This module needs to be purchased and registered on GlobalBake. Please contact GlobalBake for purchase information.

Transcription

1 DOCUMENT MANAGER This module needs to be purchased and registered on GlobalBake. Please contact GlobalBake for purchase information. The Document Manager module allows for a secure centralised management and storage system for your documents. Documents include pdf files, word documents, spreadsheets, images, etc. The module essentially attaches documents to particular customers or suppliers etc allowing relevant documents to be grouped and view from one place. It also has a comprehensive system wide searching function and documents can be easily searched and sorted by date, category, size, name or type. These categories are user defined. This removes searching through ad-hoc folders on a public share and prevents duplication or loss of information. The Document Manager also tracks changes with a timestamp and allows users to add notes with more information. With the document manager, documents are available from every workstation, even remotely through the GlobalBake application. Documents are also backed up as part of the GlobalBake backup. The Document Manager is a very tidy and efficient way to manage important documents for your business. MAR 2017 PAGE 1

2 ADDING A DOCUMENT Documents need to be added via what it relates to, ie. Customer, Product, Employee etc. Find and click on the Docs tab and then click the button 'Add'. This will bring up a browse window, you need to search for the file and click 'Open'. This will then save a copy of the document in the database and list it in the tab. You can right click in the field and you are given three options, Add a file, Auto Add a folder and Paste. Add a file is the same as clicking Add. Auto Add a folder means you can select a folder and add all the contents of the folder. Paste means you can paste a document in. From windows explorer if you right click on a file and select 'copy', you can come back into the documents field and right click and say 'paste'. MAR 2017 PAGE 2

3 If you double click on the document or click on a document and then click 'Details', this screen will appear. Check Out will lock the document for editing. It will not be available for other users while the document is checked out. Edit will allow editing of the document without locking. Note: the edit function is not available for following file types bmp, ico, tif, jpg, jpeg, png, gif, pdf, ini, txt, mth, cls. Use Check out instead. View will display the document. Print will send the document to the printer. Cancel Checkout becomes accessible when a document has been checked out. brings up an form for recipients addresses to be entered and the document ed. Save to Disk will allow you to save the document in your specified location. Copy will add a copy of the document. Delete will delete the document after confirmation. There are several options under Options > Documents that help with organisation and searching through documents. MAR 2017 PAGE 3

4 From the Help menu there is Open Documents and Checked Out Documents. 'Open Documents' shows 'Checked Out Documents' shows If you have more than one virtual screen open, exiting the last screen will show the documents still open MAR 2017 PAGE 4

5 CATEGORIES You can view your created categories and see the documents listed for that particular category. The date and size details of the documents are also shown. You can transfer these documents also to another group using the Transfer Documents button. The security tab allows you to restrict access to users with a lower priority than that stated. You can also restrict it to certain user groups and exclude web services unless ticked as available. MAR 2017 PAGE 5

6 On a user group, class access, the Check Out and Cancel Check Out can be set. If 'check out' is a can do then allows offline check out for editing. If 'cancel check out' is can do, then can remove the checkout lock on a document for any user. SEARCH You can search through all documents looking for a keyword in the name of the document or any notes added to document. You also have different sorting options to arrange your search. MAR 2017 PAGE 6

7 REPOSITORY This is for every other non specific document. For example, this can be general company files or important documents for others to find. They will be saved into the database and can be put into a category. You also have right click options available, you can right click in the field and add a file, auto add a whole folder of documents, or paste a document. From windows explorer you can right click on a document and select 'copy', in the repository you can right click and select 'paste'. MAR 2017 PAGE 7