Documents Inquiry

Workbook – General – Documents

Overview 

This function enables the storing of documents/files either within the data file itself or in a separate folder.
The identical function may also be accessed by going to: (Main toolbar) Inquiries Palette \ Documents Inquiry.

In this case the word Documents may be a misnomer as virtually ANY type of file may be stored here including movie files. However, size limitations would be a problem!
There is both a settable limitation in Master defaults to restrict the size of each individual document/file and also to select if the documents/files are to be stored within the data file itself or as mentioned above in a separate folder.
These options may be set by going to: Utilities \ Controls \ Master defaults \ System Page.
It is located towards the top right hand corner in the Document area. (The default size is set at 10 Mb).
There are two radio buttons. The default is Store With the data files as a part of the data file itself.
OR Store as files, separate to the data file.

Storing Documents as a part of the data file 

Adding any documents to the data file will increase the actual size of the data file. It should be noted that while these are links to these files, at least one copy of the document is imported and thus stored within the live data file itself. 

Deleting or changing the original documents will have no effect on the documents already in the data file. However, if documents are deleted, using tools to compact the data file will reduce the size of your data file. 

Storing Documents in a folder external to the data file 

SapphireOne will establish links to these documents/files and if the main data file is moved or the directory paths altered in any way, SapphireOne will not be able to determine the location of the documents/file. If you have a number of these documents/files each and every one of them will have to have the links re-established manually. 

If these files are on a separate drive and the drive letter does not change it will probably work successfully.
For example, a major update is performed for example going from version 18.3 to 18.4.The original directory that SapphireOne would have been installed into would be named SapphireOne 18.3.
The newly created directory would be SapphireOne 18.4.If any files are stored under the SapphireOne 13.3 directory would be deleted when the old SapphireOne 18.3 directory is removed. 

Adding documents/files within the Function itself or here in Document Inquiry,

1. Add the documents in the function itself for example a, Client Inquiry for ARCGRO. SapphireOne will automatically set up a link to ACRGRO. It will only be accessible from that link ARCGRO. However, it may also be viewed or modified here, (Adding extra links as in option 2 below), as all documents in SapphireOne are displayed from this Inquiry Palette document function. 

2. Add the document here from the Workbook or the Palette Document Inquiry. You then have the option of not adding any links at all so that the document will only appear from this Workbook Document Inquiry or from a Palette Document Inquiry. However you also have the option of adding as many links to as many functions that you want. Adding multiple links to multiple functions will enable the viewing/modifying of the documents. The list may be seen in the screen shot to the right. You could in theory establish a link to all of the items on the drop down list for a single document. 

  • The save icon will not be displayed when an item/transaction is being created until a certain level of data has been entered by the user.However, the exception to this is that a document may be added at any time to a transaction. When the user selects the to add a document before this occurs they will be able to save the document immediately.Once the required level of data has been entered the save icon will then be displayed. If for some reason the cancel icon is selected both the item/transaction will not be saved including the attached document.
  • When multiple documents are to be attached to the record the use of the Shift and Command/Control keys to make multiple selections has now been implemented for this function.

Drag and Drop

For the insertion of documents/files SapphireOne now supports the Drag and Dropping of documents/files. As normal, click on the document/file and hold the left mouse key down as you drag the document/file in to the list in SapphireOne. 

If SapphireOne detects that it has the same name, a pop up will be displayed warning the user.
The user then has the option to select a new version number when saving the file!
Accessing this Documents Inquiry from the Palette, will cause it to appear as a pop up over any other window that you may currently have open. 

When documents are accessed from the Inquiry Palette the main toolbar is used as with all other functions in SapphireOne. Select New to add in a new document, Modify to modify an existing document. Look is also used to look at a document without modifying it. 

All documents in SapphireOne are displayed in a list as seen above. The only documents that will not be displayed are those that are marked private and are not for this user.
Almost any type of documentation/file may be stored here with the settable size restriction as mentioned above. 

These are the details of the document highlighted above and note that the Links area is blank indicating that it is not linked to any function, and this Links area will only be displayed in the screen when the Inquiries Palette is used. 

Once the document has been stored within SapphireOne, to view or modify the document itself select the button. Provided the software for the particular document is installed on the computer, SapphireOne will use that to open the document. In the case of the document above, Microsoft Word or an application that would access the document would be required. 

  • Multiple documents in the list may be selected using the mouse and the Control or Shift keys to select multiple documents. When they are selected, they may be deleted by selecting the delete icon on the main toolbar.
  • This Document function appears in a number of areas within SapphireOne and is identical in that it stores documents in the data file.
    However, if accessed from a specific function via the Page menu, the screens are slightly different in that Link information is not displayed as it is not needed as SapphireOne will link the document automatically. Also only documents directly linked to the function will be displayed.
    However, when viewed by accessing the Inquiries Palette here, all documents will be displayed in the list with any linking information displayed in the Links area
  • ANY type of document or file may be stored in the data file. Even if the application relating to the document/file is NOT installed on the computer it may still be stored in the data file.To actually open the stored file, the computer must have the required application installed.Any type of file may be stored, doc, xml, pps, wmv, avi to name a few. However, storing movies of any length will become a problem in that the size of the data file will grow quickly as movies generally are larger in size.

Highlight a document and selecting the button will cause SapphireOne to open a find window so that a new document may be selected. It then deletes the old document and replaces it with the selected document. You will be asked for a version number of the new document.

Document Details area

This area holds the full document name as well as the short document name which is the name displayed in the list. Additional details are displayed as to when the document was imported and by which user. 

Notes area

This area if for entering any notes relating to the document. 

Details area

In this are the user may insert a Version number. When the Update Version Number in the lower right hand corner of the screen is selected, SapphireOne will display the standard search for a file pop up. Once the file has been selected you will be asked to enter in a new version number.

History area

This will be added to as new versions of the document are imported into SapphireOne. 

Links area

If the document/file was imported using a function with SapphireOne this links area will have a line containing the linking information.

To add in additional links, select the icon and the Files pop up will be displayed.
From the File drop down menu select what you want to link this document/file to.
Then from the Value data entry field enter in the details (ID). Since this field has a blue background in is searchable using the @ symbol. 

For simple items for example Clients and Vendors the user should be able to use the Inquiries Palette and set up the link. For linking to transactions care will have to be excised as there will be a large number of them and it would be very easy to select the wrong transaction from the list. In this case open the transaction itself, go to the Documents Page and import the document/file there. SapphireOne will then set up the correct linkage up for you. 

You may also delete linkages here by using the icon. 

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