Documents

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Document management allows for things such as images, brochures, manuals, certificates, plans, signatures, licences, etc. to be easily stored and located in Jim2 objects.

 

docribbon

 

Jim2 Documents includes full version control, security, as well as drag and drop functionality. As an example, to attach a document to a job (a service bulletin, for instance), drag the file from Windows File Explorer and drop it directly onto the job. There are a few different ways to add a document to Jim2.

 

The Document object features include:

Document management, including version control, security, drag and drop functionality.

Supports any type of document, including PDF, Word, spreadsheet, images, audio, video, etc.

Document creation date will be shown when viewing a document list from an object.

Info

The built in previewer supports PDF, TXT, HTML, HTM, BMP, PNG, GIF, JPEG files.

Security can be set at both user and security group level.

Documents can be linked to Jim2 objects: jobs, quotes, stock, purchases and cardfiles.

Documents utilise groups, categories and tags.

Special support for signed documents (signed reports via Jim2 Mobile).

Hidden documents.

Document usage, including number of links (ie. to jobs, etc.) and email count (how many times it is sent).

List and folder view, like Windows File Explorer.

Related documents to objects such as jobs, quotes, etc.

Document emailing functionality.

Documents can be linked to an external file (including a URL), rather than being loaded into the Jim2 database.

Documents

 

Tip

Some letters in the field names within the header are underlined, eg. Folder. Using Alt+ the underlined letter will jump to the field beside that heading.

 

Documents will be divided between general business-related (fact sheets, price lists, etc.) and object-specific documents, ie. a signed acceptance related to a specific quote, user manuals or images related to specific stock. There is no actual difference between them, but object-specific (ie. documents linked directly to objects) would be marked as Hidden. This means, while still being visible from any relevant object's tab, they would be hidden in document lists. Click Show Hidden on the ribbon to see hidden documents (they will appear greyed out in the list).

 

A document can be linked to one or as many objects as required, as the document can be viewed from within the related objects. For instance, when viewing a job, all relevant documents are easily accessible from that job’s Documents tab (at the bottom of the Job screen).

 

hmtoggle_arrow1Documents in the user interface

 

hmtoggle_arrow1Documents and the database

 

viewdocument

 

The Document form is divided into the following information areas:

 

Section

Explanation

Header

The document information is found in the document header.

Comment grid

Chronological records of status changes, comments and related emails.

Footer

The document footer and related tabs (Document, Links, Security, Notes, Tasks and Labour).

 

Header Fields

Field

Description

Doc#

A unique identifier automatically generated for each document, which provides more precise identification than document name alone. This is an alphanumeric field, so it can be changed to match existing document numbers, or any coding scheme required. For instance, prefix the document numbers with PL.123, PL.124, etc. for price lists, or FS.125, FS.126, etc. for fact sheets.

 

Note: This field is limited to a maximum of 25 characters.

Name

The name of the document. This defaults to the file name, less the file path, and can be edited to a more friendly name.

Status

The current status of the document. This defaults to Booked. Other statuses can be added via Tools > Status > Documents.

File

The actual file name of the document. Click the ellipsis [...] on the File field, and an Open File screen will appear. Select the file to add, then click Open.

 

Note: The text can be changed to something more suitable.

URL

The URL or link to an external document, ie. via the web, or a local document on the network.

Folder

The folder that the document is located in. For example: Marketing > Products > Brochures.

 

dochierarchy

 

Folders are similar to report groups and are set up in Tools > Groups > Document Groups > Folder.

Usage

How the document is used. The default is none. This selection is only made for images (pictures), signatures and signed documents.

 

docusage1

Category

The category related to this document. For example: Brochure, Plan, Price List, etc.

 

doccategories

 

Categories (similar to Region, Brand, etc.) are set up via Tools > Groups > Document Groups > Category.

Tags

The tags related to this document. For example: English, German, etc.

 

doctags

 

Tags (similar to non report groups) are set up via Tools > Groups > Document Groups > Tags.

Email as Link

If a URL is provided, ticking this box means email a link to the document's URL, rather than attaching a copy of the actual document.

Hidden

Used to flag the document as Hidden. This is typically used to filter out object-related documents from document lists. Hidden documents can still be viewed in a document list, by clicking Show Hidden on the ribbon.

 

showhidden

 

Note: When adding a document to an object (ie. a job), the Hidden box will automatically be ticked.

Desc

A brief description of this document.

 

When a document is opened from a document list, these two arrows on the ribbon become active, to allow scrolling through to the next/previous document within that Documents folder.

 

nextdoc

 

Shortcut Keys:

Ctrl+. moves to the next object in the list

Ctrl+, Moves to the previous object in the list

 

Further information

Document Security

Documents and Objects

Document Lists

Document Preview

Document Status

Folders, Tags and Categories

Hidden Documents

OneDrive and Sharepoint Integration

Tabs in the Footer

Version Control

Add a Document

Add or Link Existing Document

Check Out/In a Document