Feature/Function

Description

Heading Information

Displayed within the Document Management Viewer header are the Order Number, Shipper name, and Estimate Number of the order being accessed.  This information will automatically be updated, along with the files listed, when the user switches between orders.

Customizable Groups

Document groups are helpful to organize documents by a particular file type, as defined within Document Groups Setup.

Date

The date that each document was last modified (added) is present within the viewer. 

This date is also used as the default sort option within each group. 

File Icons

The icons next to the file description indicate the type of file being displayed and which program will be used to open and view the document.  The file type and associated program are based on the configuration of the user workstation (client-side PC or Citrix Server) and may differ between work stations. 

If the Document Management Viewer is unable to identify the program to use for the file, then a default icon will appear; selecting the file with an unknown file type will activate the Open With dialog requesting the user to select an application.

Work Ticket Number

If a work ticket is associated to the document, then the corresponding number will be displayed in the listing. 

The work ticket number may include ellipses (…) in listing.  The ellipses indicate that the full number is not displayed.  To see the complete number, hover the mouse over the number.

Document Notes

Notes linked directly to a document will be available if the note icon ( ) displays.  The text of the note will appear when the mouse is hovered over the icon.

Notes are attached to a document through the Properties dialog which is available through right-mouse click options.

Attach File

This option opens the Select File to Attach dialog where a user can browse available files to be selected and attached to an order.  Attached documents are uploaded into Microsoft SharePoint.

One or more documents can also be attached to an order by selecting files from either the computer’s desktop or from Microsoft Windows Explorer and then drag and drop the selected files into the viewer.  See Attaching Files within Document Management for details.

Collapsible Groups

Groups can be expanded or collapsed by clicking on the group title or folder icon.  All files associated to the group will display when the folder is open  and hidden when folder is closed:

Open folder - An expanded group is denoted by the open file folder icon:

Closed folder - A collapsed group is denoted by the closed file folder icon:

Status Bar

The status of actions affecting the documents and the viewer itself will appear within the status bar at the bottom of the viewer window.

Right-Mouse Click Options

View Selected Document

Selecting this option will automatically open the document and render it through the appropriate application.  Double-clicking anywhere on the document from within the viewer will also open the document.

Note: This option is available when multiple documents are selected at a time.

Open With

Selecting this option will open the Microsoft Windows Open With interface allowing the user to manually select which application to use to open a document with.

Figure 4: Microsoft Open With interface

Send To Email

Selecting this option will automatically attach the document to a new Microsoft Outlook email message.

The application will insert the document’s description into the Subject of the mail message and will include the attachment name into the Body.  This information can be overwritten prior to sending the email.

Note: This option is available when multiple documents are selected at a time.  In such a case, all of the selected documents are attached to a single email message.

Revision History

The history associated to an attached document is visible through the Revision History option.  This option can be used to access any version of the document.  When this option is selected through a right-mouse click, a separate dialog will open displaying a history of changes that affect the document.  Refer to the Viewing and Updating Document Revision History section for details.

Sort Documents By

By default, documents listed within the viewer are sorted within each group by the date that they were last modified. Records can also be sorted by either the Document Description or Work Ticket Number.

To update the sorting, right-mouse click on a document listing or category heading and select Sort Documents By, then select Date Modified, Document Description, or Work Ticket Number.  Once a selection is made, data within the viewer will be redisplayed based on the selected sort option.

The Sort Documents By option sorts all documents in all document groups.

The Sort Documents By option is available when a user right-mouse clicks on a category heading.

Figure 5: Sort option available by right-mouse click on group title

Note: This option is available when multiple documents are selected at a time.

Properties

This option opens the Properties dialog for the selected document.  Users can update the Document Type, Description, Notes, and Work Ticket Number (when applicable) associated to a file within the Properties window.

See the Viewing and Updating Document Revision History section for more information.