Document Attachment Viewer

Purpose:

The Document viewer has several purposes:

The Document viewer enables you to associate documents (CAD drawings, specification, etc.) with specific records within your SAM Pro database when you click the Attachments button.

The Document Viewer may also accessed to implement Custom Help Documents for your system.

Saved SAMPro reports (such as invoices, statements, etc.) are attached to a Document record when they are saved/archived. Any time a DBR report is saved, it stores the registry values in the DBR file itself. Namely, the bitmap directory. When that DBR file is opened in SAMPro, it will recall the old bitmap directory to go out and find the logo to print to screen. See Saved Reports and Bitmaps for additional steps SAMPro may take to locate the bitmap.

Usage:

You may scan in files from a local scanner. By default, scanned files will be saved as .jpg images. OCR is not currently supported.

Files Originally Scanned as PDF’s:
By default, the Scan Document Wizard saves the scanned documents as .jpg files. If you opt to save scanned documents as .pdf files via registry, each page will be saved as a separate .pdf file. Additional pages must be accessed from the Other Files tab of the Document Viewer: individual .pdf files will not be combined for viewing like .jpg and .bmp files.

Examples:

Attachments Example: Back Office

For example, you could associate a specific CAD drawing with three equipment records, an inventory item record, and a vendor record.

In this case, when a SAM Pro user clicks the Attachment button in an equipment record referencing the CAD drawing, a list of documents associated with this record would appear. When you select from the listing, the file will be opened within its native application (e.g., the registered software program specified on your desktop or Citrix session). Note that if Autocad were installed on your Windows desktop or Citrix session, you would be able to open the drawing; if a CAD program was not installed, you would not be able to open the file.

Attachments Example: Web Interface
Suppose a Client logs on the Client Web Interface and accesses a work order that includes attached documents that we flagged as FM Web Viewable. The Client would simply click on the attachment. If it can be viewed from the Web, it will open. If it cannot be viewed from the Web, a Download box will appear, enabling the Client to download the file.

Attachments Example: Scheduled Events E-mails
Your firm may wish to create some standard documents for possible attachment to scheduled events for work orders created in New Call. These documents will be added to the document table and their category assigned to match those entered in the Registry Entry for New Call Options.

File Format:
Remember that the user must have software that enables them to view your attached documents. Files such as jpeg's, Word Documents, and Excel spreadsheets are accessible to more users than, for example, CAD drawings. If you will to attach documents that can easily be viewed and printed from the vast majority of system, Adobe Acrobat (.pdf) is a good choice.

Usage:

Custom Help:
Click Document_Custom_Help to learn about this specialized function of the Document Viewer.

QuickAttach:
See Quick Attach for details on this quick and easy method of attaching existing files records.

Important Note: the delete record/line operation also deletes the associated archive file.

Attaching a File

Step 1. Access the first record to which you wish to attach the document.

Step 2. Click the Attachment button (its display will change if it already has a document associated with it).

Step 3. Complete the fields in the upper section of the screen as discussed below.

Step 4. If you wish to associate the document with other records in the system, add one or more lines to the Reference tab screen as discussed below.

Step 5. Click the Add record button (or the Save button if you are changing an existing record).

Once a file has been referenced as a SAMPro document, a copy of it will be stored in the archive location.  

Work Order Document Viewer - Service Channel

 This button will appear on the Document Viewer's list and record screens if the Work Order is integrated with ServiceChannel. Pressing this button from the Document list will give a checklist of all attachments to allow the user to select multiple attachments to send at once. Pressing from the Document record will upload that single attachment. The attachment(s) will be emailed to ServiceChannel where they will be processed at a set interval and attached to the ServiceChannel system.

Important Fields: Upper Section

Document Id:
The system will generate this Id for you when you save the record.

Click the Browse button to point to the document you wish to attach.

Click the Show Document button to view the file in its native application (if it is installed on your system). The Document record must have been saved in order to view the document.  If the file in the Document Viewer header is a bmp, jpg, png, pdf or gif AND the Document contains multiple images, SAM Pro offers the user the option of displaying the images as a single PDF file. At present, only  .PDF.,bmp, png, gif, and .jpg files will be assembled into the pdf.

Note: "Windows Picture and Fax Viewer" and Browse
Click for DetailsIf your system uses this program as the default viewer for image files, you will note that it has the arrows for browsing around the different pictures within the same folder. For example, suppose that you have the following pictures all in the same folder: Aa.jpg, Bb.jpg, Cc.jpg, Dd.jpg, Ee.jpg, Ff.jpg. If you were to have Sampro view document Cc.jpg, then by default when "Windows Picture and Fax Viewer" is launched, and it will give you the option to browse (left or right) through the pictures in that folder whether they are affiliated with that document or not!
To avoid possible confusion, you may wish to view files with the .jpg extension with a different program (such as mspaint) that does not provide the browse option. To do so, follow the Windows instructions for ‘Associate a file with a program." Alternately, your support representative can implement a registry setting to associate files of this type with a particular program within SAM Pro only.

If scanning is enabled on your system, click this button to launch the Scan Document Wizard. It recommended that you launch the Scan Wizard from the record you wish to attach it  to, not the document viewer.

Category:
This optional field enables the user to classify this document (e.g., WORD, CAD, SALES, etc.).

Description:
This field will be displayed in your document listing, so it should be as descriptive as possible (XYZ Elevator Blueprints).

Key Search Words
This field allows you to search for Documents based on their Key Search Words from the Document Filter.

Examples: Click for Details

File Location:
Enter the url share path to where a copy of the file is stored or click the Browse button to point to and enter the path to a file on a mapped drive. When a Document record is Added or Saved, the system will verify that this location exists.

Web Addresses:
Some users employ the Document Viewer to store web addresses instead of actual files. If the system ignores the location validation if the Location field begins with 'http://', 'https://' or "www.'. If a web address is stored in the File Location field, clicking the View Document button launches a web browser pointing to the web address.

Web Viewable FM?
This field is applicable for Documents pointing to Client Site and Work Order records. If the Web Viewable FM box is checked, FMAnywhere  (or old CRM/Client Web Interface) Web Users will be able to view this document if it is attached to a Client Site or Work Order, that ‘belongs’ to them.

Web Viewable CRM?
This field was previously labeled Web Viewable CSR?.  It determines if a new CRMAnywhere (or old CSRAnywhere) User will have access to this document.

Tech Viewable?
If Tech Viewable is selected, technicians will be able to view this document from TechAnywhere if this document can be viewed on the wireless device.

Web Viewable Sub?
This field determines if a SubAnywhere Tech will have access to this document.

Important Fields: Lower Section

References Tab

The first line of this table is automatically created for the record you are attaching this document to. Additional lines may be added so that other records in other viewers can refer this document.

Table Name:
Double-click on this field and select the type of record when the list appears. The Table DB Name will default when you do so.

Reference Id:
Enter the individual record Id that the document should be linked to.

Table DB Name:
This field automatically defaults when the Table Name is selected. The user should not change it.

Other Files Tab

Additional files may be attached to the parent record via the Browse or Scan buttons on this tab.

This tab is also used by system to accommodate multiple page scanning. If you scan a document with more than one page, the system will use this tab to enter the file information for the additional files.

Warning: if you delete a line from the other files tab, or the document record, the archived files will also be deleted. If the deletion was done in error, the files can be retrieved from the recycle bin before it is emptied.