Button Bar for Document Management – explained from left to right
•Open Button - This button 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 Button - This button works just like the Open Button 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 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 Setting 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.
•Attach Button - This button is used to browse the desktop and network for files to be attached to the current record in the AccuBuild Database (job, vendor, employee, etc.) An explorer window will be opened which will allow the user to browse to any available folder and select one or more files for attachment. After the file selections have been made, click the Open Button to attach the documents to the current database record, or click the Cancel Button to cancel the process. Attached files are copied into the ADMS and 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 current screen. If image files are attached, any associated annotation (".ant") files will automatically be copied to the ADMS when applicable.
•Copy Button - This button 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 Button - This button is used to send e-mail and attach one or more documents to the e-mail message. Select the desired documents to be attached to the e-mail before selecting the E-Mail Button. 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, the AccuBuild Program 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.
•Notes Button - This button 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.
•Calendar Button - This button is used to 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 exits the Notes Screen
•Cancel Button - Closes the Notes Screen without saving the current text
•Print Button - Prints the current 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.
•calendar – enables / disables calendar display (same as Calendar Button)
•fonts – allows for formatting of text with various font colors and styles. Use the Apply Button on the Fonts Window to apply the font selections to the highlighted text.
•calculator – launches the MS Windows Calculator program. Note: You will need to close the Calculator program when finished.
•copy – copies selected text to the clipboard.
•paste – pastes current clipboard contents.
•month – pastes the current month name as displayed in the Calendar.
•day of week – pastes the day of the week as displayed in the Calendar.
•date (short format) – pastes the selected date from the Calendar using the short date format.
•date (long format) – pastes the selected date from the Calendar using the long date format.
•Duplicate Button - This button 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 Button - This button 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 complete details on scanning documents.
•Search Button - This button 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 Button - This button 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.
Note: 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 Button - This button 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 Button. Please refer to the section entitled section titled Document Properties for further details on the document properties screen.
•Refresh Button - This button 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.