Add document references

Document Index is a place for storing files to be shared among other users. In Document Index, you can store various kinds of documents for reference, and modify, delete, open, and email these files.

You can either upload completely new document references, such as documents, Microsoft Outlook emails, and email attachments to Document Index, or add documents already loaded to Document Index for the current job.

Access Document Index

To access Document Index, do one of the following:

In Combining, Estimating, Project Management, Production Control, and Purchasing, open the module and click Document Index/Doc Ind or press F8.
In Inventory, go to the Inventory ribbon tab and select Document Index.
In Order Entry, go to the Order Entry ribbon tab and select Document Index.

For Combining, Project Management, and Production Control, you are asked to select if you want to open the Document Index dialog box related to linked jobs.

The Document Index - By Category dialog box opens, displaying the documents referenced from the selected category. If a filename is highlighted in red, it indicates that the file cannot be found.

Tip:

You can also open Document Index - By Category: Global in Maintenance > Document Index > Global Categories.

You can now edit document categories, add, edit, and delete document references, and open and email files, and export them as a ZIP file.

Include Sub-Category Files: When selected, displays the files in any subcategories

Edit Categories: Customize the category organization. You can set a Document Index base category, add, rename, and delete categories.

Add Reference: Add a reference to a document from the currently selected category

Edit Reference: View or edit the reference details

Delete Reference: Delete the selected document references. This does not delete the file from the document index, it only removes the reference to that document. If you want to remove a file from the document index you must do it from the Document Index - By Directory dialog box. See Delete a file from Document Index.

Open File: Opens the selected file

Email File: Allows you to send the file by email

Export Files: Export files

Add new documents

Access the Document Index - By Category dialog box.
In the navigation tree, select the category where you want to save the document.
Click Add Document Reference.

The Document Index - Add Document Reference dialog box opens.
Do one of the following:
- Click Add File. Then, browse for and select the document, and click Open. If you want to add more documents with the same settings, click Add Additional File, and browse for and select the additional files. Then, click Open.
- Drag and drop a file to the Document Index - Add Document Reference dialog box.
The Add File dialog box opens.
In the File Source drop-down list in t, select the company and contact that provided you with the document.
(Optional) Do one of the following:
- To compress multiple documents into one archive, select the Compress Files into a Single Archive option.
- To leave the documents that you added uncompressed, select the Leave Files Uncompressed option.
(Optional) Type a description for the attached document.
(Optional) To change the folder where the document is saved, click Browse and select a new folder.
(Optional)
- To move the original document to the selected folder, select the Move Files option.
- To copy the document to the selected folder but leave the original untouched, select the Copy Files (Leave Original) option.
Click Add File.
Click Add Document Reference.

The Document Index - Add Document Reference closes, and the documents are added to Document Index.

You can see all the added documents in the list in the Document Index - By Category dialog box.

Add a Microsoft Outlook email

In Microsoft Outlook, select the email that you want to add.
Access the Document Index - By Category dialog box.
In the navigation tree, select E-mail Correspondence.
Click Add Document Reference.

The Document Index - Add Document Reference dialog box opens.
Click Add Outlook Email.

A copy of the email is added to Document Index. The text of the email is added to the Description field.
(Optional) Type a description for the attached document.
Click Add File.
Click Add Document Reference.

The Document Index - Add Document Reference closes, and the emails are added to Document Index.

Add an attachment from a Microsoft Outlook email

In Microsoft Outlook, select the email with the attachment that you want to add.
Access the Document Index - By Category dialog box.
In the navigation tree, select the category where you want to save the attachment.
Click Add Reference.
The Document Index - Add Document Reference dialog box opens.
Click Add Outlook Attachments.
Browse to the folder where you want to save the email attachment, and click the folder to select it.
Click Open.

The Add File dialog box opens.
Select the company and contact that provided you with the email attachment in the File Source lists.
(Optional) Do one of the following:
- To compress multiple documents into one archive, select the Compress Files into a Single Archive option.
- To leave the documents that you added uncompressed, select the Leave Files Uncompressed option.
Type a description for the email attachment.
Click Add File.
Click Add Document Reference.

The Document Index - Add Document Reference closes, and the email attachments are added to Document Index.

Search for and add a document already in Document Index

To find and add documents for the current job that are already saved in Document Index, use the Search command.

Access the Document Index - By Category dialog box.
In the navigation tree, select the category where you want to save the document.
Click Add Reference.
The Document Index - Add Document Reference dialog box opens.
Click Search.

The Search dialog box opens.
Click Browse and select the folder where you want to look for documents.

Tip:
To also search from the subfolders of the selected folder, select the Sub-Directories checkbox in the Search dialog box.
To narrow the search, do one or more of the following:
- In the Filename list, type the document name
- In the Ext field, type the file name extension.
- In the Source lists, select the company and contact person that have provided the document.
- In File Date, select the dates between which the document has been created or downloaded onto your computer.
- In Date Loaded, select the dates between which the document has been added to Document Index.
Click Search.

The search results appear at the top of the Search dialog box.
In the search results, double-click the document that you want to add.

The document is added to Document Index for the current job.

Manage Document Index directories and files

You can browse documents for the current job that are already saved in Document Index and filter by directory. You can also rename directories, add new documents, delete existing documents, rename documents, move documents to other folders, and open documents.

Access the Document Index - By Category dialog box.
In the navigation tree, select the category where you wan to save the document.
Click Add Reference.
The Document Index - Add Document Reference dialog box opens.
Click Find By Directory.

The Document Index - By Directory dialog box opens.
In the navigation tree, select a directory.

The documents within the directory are listed in the display area of the dialog box.
To manage documents, select a document and click Select.
In addition to adding an existing document to the current job, you can also use the buttons at the bottom of the dialog box to:
- Add new documents (Add File).
- Delete a document (Delete File).
- Move a document to another folder within the document index folder (Move File).
- Rename a document (Rename File).
- Open a document (Open File).

Export documents

Access the Document Index - By Category dialog box.
Select a category in the navigation tree.
Click Export Files.

The Save As dialog opens. You can change the folder and the file name.
Click Save.

The documents are saved in a ZIP file to the selected folder.