DM Pop-up Menu Functions

The Document Management feature has numerous functions for scanning, copying, attaching, viewing, editing and filing your documents.  These functions can be found on the pop-up menus on various screens either within the DM module itself or on the Documents Tab of the master lists such as Jobs, Clients, Equipment, etc.   To access the pop-up menu, right-click the mouse button.  The buttons found at the bottom of these screens represent some of these same options.    

The menu options and the corresponding buttons are dynamic and will turn gray or dim if an option is not available on a specific screen or specific record type.   .

The following functions are available on the pop-up menus:

•View document - This option opens a copy of the selected document for viewing only.  All image files enabled on the user's DMS Settings Tab of the System Administrator > User Maintenance Option as well as any AccuBuild Notes will be opened directly by the AccuBuild Program.  All remaining documents are opened by the default application associated with the file type.  

Note:  All Document Files and Image Files that are opened in AccuBuild will first be copied to the user's Documents and Settings Folder before being opened so that a working copy of the file is being used leaving the original file untouched.

Documents that are opened for viewing only are copied to a temporary folder and will be automatically removed whenever the user closes the current company or closes the AccuBuild Program.  A current list of all temporary documents can be viewed via the Remove Temporary Documents Option on the Documents Menu.  AccuBuild automatically removes all temporary documents to make sure the user's Documents and Settings Folder is not overloaded with unnecessary temporary documents.

Note: For additional help on image files opened directly by the AccuBuild Program, refer to the section titled Edit / View Image Documents.

•Edit document -This option works just like the Open option except the document is not considered a temporary document, and therefore is automatically filed back to the ADMS when the AccuBuild program is closed or when the File Modified Documents Option is run from the Documents Menu.

Important Note on Modified Documents:  If modified documents exist for the current user, the AccuBuild Program will either allow the user to file the modified documents before the program is closed, or file the documents automatically.  Please refer to the DMS Settings Tab on the System Administrator > User Maintenance Option for more information on this feature.  This feature only applies to documents that are NOT opened directly by the AccuBuild System.  All image documents that are handled directly by the AccuBuild System (see document properties) as well as all AccuBuild Notes are immediately filed back into the document management system when the viewing screen is closed.

Note: For additional help on image files opened directly by the AccuBuild Program, refer to the section titled: Edit / View Image Documents.

•Replace documents - The option of replacing a document is a simple two step process as outlined below. In addition to the replacement operation, an extensive audit trail process is carried out by the system in order to track the replacement operation including information pertaining to the original document being replaced:

▪To replace a document, right click on the document from the document explorer window and select the replace document menu option.

▪An explorer window will be opened for accessing the new document. Locate the desired document and click the Open Button to replace the document or click the Cancel Button to cancel the operation.

Note: The replacement document does NOT have to be the same type of document as the original document. In other words, if the original document was a PDF document, you can replace it with a Word Document or Excel Spreadsheet.

•Attach documents - This option is used to browse the workstation and network for files to be attached to the current record in the AccuBuild Database (job, vendor, employee, etc.)  After one or more files have been selected, click the Open Button on the browse screen to attach the documents to the current database record, or click the Cancel Button to cancel the process.  Attached files are assigned a record number for tracking purposes.  The original documents are left untouched, and any future changes to these documents from within the ADMS will be performed on the ADMS copy of the document and not the original copy.  All attached documents are linked to the current record using the key field value (job number, employee number, etc.) and listed on the Documents Tab of the master record screen (Jobs, Employees, Clients, etc.).  If image files are attached, any associated annotation (".ant") files will be automatically copied to the ADMS when applicable.

•Copy documents - This option is used to copy one or more selected documents to another disk drive.  An explorer window will be opened up to allow the user to browse to the desired drive or folder location.  Use the Save Button to copy the selected documents to the destination folder, or click the Cancel Button to cancel the copy operation.  If image files are copied, the associated annotation (".ant") files will automatically be copied when applicable.

Note: All AccuBuild Note documents are copied to the destination folder as Rich Text Documents with the ".rtf" extension so that any formatted text (font sizes, colors) is maintained in the target document.

•E-mail - This option is used to attach one or more documents to an e-mail message.  Select the desired documents to be attached to the e-mail before selecting this option.  If Microsoft Outlook® (not Outlook Express) is being used for your e-mail client, you can configure the AccuBuild System to use Outlook by default.  Otherwise, you can use the AccuBuild E-mail Client.  Refer to the DMS Settings Tab on the System Administrator > User Maintenance Option for more information on configuring the default e-mail settings.  

Note:  When using Outlook, AccuBuild will attempt to open Outlook automatically if it is not already opened.  If you get an error during this process, try opening Outlook first and then attempt to send an e-mail from the ADMS. If you are sending e-mails from the client list (vendors, customers, etc.) or the employee list, AccuBuild will use the e-mail address associated with the client or employee if available.

•Create note - This option is used to create a note and attach it to the current database record (job, employee, vendor, etc.)  All notes are stored in the document record using the Rich Text Format.  When this option is selected, the Notes Screen will be displayed to allow the user to type the desired information.  

•Show Calendar Button – View a calendar for determining dates.  After selecting a date from the calendar, you may use the pop-up menu options to copy various date text into your note.

•Save Button – Saves the current note and exit the Notes Screen.

•Cancel Button – Closes the Notes Screen without saving the current text.

•Print Button – Prints the note.

•Note Desc - Enter a short description to be associated with this note for easy reference.

•Pop Up Menu Options – The following menu options are displayed by right-clicking on the Notes Screen.  

•Duplicate document - This option is used to create a duplicate copy of the current selected document.  The copy of the document will be named the same as the original document with the letters "_rev" added to the end of the document name to represent a revised copy.  The duplicate copy of the document will contain the same index field settings as the original document and the document will appear on the document list when the duplicate process is completed.

•Scan documents - This option is used to scan a document and file it (attach) into the ADMS.  The scanner interface screen will be displayed when this option is selected.  Please refer to the section entitled Scan Documents for compete details on scanning documents.

•Browse folders - This option is used to launch the Microsoft Windows Explorer® for locating files to be attached to the ADMS using the drag and drop method.  Locate the desired folder and select one or more files for attachment.  Drag the selected files to the AccuBuild Documents Window and drop them on the widows for attachment.  This function works the same as the Attach function except the files are attached via the drag and drop method rather than the open dialog process.  Please refer to the documentation on attaching documents for more information.

•Delete documents - This option is used to permanently remove one or more documents from the ADMS.  The selected document(s) are removed from the file server hard drive and the database record used to track the document is marked as deleted by setting the DocumentRecStatus field to 1 to represent a deleted record.  The database history is always maintained for deleted documents for audit trail purposes.  Before the documents are erased, they are copied to the TrashCan Folder under the user's Documents and Settings Folder.  These files may be recovered using the Attach Button.

•Properties - This option is used to view and/or update the document properties associated with the selected document.  The properties screen will display fields associated with the current document. Most of the document properties are READ ONLY fields and cannot be changed with the exception of the Document Name, Document Description, and the Private Document Setting.  You can also update the document index settings to associate the document with various database fields using the View Index Settings option.

Please refer to the section entitled section titled Document Properties for further details on the document properties screen.

•Refresh view - This option  is used to refresh the current list of documents based on the current filter settings of the Document Master Table.  For example, in a network environment, if you are viewing documents for a selected vendor, and another user attaches a new document to that vendor, you can use this button to refresh your list to include the new document.

•Rebuild document folders – In Version 8.4.0.4, this option replaces the AMDS Refresh option and will first look for any modified documents and file them back into ADMS before rebuilding the folder list.  Use this option when you want to view new documents and/or folders that have been added to AMDS by other users in the system since you opened your ADMS Explorer window.

•View document indexes - Use this option to view and/or change the database fields such as job number or vendor invoice number associated with this document.

•Rename document - Use this option to change the name of a document.

•Copy to clipboard - This feature allows you to copy selected documents to the Windows Clipboard so that they can be used in other programs outside of the AccuBuild System.  This option makes the selected documents available to any program that support the Windows Clipboard Paste feature.  For example, you could copy several documents to the clipboard, then create a new e-mail in Microsoft Outlook and use the Paste option in the body of the email to attach the documents to the new email message.

•Paste from Clipboard - This feature allows you to paste documents that were copied to the Windows Clipboard from any program into a folder in ADMS.  The copy/paste options make it extremely easy to copy files from one folder to another folder inside ADMS.

•Document folder options -  There are various functions on the pop-up menu specifically for creating and using document folders.  Please refer to the documentation titled Document Explorer > Folder Options for more information.