Add document references to the inventory

You can either upload completely new document references, such as files, emails, and email attachments to Document Index, or add files that are already loaded to Document Index to the list of inventory document references.

Add new files

In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the document.
Click Add Document Reference.
In the Document Index - Add Document Reference dialog box, click Add File.
Alternatively, you can drag and drop files to the dialog box. If you do so, skip steps 4 and 5.
In the Open dialog box, browse to find the document that you want to add, and select the document.
Click Open.
If you want to add more documents with the same settings, click Add Additional File and repeat steps 4 and 5 for each document.
In the Add File dialog box, select the company and contact that provided you with the document in the File Source lists.
According to your needs, 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.
According to your needs, do one of the following:
- 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.
Type a description for the attached document.
Click Add File.
For heat documents, select the supplier, purchase order number, and heat number in the available lists, or type new values in the fields.

If you are adding a heat document for an item, note that the heat number of the document reference must match the heat number of the item, entered in the Inventory dialog box.
Type a description for the entire document reference.

This description applies to all documents, emails, and email attachments that you add.
When you have added all necessary documents, emails and email attachments, 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.
In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the email.
Click Add Document Reference.
In the Document Index - Add Document Reference dialog box, 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.
Click Add File.
Type a description for the entire document reference.

This description applies to all documents, emails, and email attachments that you add.
When you have added all necessary documents, emails and email attachments, 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.
In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the attachment.
Click Add Document Reference.
In the Document Index - Add Document Reference dialog box, 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.
In the Add File dialog box, select the company and contact that provided you with the document in the File Source lists.
According to your needs, 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.
Select the supplier, purchase order number, and heat number in the available lists, or type new values in the fields.

If you are adding a heat document for an item, note that the heat number of the document reference must match the heat number of the item entered in the Inventory dialog box.
Type a description for the entire document reference.

This description applies to all documents, emails, and email attachments that you add.
When you have added all necessary documents, emails and email attachments, 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 file already in Document Index

To find and add files that already exist in the document index directory to the inventory side of Document Index, use the Search command.

In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the file.
Click Add Document Reference.
In the Document Index - Add Document Reference dialog box, click Search.
In the Search dialog box, click Browse and select the folder where you want to look for documents.

Tip:
To also search from the sub-folders of the selected folder, select the Sub-Directories check box 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.
To include archived documents in the search, select the Include All Archive Files check box.
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.
Select the supplier, purchase order number, and heat number in the available lists, or type new values in the fields.

If you are adding a heat document for an item, note that the heat number of the document reference must match the heat number of the item, entered in the Inventory dialog box.
Type a description for the entire document reference.

This description applies to all documents, emails, and email attachments that you add.
When you have added all necessary documents, emails and email attachments, click Add Document Reference.

The file is added to the list of inventory documents in Document Index.

Browse for and add a file already in Document Index

To browse for and add files that already exist in the document index directory to the inventory side of Document Index, use the Find By Directory command. You can also add new files, delete existing files, rename folders and files, move files to other folders, and open files.

In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the file.
Click Add Document Reference.
In the Document Index - Add Document Reference dialog box, click Find By Directory.
In the navigation tree on the left of the Document Index - By Directory dialog box, select a category.

The documents within the category are listed in the display area of the dialog box.
Select a document.
In the lower-right corner of the dialog box, click Select.
Note that besides 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).
Select the supplier, purchase order number, and heat number in the available lists, or type new values in the fields.

If you are adding a heat document for an item, note that the heat number of the document reference must match the heat number of the item, entered in the Inventory dialog box.
Type a description for the entire document reference.

This description applies to all documents, emails, and email attachments that you add.
When you have added all necessary documents, emails and email attachments, click Add Document Reference.

The file is added to the list of inventory documents in Document Index.