Add Authorizations

From either Requisition Data Entry, or Purchase Order Data Entry, on the Authorizations page, in the Init column fill in the Initials (user's Mapcon sign-on initials) of all people who need to approve the request or order. An e-mail will be sent to everyone on the list automatically when the Request or Order is Saved.

Typical e-mail received:

            Subject: Mapcon Purchase Order Requires your Approval

            Message: Mapcon Purchase Order 000154 created on 08\01\03 at 04:23:32PM  requires your approval.

Attachments

Overview

Microsoft Word documents, Excel spreadsheets, or Adobe PDF files can be added into the text of large text boxes, such as Work Order Problem Descriptions and Purchase Order Comments. These are then called attachments. The attachment can be viewed from Mapcon. If the field containing the attachment is printed on a report or form, the attached file can optionally also be printed immediately following the report or form.

Attachments can be used to include standard documentation on Purchase Orders, Work Orders, Inventory and Equipment. For example, complex Job steps requiring special drawings or codes embedded in a Word document can now be added to a Work Order.

Setting up Attachments

Attachments can be setup to work one of two ways: Defined Attachments and Direct Attachments. Defined Attachments are created ahead a time, and only those defined attachments can be added to any large text field. Direct Attachments allow users to select which files to add by providing a file selection box.

To setup Defined Attachments:

1) Go to the Maintenance Initialization Menu and choose Set Maintenance Software Switches.

2) A new tab has been added to this screen called Office Setup. Select this tab.

3) Check the Use Defined Office Attachments Only checkbox.

4) Optionally, enter the path where all documents are stored. This will force everyone to use the same directory when loading Word, Excel, or PDF files. Note: This option can also be set for Direct Attachments.

5) Press Save to keep the changes.

Creating Attachments

To create an attachment:

1) Go to the Utilities Menu.

2) A new menu option has been added called Maintain File Attachments. Click this option.

3) When the screen appears, enter information in the following fields:

Reference:                   The name the attachment is referred to throughout Mapcon. When users lookup attachments, this name and the description will be displayed.

Type:                           Choose Word, Excel, or PDF.

Description:                 Enter a description for the attachment Path and File Name: Enter the direct DOS path and file name for the attachment.

Allow document

to be printed:               If checked, the document can be printed, otherwise it cannot.

View Security:             Enter the security level required to View the attachment.

Edit Security:   Enter the security level required to Edit the attachment.

4) Click Save to keep the changes.

Adding an Attachment

An attachment can be added to any large text field with a few simple steps.

For example:

1) Go to the Work Order Initiation Screen and press Enter to generate a new Work Order.

2) Click on the Problem Description Field and enter some text.

3) Press and hold the Shift Button, then double click the left mouse button.

4) If there are some defined attachments, they will appear in a popup. If the system is not setup for defined attachments, then a directory box will appear allowing the selection of a Word, Excel, or PDF file.

5) Select the desired attachment or file.

6) Notice the attachment name (or the path+filename) is added to the text, surrounded by <<<$ and $>>>. These tokens must be in place to identify the attachment within the text, but will not print in any report.

7) The attachment should be placed where the cursor rests, in-between any text around the cursor.

Note: The Shift+Double Click also works on the Report Generator Excel Path/File field.

Viewing an Attachment

To view an attachment:

1) Place the cursor between the <<<$ and $>>> tokens.

2) Press and hold the CTRL button, then double click the left mouse button.

3) The Word, Excel, or PDF document will be loaded. It may not be immediately visible, so check the tray bar.

4) Those without the proper View security will not be allowed to view the document.

5) If the cursor is not between the tokens, an error message will be displayed.

Printing an Attachment

The system does not automatically print attachments. Each report/form must be defined whether attachments are printed or not printed.

For example:

1) From the Report Utilities Menu, select the Report Maintenance option.

2) Enter MNT_PRINT_WOS to load the work order print definition

3) A new field has been added called Print Attachments, check it.

4) Press Save to keep the changes.

5) Follow the same process for the WO_FORM print definition.

6) Print a work order. Notice a new field to Print Attachments has been added to the Print Selection popup. The checkbox is automatically checked.

7) Leaving the checkbox checked will print the Attachments after the Work Order. Un-checking the checkbox will cause no attachments to be printed.

Note: Attachments do not show up in the Print Preview window in the 16-bit version of MAPCON.