Documents
This section has two subsections: Documents Uploaded and Document Checklist.
1. Documents Uploaded
This section displays the list of documents attached to the work order as well as the scope of the document whether the uploaded document is for Shipment (T/D) or specific Work Order. It displays as follows,
To Search documents, select the appropriate document type from the 'Any Document Type' drop-down or enter the Tittle/File name.
Click on the mentioned icon to download any document.
Click on the mentioned icon to preview any document.
Click on the mentioned icon to print document.
Click on the row bar icon to make desired changes as shown below
Click on pencil icon to make changes. Only Document Title, Checklist and Customer Access can be modified.
Click on mentioned icon to copy link and share document.
Click on the mentioned icon to cancel any document. A canceled document appears in light red color and is still available for download. You can also click on the Reinstate Document to recover the document after cancelling it.
Click on the mentioned icon to completely delete the document from the work order. Some documents cannot be deleted (usually generated forms).
To add a new document, click the 'Add Document' button. The following window pops-up:
Select the scope of document if the document will be shared across all work orders within the same shipment or if the document is specific only to this work order.
Select access to the document.
Type in the name and select any Users to Notify. The users will receive an email notification about the documents being uploaded. Only those users can be notified who have access to the workflow against which document is being uploaded.
Specify the instructions of the document.
Select Document checklist, the list will appear in the Document checklist is defined in workflow as well as the ones added for the specific jobs only. Once the document is selected, set the status for the document.
Specify Title of the document and the title should not exceed 300 characters.
Select document from 'Select File(s)'. After selecting the file document will automatically be uploaded.
Up to 10 MB size of documents can be uploaded in one go.
Emailing Documents
Users can email multiple documents. Select the documents to be emailed and click on the 'Email Docs' button to email this document to users and/or entities. The following dialog box appears:
By default, optional message contains the above mentioned along with the user name who is sending the document which can be customized accordingly.
Select appropriate recipients and click on the 'Send' button.
Options
Checkbox the option if instead of attachments, links are to be sent.
2. Document Checklist
The Document Checklist provides an overview of all documents for the job.
Clicking on the status of a document allows you to change/set the status of a document.
The name of the user changing the status is logged. An entry is made into the Work Order Audit log as well.
Request Documents allows you to request to upload document by email. Click on the button, the following window pops up:
By default message contains the above mentioned which can also be customized.
Recipients
Customer: This option appears only if email is already there in entity. If no emails exist in entity for the selected customer, option shall not be displayed.
Other Emails: Enter appropriate email addresses to send to.
Options
Select the option to send an upload link. The link is valid for 8 hours only.
Select to send the document by email which will be sent to the address requesting the document.
Click on 'Add' button to add checklist which will only be applicable to this job only. If checklist is to be applicable to all job of specific workflow then add it under Admin -> Workflow Definition -> Document Checklist.