Attach Documents to an Order

Transcription

1 Attach Documents to an Order Who: Why: When: Any User who can view the Order Files (documents, spreadsheets etc.) can be attached to an Order or Project View using the Attach tab. The attachments are then viewable in the History tab of the Order or Project View. Attachments can be made to the Order at any stage even if the Order is currently with the Supplier to be actioned. Related topics Find/Modify/Export an Order Overview Attach Text Note to Order or PV / Send Message This procedure describes how to: Attach a single file directly to the Order or Project View; Attach multiple files to the Order or Project View (via ). See topic Attach Text Note to Order or PV / Send Message for steps to: Attach a text note to the Order or Project View; Send a message to another User s inbox. N1 - Documents that apply to the whole Project can be attached to the Project View. N2 - Documents that apply to the Order are attached to the Order rather than Project View. N3 - Attach documents to stand alone Orders (not associated with a Project View). The procedure is the same for all of the above mentioned attachments. Use the Attach tab on the Project View to attach documents to the Project View. Use the Attach tab on the Order to attach documents to the Order. Page 1 of 13

2 Procedure 1. Go to the Order or Project View to which you need to attach the file. In the example shown above the Order is part of a Project View. The Find Project View function was used to open the Project View screen and the Orders tab was clicked to list the Orders associated with the Project View. N1 If you were attaching the document(s) to the Project View, you would click the Attach tab on the Project View screen then continue with the procedure below. NOTE: Other methods to find the required Order include using the Search Order or Find Order functions (see topic Find/Modify Order Details) and using the My Work function (see topic My Work Overview & Search). IMPORTANT: The Order does not have to be recalled from the Supplier to make either a text note or document attachment. As long as your role allows access to the Order, attachments can be made at any Order status whether the Order is with the Customer or the Supplier. For example, a document may be attached to the Order after the Supplier has accepted and it has gone to status WORK IN PROGRESS. Page 2 of 13

3 2. Click the Attach tab. The Attachment options are displayed. N2 The Forms section has links to any standard forms associated with this Order. (The Forms section is not included in the Attach tab of Project Views). N3 - By default the Add Note Text option is selected. See topic Attach Text Note to Order or PV / Send Message for details on adding text notes. N4 By default the Internal Staff Only option is selected. With this option only personnel from your own company can see the note. (This option is not included in Project View. Use the Modify Access Rights button on the History tab to specify who can access the attachment. See user guide Modify Rights to View Attachment for details.) Page 3 of 13

4 3. If the attachment(s) need to also be visible and downloadable by the Supplier, select the Current Supplier and Internal Staff option. N5 - Depending on the messaging configuration of both Customer and Supplier, the message options may be displayed. By default the Yes option is selected. This means that, a message will be sent to the Supplier s ConSol Inbox to let them know that a document has been attached to the Order (or Project View). See topic Manage Message inbox for more information. NOTE: If the messaging option is not visible, skip steps 4 and 5 below. 4. If you want the attached file accessible by the Supplier but don t want to send a notification message, select the No option. Page 4 of 13

5 N6 The Supplier Workgroup with which this Order (or Project View) is associated. NOTE: On the Supplier side the term Resource is used to refer to a Workgroup. 5. If the Yes option is selected and you want the message sent to a specific User, tick the check box next to the User s name. N7 - If you tick the box, the message will appear only in that specific User s My Inbox. N8 - If you do not tick the check box, the message will be sent to the whole Workgroup. All Users who are members of the Workgroup will be able to access the message from the common Resource Inbox. Page 5 of 13

6 Upload a Single File Directly to the Order NOTE: If the file is large it may take some time to upload. It is quicker and more efficient to use the Attach Document by function. This function is also more efficient if you have multiple documents to upload to the Order. (Skip to next section to see procedure.) 6. To upload a single file from your computer/network do the following: a. Click the Upload Document option. N1 - The Upload Document fields are displayed. b. Type a title/reason for the document in the Description field (max 200 characters). c. Click the Browse... button. Page 6 of 13

7 The File Upload window opens. The file cannot exceed 50 Mb in size and the filename no longer than 80 characters (including the file extension - e.g.docx). d. Navigate to the required document, select it and click the Open button. The File Upload window closes. N2 - The selected filename is displayed next to the Browse button. (Steps e and f are not applicable to attachments made to a Project View.) e. Classify the document by selecting from the Type drop-down list. f. If it is a deliverable document, tick the Deliverable Document box. NOTE: Some file types are mandatory as Deliverables. In this case the Deliverable document checkbox is automatically selected and cannot be deselected. g. Click the Upload button. Page 7 of 13

8 If you selected the Yes option (to send a notification), the Carbon Copy screen appears. A list of other users in the Supplier workgroup and the Customer Workgroup is displayed. N3 To skip sending copies to other users, click the Skip button. NOTE: The Carbon Copy screen only appears if your ConSol configuration has been set up by the ConSol Sys Admin for CC messages. 7. If the Carbon Copy options visible, to send a copy of the notification message to any of these users do the following: a. Tick the check box next to the names of the Users to whom you wish to send a copy. b. Click the Submit button. N4 - The display returns to the default Attach tab (ready to Add Note Text). The file is uploaded to ConSol and attached to the Order (or Project View). Page 8 of 13

9 8. To view the attached file, click the History tab. The history of actions applied to this Order (or Project View) is displayed. N5 Files attached to an Order are listed as Note Type Attachment. Files attached to an Project View are listed as Note Type DOC. N6 - If a notification message was sent to the Supplier about the document attachment an entry appears in the History list (Note Type Message ) with the title of the message and the name of the recipient 9. To view a copy of the file, click the file icon. The icon used to identify the file will appear different depending on the file type. Page 9 of 13

10 Attach Multiple Files via If you have several files to attach to the Order, it is quicker and more efficient to use the following procedure. NOTE: This option is not available when attaching files to a Project View. 1. Click the Attach Document(s) by option. N1 - The Attach Document by fields are displayed. 2. Type a title/reason for the document(s) in the Description field (maximum 200 characters). 3. Click the Compose button. The default software for your computer opens (e.g. Microsoft Outlook or Lotus Notes) and a new is created to which you can attachment documents. IMPORTANT: N2 - Do not edit the address (the To: field) or the text in the Subject: field. If either of these fields are edited the will not be received and the attachments will not be uploaded to the Order. Page 10 of 13

11 a. IMPORTANT: If you use web based (e.g. Gmail) rather than an application installed on your computer (such as Microsoft Outlook), you need to copy the address from the To field and the text from the Subject: field into the corresponding fields in your web mail then continue with the steps below. Copy the fields exactly as they are. Do not change them at all 4. Attach the file(s) to the . These files will be attached to the Order (or Project View). 5. If required, enter any description or notes in the body of the . This text will be included in the Notes field on the Order (or Project View). Page 11 of 13

12 6. Send the . The is sent and the window closes. 7. Click the Back to Attach Tab button. Page 12 of 13

13 N3 - The screen returns to the default Add Note Text display. The ConSol system automatically processes the and attaches the files to the Order (or Project View). Links to each of the uploaded files will appear in the History tab under the File heading. The Attach Document by Fax functionality (N4) is not operational. Although the option can be selected on this screen, there is no support to process faxed documentation. Page 13 of 13