This function is found by going to: Workbook > General > Pictures
Changes to the way Pictures are Stored
In the past, all pictures were stored in in the Custom Page of a number of Inquiries.This was in an area at the bottom of the screen with a name ending in Picture and as such they were part of each individual Inquiry items record.
Since computers and storage systems have evolved everyone now wants to see everything as a picture and this has become a problem when they were stored as a part of each individual record in the data file. If you had a large number of pictures, for example Inventory images, the data file size will increase exponentially to store these files which is fine. But since SapphireOne has to manage these as they are part of each individual record, SapphireOne will become slower and hard to use.
The Picture Area at the bottom of a Custom Page in all of Inquiries has now been removed. This area used to have provision for the adding of two pictures to the Inquiries record.
We have now created a new table to store these pictures and link to them to the record, instead of storing the pictures within the record itself.
For this reason, there has been an Additional Page item added to the page drop down menus for all of these Inquiries.It is down the bottom of the list and is named Pictures.
Additional coding has been added to SapphireOne so this migration of pictures from the Custom Page to the new Pictures Page should happen automatically when the build with the code in it has been installed.
While the size of the data file will be the same, SapphireOne will now be better able to manage these pictures and when a large number of pictures are stored the response times or speed of SapphireOne will be much better or faster.
This new Picture Page will operate in much the same way as the storing of documents within SapphireOne or data under the old system.
From a user standpoint, nothing will alter except that considerably more than the current two pictures may be directly attached to each individual Inquiries record. The user still has the option to add pictures to each and every Inquiry record using the new Picture Page but SapphireOne will store the pictures in the new table and automatically create the link to the individual Inquiry records with no options to do otherwise.
What does the Picture Inquiry here do?
This inquiry enables the user to currently view a complete list of all images/pictures currently in the data file. These are stored as individual records in a new table in the data file. As this is standard list all of the normal sorting, searching and finding options are available for the user to access.
From the screenshot to the right a number of items are displayed which will allow the user to manage pictures that are in the data file. These items are documented on the following page
The user is currently allowed to Modify, View or Delete a record or record.
- Each picture will be given a Name by SapphireOne.
- The Order that the pictures are entered into SapphireOne will be displayed in this order column.
- The table that they are linked to in SapphireOne will be displayed in the Link Table column.
- The individual ID within the table will be displayed in the Link ID Column.
- The picture itself will be displayed in this column and if it is to be changed the user must first select modify, and then select the button. A standard search function will be initiated by SapphireOne enabling the selection of a new picture.
- Tags have been provided so that pictures may be grouped by tags if required.
- The Size column provides the user with an indication of the actual size of the picture. Remember that pictures will make the size of the data file very very quickly
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver.
When the modify, button is selected the selected records as normal will be displayed for modification or viewing.
The Order number and Name may be altered and the Picture replaced by selecting the button.
In addition a name for a tag may be entered allowing for addition sorting and grouping of pictures if required.
List or Grid format
When accessed from within the item itself picture may be viewed in either list or grid format as seen below by selecting either button.