Document Mangement

///Document Mangement
Document Mangement 2017-09-11T03:59:25+00:00

Info and Concepts

The document library in Aerotrack enables you to import files of any type into the library and then link the file to any record you like. For example:

  • Import an extract from a Maintenance Manual and link it to an Inspection.
  • Import a Service Bulletin and link it the SB within the Schedule.
  • Import a budget spreadsheet and link it to a job.
  • Import an ARC PDF and link it to a Purchase Order, Batch and the component within the Component Store.
  • Import a photograph of an aircraft defect that has been found and link it to the job where the defect was rectified as well as to the defect raised from within the Schedule.

Once the document is imported into Aerotrack, users of the Aerotrack client can simply open the file to review the document. By clicking the “open file” button the document will open in its default application. Importing a file uploads the file to the Aerotrack Server and therefore there is no need to keep the file locally if you do not wish to. The file is securely held and will be backed up along with the rest of your data on the Cloud Servers.

Icons (hover the mouse over any of the icons to view the tool tip)

This screen shot shows the icons available from within the documents section of the Libraries module. The icons are explained from left to right below.

  Screen Shot 2016-01-11 at 9.23.12 AM

  • The “Quick Find” field can be used to search the database for a document, enter any part of the document name and either tab out of the field, click outside the field or push “Enter” to view the search results.
  • “Import Document(s)” – this icon is used to upload a new document into the system.
  • “Report Centre” – this icon open the report centre and allows the user to access all areas of reporting.
  • “Export” – this will export the table shown on the screen to a .csv file that can then be read by any spreadsheet application.
  • “Find Documents” – this will open the find window and allow the user to enter search criteria such as file name, category or version to search by.
  • “Show all” – this icon resets the table to show all records held.

Screen Shot 2016-01-26 at 8.51.13 PM

The icons shown above are available from within the “Linked Documents” tab.

  • Import new document – this icon opens the “Document Import” window allowing the user to upload a new file to the Aerotrack server.
  • Link to an existing document – this allows the user to create a link from the record they are in to a file already uploaded to the server. A file can be linked to as many records as required.
  • Delete the link – this will remove the link from the record. The file will no longer show in the linked documents tab of that record but will not have been deleted and removed from the server.

Terminology

  • Document Master – the first time a file is imported it will create a document master with a unique file name.
  • Document Version – Each time a document is imported it will also create a version of itself in the library. If the document imported has the same name as the document master it will create a new version within the document master.
  • Version ID – A unique number is created for each version on import, which stays with the document and cannot be edited.
  • Version Number – The version number is simply a sequence number in which the versions were imported. E.g. Version 1,2,3 etc
  • Read Requests – This is a request associated with a version asking for a user of the software to review the document.
  • Document Link – This is created to link the document from the library to a particular record i.e. a job, a sale, a purchase, an aircraft.
  • Document Category – A category can be assigned to the document master record to aid you in searching for the document. You can assign more than one category to a document. Document categories are user created and are up to 150 characters long.

PLEASE NOTE: THE BASIS OF VERSION CONTROL IS THE FILE NAME. THEREFORE IF YOU IMPORT TWO DOCUMENTS WITH THE SAME FILE NAME IT WILL CREATE A SECOND VERSION OF THAT RECORD AND ASSIGN IT THE NEXT VERSION NUMBER.

The document library is a “controlled” library, in that it creates version of each file. This means that if you import a document with the same file name multiple times it will create version 1,2,3 etc. All previous versions of the document still remain in the library, which can be reviewed and opened. By default the open document however will be the last version imported.

Tips

Only an administrative user can delete document versions and document masters