Info and Concepts
The first time a document is imported it will create the document master record and version 1 of itself. Subsequent imports with the same file name will create version 2, 3 etc. You can import a document from either through the document library or directly within the record. If you import directly from within a record, this has the advantage of automatically linking to the record at the same time. Once a document has been imported to the Library it can be linked to any other record using the “Link Document” function.
The document table view can be sorted by any of the column headings, click on the column heading to sort by that column.
The “Libraries” section will show all the documents that have been uploaded into Aerotrack and additional documents can be uploaded here.
Almost every section of Aerotrack has a “Linked Documents” tab. Within this tab you can upload new files.
- Within the Document Library click the “import” icon this will open the import pop up window.
- Within the Linked Documents tab click the Import and Link icon this will open the import pop up window.
- Select a Category from the type-ahead list or create a category for the document you are about to import. This will be associated with the document master and can be up to 150 characters long.
- If it is a new category you will see a dialogue confirming the creation of the new category.
- In the “Notes” section you can enter a longer description of the document or add any relevant comments regarding the file.
- Click “Browse to File”, this will open a file dialogue into your file system.
- Navigate to file you wish to import, select file and click “select”
- You will see the file details appear in the form.
- Click “Import File”
- You can also use the “Browse to folder” option. This allows the user to upload multiple documents at once into the same category. Using the same process for uploading a file, navigate to and highlight the folder containing the documents you wish to import. Click “Select Folder” and all the files will be uploaded to the Aerotrack Server.
- The newly imported document will be at the top of the list in the documents table because the list is sorted by the “Last Imported” column. If it is a new file it will have created version 1.
- If you double click this record you will see the details of the file also showing its first version.
- If you are attempting to import a document with a file name that already exists in the library you will see a dialogue noting that the file name already exists in the library and that it will automatically create version 2. If the file is not a newer version of the one already uploaded you must change the name of the file to a unique name before it be uploaded.
Once a document is imported you can assign multiple categories. Categories will greatly assist in you searching for documents, as you can search on either the file name or the category – or both.