Documents

The term documents refers to invoices, handover protocols, other documents, certificates, license agreements, and contracts. Invoices may relate to asset purchases or e.g. service tasks outsourcing. A handover protocol is a written record of the movement of specific objects (assets) between the different employees within an organization. The term "other document" refers to any other type of document. The term "Certificate" refers to a special document relating to a software license. Each license can be assigned exactly one document of the "Certificate" type. License Agreements are documents relating to the software license for the end user. Contracts may relate to assets, licenses etc.

The complete list of documents can be viewed in the Documents window which can be opened from Tools – Lists – Documents. This is also where you can add new and edit, void or delete existing documents.

The purpose of keeping detailed records of documents is to maintain an electronic copy of hardcopy documents. You can use the database to search for document numbers related to certain assets. Using these numbers should make it easier to find the corresponding hardcopy documents in the archive. You can also scan your documents and store them on your harddrive or directly in the database.

A hardcopy document can be scanned and attached to the electronic document. While creating a new document, select Scan from the context menu over the Attachments table. A window opens, containing a list of scanners. Once you select a scanning device, the Scanning Settings window will open. Select the required scanning options and start the scanning process. The scanned image will be saved into the database as an attachment to the document. The files with scanned documents use the file names Scan1.jpg, Scan2.jpg etc.

Note:

The appearance and options of the scanning settings window depend on the scanner used. Some scanners will start the scanning process immediately, without opening the settings window.

For certain types of documents it is possible to use the Console to generate documents as MS Word files. These MS Word documents are then saved to the repository defined under Global Settings.

Tip:

We recommend saving document attachments to the database. The default file repository can be specified under Global Settings.

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