usage, etc.

 

Info

To ensure the document appears in the correct folder, you need to click on Root, then select the sub-folder, then click on that sub-folder to select further sub-folders until you see the correct folder.

 

choose doc folder

 

To complete the process, click OK.

 

add new document

Above image shows the screen that opens when you drag and drop a file.

 

A new document will be created, and allocated a unique document number (Doc#).

 

Documents can be loaded from a file, or can simply point to an external file or website (tick Link to file only (Do not upload file to database), or both. In the case of both, the file is available for viewing and maintaining within Jim2, with a copy stored externally, located via the URL.

 

Load from File

On the ribbon got to Documents > Add Document. You can upload your document by selecting the ellipsis [...] in the File field.

 

load from file

 

An Open File screen will appear. Select the file you want to add, and click Open.

 

The file will be added, a thumbnail image created (where possible), and the Name and File fields completed.

 

At this point you can just click Save, and the document will be added, although you may want to change the document’s folder, category, tags, and importantly, its security, first.

 

add doc

 
Above image shows screen when you click Add Document from the ribbon.

 

Load From URL

Similarly to adding a document via a file, click Documents > Add Document, and type or paste the URL or weblink. As already mentioned, a document can be from a file (stored within Jim2) and have a URL linking to an external copy of the same file. This is used when inserting a document into an email (using the URL link, rather than the actual file).

 

enter url

 

Adding a Single Document via Drag & Drop

This is by far the simplest and quickest way to add any new document, in particular if adding one related to an object (job, quote, etc.). Locate the file in Windows File Explorer. Now drag the file onto the Jim2 object. When the mouse pointer changes to a Plus Arrow, release your mouse button, and a New Documents form will appear. See above for information on folders. Fill out the required fields, and click Save.
 

drag and drop doc

 

Adding a Document from a Jim2 Email

Any email that arrives into Jim2 with an attachment allows for dragging that document directly from the email preview pane onto a Jim2 object, ie. job, quote, PO, etc.

 

email to docs

 

This is especially useful when, for example, someone emails you an Office file (Word, spreadsheet, etc.), that you want to save directly against an object. Much nicer than sending different versions of a file back and forth via email.

 

Adding Multiple Documents via Drag & Drop

You can add multiple documents in the same way as above, by selecting multiple documents from Windows File Explorer, using the standard Windows Control or Shift mouse-click, as follows:

 

From File Explorer, hold down the Control (Ctrl) key, and select the files you want to add. Now, drag them onto Jim2, releasing your mouse button when the Plus Arrow cursor appears.

 

The same New Documents screen will appear, allowing you to edit common properties, such as folder and security, for all selected documents.

 

Adding Bulk Documents via Drag & Drop

Documents can be added in bulk using the drag and drop method, and can also be configured to create a link to the external file location or URL, rather than store the document in the Jim2 database.

 

bulk add documents

 

Select the document in the list, tick Link Only, then enter the URL for that document. Continue in this way down the list.

 

bulk add doc1

 

Info

Adding multiple documents in this way is especially useful for bulk adding, for example, when adding an entire directory’s worth of files in one hit.

 

Bulk Link Document to Stock Report

Documents can be added in bulk using the Bulk Link Document to Stock report (provided the document file name matches the stock code, and the document has either Image or Picture usage). The image must already be in Jim2. This is done via Management > Reports > System Reports.

 

bulk link document to stock

 

Info

This will also assign images to stock based on the document name.

 

Drag & Drop and Linking

Often, you’ll have a file that is related to an object (job, quote, etc.) in Jim2, and you want to add that file as a document linked to that object.

 

For example, if you want to add a photo to a job, open the job in Jim2, then drag and drop the file directly onto the job. The Add Documents form will appear with an additional ticked box, Link to Job # XXXX, assuming that you want to add this document, and link it to the open job you have dropped it on.

 

link doc to job

 

Any object in Jim2 that has a Documents tab can be a drop target, and can have linked documents.

 

Drag & Drop onto a Document

What if I drop a file onto a new or existing document?

If the document is in Add mode, the file will be added to that document, much the same as selecting the File ellipsis [...].

If it is an existing document in Jim2 of the same name, it is assumed that you are updating the document, and you can choose how you want to add the document (see Version Control).

matching documents found

 

Drag & Drop from Other Programs

You can also drag files from other programs directly into Jim2, ie. Microsoft Outlook emails and attachments. Follow the same drag and drop procedure as above, selecting and dragging the attachment (or entire email) onto Jim2.

 

Copy and Paste

You can also add a document using the copy and paste functionality. Copy the file to your clipboard. Go to Documents > Add Document > Add Document from Clipboard and enter any other relative information you require.

 

add doc from clipboard

 

Duplicate Documents

When adding a document to Jim2 that has the same name as an existing Jim2 document, you will be prompted for confirmation as to how you wish to handle the addition. However, if there is more than one document in Jim2 with the same name, you will not receive the prompt, and it will be added as another new document of the same name.

 

When duplicate document names are detected, in order to proceed you will need to select an action for each document:

 

matching documents found

Add New Version – adds the new document as a new revision of the existing document.

New Document – creates a new Jim2 document.

Use Existing – uses/links the existing rather than adding the new document.

 

Linking to an External File

Using either drag and drop or copy and paste allows you to link the document to an external file, rather than uploading it to the Jim2 database. As shown here, select the document and tick Link Only, then tick the Link to file only (Do not upload file to database). When you view this document within Jim2 you will actually be opening the external file.

 

doc link only

 

warning1

Since all documents are stored inside your Jim2 database, your Jim2 backup file size will increase accordingly. See Database Size Maintenance for more information.

 

Further information: