E-Docs Setup and Functionality

E-Docs Setup and Functionality
The BMS Electronic Documents or E-Docs systems is a multi-faceted add-on program that allows Users to attach electronic files to various modules throughout the BMS System. For example, for Property Management, Retail, and Commercial work, Users can attach diagrams to Templates and those can then be printed with the system Work Order.

Below is a list of modules to which Users can attach files, along with typical documents that appear as E-Docs. You can attach any file type, i.e. Word, Excel, jpeg, PDF, etc. Loose papers can also be scanned and attached. Along with this functionality, the BMS System provides permission based “E-Doc User Controls” that restrict access to employees based on management designation. This controls access and prevents unauthorized Users from deleting or viewing confidential items. See User E-Doc Control section below for complete details.
 
BMS Programs with E-Doc Examples:
1. A/R Customer Maintenance E-Docs
  1. Credit Apps
  2. Lien waivers
  3. Installer paperwork
2. A/P / Vendor Maintenance E-Docs
  1. A/P bills for easy reference
  2. Expense reports for employees
3. Purchase Order E-Docs
  1. BOL Receipts
  2. Pricing emails from vendor reps
  3. Photos of damage, etc.
4. Property Management/Builders Templates E-Docs—carries over to Quote/Order
  1. Diagrams
  2. Maps to job
  3. MeasureSquare PDF Files
5. Sales Processing / Installation / Work Order E-Docs
  1. Work Order prints any item currently tied to a Template E-Doc
  2. Diagrams
  3. Signed copies of Customer paperwork
  4. Photos of jobsite/installation
  5. MeasureSquare PDF Files
  6. Claims photos/paperwork
  7. Any other paperwork applicable to a “job folder”
  8. Workers Comp, Liability Ins, etc. paperwork tied to each Installer
6. Catalog E-Docs
  1. Product photos
  2. Product specs/cleaning instructions from manufacturer
7. Leads Processing E-Docs—carries over to Quote/Order
  1. Preliminary job site photos
  2. Floorplans or rough drawings
  3. MeasureSquare PDF Files
  4. Manually drawn up contracts
8. Projects Module E-Docs
  1. Any documents relating to the entire Project
  This screen contains controls that determine what Users can and cannot do with regard to managing electronic documents in the BMS System. The E-Doc functionality can be found in Sales Processing, Accounts Receivable, Accounts Payable, Purchase Orders, Catalog, and Installation.  Wherever you see an E-Docs button or the option “(F2) Electronic Documents” you can call up a menu that will list “TMS E-docs” as an option. This section explains how to apply controls to Users with the ability to access E-Docs in your system. When you enter the User E-Doc Control level, the screen will appear as follows:


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At the User id prompt, the current ID of the person logged in will display. Type over the default with the User ID of the User for which you are implementing controls.  

Field Descriptions for User E-Doc Control Level screen:
Modules Allowed- this section allows you to control in which modules a User is allowed to access E-Docs. Type a “Y” for yes to enable use of E-Docs in any of the listed modules; the default for all new Users will be “disabled.” Please Note: some uses for E-Doc functionality in Catalog Maintenance include attaching photos at the Color level or MSDN sheets, spec sheets, and product info at the Style level.

Actions Allowed:
Attach Documents- this control determines whether a User can attach any documents via the E-Doc feature in the system. If they can attach documents, set this control to “Y” for yes; otherwise leave this control set to “N” for no.

View Documents- this control determines first, if a User can view documents and second, which type of documents can be viewed.

Edit Descriptions- if a User can edit the description of an E-Doc, set this control to “Y” for yes; otherwise leave this control set to “N” for no.

Edit Doc Type Tags- with this control set to “Y” for yes, a User can switch documents back and forth between the different document types. For instance, a document tagged as “General” can be changed to “Diagrams.” Leave this control set to “N” for no if you don’t want a User to have this control. There are 16 “TAG” types as follows: GEN for General, INV for Invoice, DIA for Diagram, LEG for Legal, CLA for Claims, and “blank” if you forget to check a box. The 10 User Defined Types (see below) will display as U01-U10. You also have the ability to tie a document to all of the previously listed choices. When that is the case, the last Type will appear as follows: ***. This indicates that an E-Doc can be viewed in all of the Types.

Download and Save- this control determines whether a User can download an E-Doc file from the main server to a local desktop. Even though you may allow them to View E-Docs, you may not want them to download and save; therefore this control was added to prevent this action for certain Users.

Delete Documents- only those Users with the highest level of security should be allowed to delete E-Docs. If a User can delete, set this control to “Y” for yes; otherwise leave this control set to “N” for no.

Can View Documents Tagged As:
In this section, enter through and select “Y” for yes on any Document Type the User is allowed to view and subsequently Edit, Download, Save, and/or Delete. The first six Document Tags are static, but the last ten can be customized for your business. Please Note: Only Users with a MENU.FIL Custom Menu can access the option available in the E-Docs program, from wherever it can be accessed, to Add/Edit/Delete these Document Tag names. That option appears at the top left of the E-Doc Menu screen as follows:


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When you click on that option, the system will prompt a Custom E-Doc Tag Maintenance screen as follows:

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Any of the 10 E-Doc Tag fields can be edited. Be sure to click Save to keep your changes prior to exiting. Once these are added, they can be used wherever E-Docs is available in the system.

Once you have entered through all the User E-Doc Permission controls, make sure you type a “Y” for yes at the Save Changes prompt upon exiting this control screen or any changes will not be saved.
 
Using E-Docs in BMS:
As noted above, BMS E-Docs can be accessed from several areas throughout the BMS System. This includes Sales Processing, Accounts Receivable, Accounts Payable, Purchase Orders, Catalog, and Installation. An asterisk will appear next to the E-Docs option once a document has been added. When you access the E-Docs feature, the system will display an E-Doc Menu box as follows:


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As a reminder, there are several User Controls that should be set prior to training your employees on this feature. The Custom E-Doc Tag Maintenance option at the top left allows for creating custom Document Tag files, but can only be viewed by Users with the full menu, as explained above. To attach a document or file that currently resides on your server or desktop, click the Attach Document button. The system will prompt a Windows File Lookup box and you can search your computer for the file you wish to attach. Once a document is selected, the system will prompt a Document Properties box as follows:


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The Description (1) field will prompt the name of the file selected. You can type a more detailed Description for the document by clicking in that field and typing over the file name. In the Document Tag (2) box, click on one or more of the options in that box to determine where the document can be viewed. Once a Document Tag(s) has been selected, click the OK button to continue. The system will return you to the E-Doc Menu box. In that box, an asterisk will now display next to the View button option of the Document Tag(s) selected. Once a document is attached, it can be viewed via the applicable View option from the E-Doc Menu box. When you select a View option, the screen will appear as follows:

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When you highlight a file, the options below will become available according to User permissions and you can manage your E-Doc files accordingly. The View button will open the file for you to view on your computer. The Attach button will allow you to attach additional documents under the current Document Tag. The Download button is not currently available. The Edit button will prompt the Document Properties box where you can edit the Description and the Document Tag. The Delete button will completely remove the selected file from the E-Doc system. The Setup feature at the top left of the screen above is currently disabled.
In the Work Order / Pick Ticket & Invoice graphical print programs, as well as the Batch Work Order Processing & Batch Invoicing graphical print programs, you can print saved E-Doc Diagram files on jobs, provided the file types are jpg’s, png’s, or tif’s.  You must also have Foxit Reader installed in the correct directory. While printing, a Select E-Docs To Print screen will prompt as follows:

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Double click on each file you would like to print and a “Y” will appear in the Print column, as in the example above. Click the Continue button to proceed with printing your selections.

When copying a Template to a new Branch, an E-Doc checkbox option has been added that allows for including E-Doc data from the copied Template to the new Template.
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