Documents and Comments

Associate documents

Associate documents with records using the Documents page and specify whether the document attachments linked to work orders are copied and/or printed.

For example, a technician who created an equipment record needs to attach a document to the record, such as schematics, drawings, warranties, etc.

You may also associate documents to task plan jobs on the Jobs and Documents tabs of the Task Plans form. The copy and print options displayed on the Documents popup change dynamically depending on the record to which you are linking a document. Documents can be of any file type.

Note 1: The documents being associated must have already been created using the Documents form.

Note 2: You can only print document attachments that are Adobe Acrobat Portable Document Format (.PDF) files for work orders.

To associate documents (see screenshots below):

From any form, click the "Documents" tab.
Click "Add Document" ([+] symbol).
"Document": in the popup window, specify the document to associate.
"Print with Report": Select to enable the option to print document attachments when you print reports. If selected, the .PDF attachments from the report are printed.
- "Print with Report" is not displayed for document attachments associated with assets, systems, positions, work orders, parts, purchase orders, or customer requests.
- Note: Although the "Print with Report" check box is available on all entities, only some reports support the "Print Attachments" option.
Click "Save".

Note: To view a document before you save the record, click "View Document" (left from the "Save" button).

According to the documentation, additional information is requested on some screens:

Choose one of the following options:
- "Print with Work Order / Print with Purchase Order": Select to enable the option to print document attachments when you print the work order or purchase order. If selected, the .PDF attachments from the purchase order or work order are printed. Print with Work Order is only displayed for document attachments associated with assets, systems, positions, categories, profiles, work orders, and preventive maintenance schedules. Print with Purchase Order is only displayed for documents associated with parts and purchase orders.
- "Copy to Work Order / Copy to Purchase Order": Select to enable the option to copy any document attachments associated with a part on a purchase order line to the purchase order or to copy any document attachments associated with a piece of equipment on a work order to the work order. If selected, the document attachments from the part, equipment, PM, or standard work order are copied to the purchase order or new work order.
  - Notes:
  - "Copy to Work Order" is only displayed for document attachments associated with the OBJ, STWO, or PPM entities.
  - "Copy to Purchase Order" is only displayed for document attachments associated with the PART entity.
  - You can only select to copy a document attachment to a purchase order or work order when you originally create the purchase order or work order.
  - After saving a purchase order or work order to the database, modifying the copy settings for document attachments for a part, equipment, PM, or standard work order will not roll down and affect any existing purchase orders or work orders.
  - Any changes made to the copy settings for document attachments after initially saving them to the database will only affect any purchase orders or work orders for the part, equipment, PM, or standard work order when a new purchase order or work order is generated for the modified part, equipment, PM, or standard work order.
Choose one of the following options:
- "Copy Link": Select to copy the link to the document.
- "Copy Document": Select to make a copy the document and link the copy to the work order.

Upload documents

Upload a document from your local system to the web server. The uploaded document is uploaded and a new document record is created. If the new document record is created from the "Documents" tab of a form, the new document record is associated to the selected record on the specific form.

Example: a foreman may create a piece of equipment and attach a document such as a drawing, a warranty, or other schematic to the equipment by uploading the document to the equipment record.

To upload documents (see screenshots below):

From any form, click the "Documents" tab.
Click "Create/Upload Document".
"Document Code": Specify a unique code identifying the document, and then enter a description of the document in the adjacent field.
"Organisation": Specify the organisation to which the document will belong.
Choose one of the following options as necessary:
- "Upload Document": Select to upload a document.
- "Create File System Document": Select to create a file system document.
"File Name": Specify the file name, or click "Browse" to find the document on your machine.
"File Path": Specify the file path to the location where the document is saved on your computer.
"Effective Date": Specify the date to make the document available in the system to users of this organization.
"Expiration Date": Specify the date the document at which the document is no longer available to those users in the system.
"Title": Specify the title of the document.
Click "Submit".

Add / Edit comments

Enter comments for most modules in the system using the "Comments" page. You can also specify whether the comment should print with the specified record.

Access the Add/Edit Comments page via the "Add/Edit Comments" link on certain forms. The procedures for entering comments are the same, regardless of how you access the Add/Edit Comments page.

To add comments (see screenshots below):

From any form which supports comments, select the record for which to add comments.
Then choose one of the following options:
- Using the "Comments" tab -> Click the "Comments" tab. The "Comments" page is displayed. Click "Add Comment" ([+] symbol).
- Using the "Add/Edit Comments" link -> Click "Add/Edit Comments" for a selected record on the details tab of a form that supports adding comments, for example, the "Activities" tab of the Work Orders form.
Notes:
- the "Add/Edit Comments" popup is opened with HTML Editor Capabilities.
- Set HTMLCOMM to ON to view the HTML Editor toolbar (see this articleon "Installation parameters").
- HTML formatting is not supported in Cognos Reports. Comments are displayed as text without formatting.
"Language": Select the language of the comment.
"Comments": Enter the comments on the form. Note: Format comments using the HTML Editor toolbar.
"Print with Document": Select the check box to indicate that the comments print on the associated report.
Click "Save".

To modify comments:

From any form which supports comments, select the record for which to modify comments
Choose one of the following options:
- "Using the "Comments" tab -> Click the "Comments" tab. The system displays the Comments page.
- "Using the "Add/Edit Comments" link -> Click "Add/Edit Comments". The system displays the Comments page.
Click "Expand/Collapse" on "Add/Edit Comments". At the bottom of the page, the system expands the "Add/Edit Comments" section with HTML Editor Capabilities.
Note: The system displays Comments written in the selected Language. To view or edit comments entered in another language, select the desired Language. If no comments were entered for the selected language, the system displays the comments for the user’s default language.
Modify the existing comments as necessary.
Click "Save" (floppy disc symbol).

Note: On the "Comments" page, the system does not display a link for the original Created comment after the comment is modified. To preserve all comments, do not delete any previous comment text when modifying comments.

To save a comment, click "Save Record".
To clear a comment, click "Clear Comment".
To delete a comment, click "Delete Comment".

Viewing audits for comments

View audits in order to monitor changes in comments.

To view audits for comments (see screenshot below):

Open any entity form.
Select the record for which to view the audit, and then click the "Comments" tab.
Click "View Audit Trail" (the calculator symbol).
View the audit information.
Notes:
- You can only view audit information if you have established audit control and changes have been made to the fields under audit. Contact your system administrator for more information.
- Recorded in Mobile indicates when comments are updated or deleted in Mobile.
- The date and time reflect updates in Mobile.
Click "Close".