User Edoc Control
This screen contains controls that determine what Users can and cannot do with regard to managing electronic documents in the BMS System. The Edoc functionality can be found in Order Entry, Works Orders, Property Management/Builders Template, A/R, A/P, Purchase Orders, Catalog Maintenance, and Installation. Wherever you see an Edocs 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 Edocs in your system. When you enter the User Edoc Control level, the screen will appear as follows:
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 Edoc Control Level screen:
Modules Allowed:
This section allows you to control from which modules a User is allowed to access Edocs. Type a “Y” for yes to enable use of Edocs in any of the listed modules; the default for all new Users will be “disabled.” Please Note: some uses for Edoc 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 Edoc 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 Edoc, 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 five “TAG” types as follows: GEN for general, INV for Invoice, DIA for diagram, “blank” if you forget to check a box, and you also have the ability to tie a document to all of the previously listed choices: GEN, DIA and INV. When that is the case, the last type will appear as follows: ***. This indicates that an Edoc can be viewed in all of the types.
Download and Save- this control determines whether a User can download an Edoc file from the main server to a local desktop. Even though you may allow them to View Edocs, 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 Edocs. 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 EDocs program, from wherever it can be accessed, to Add/Edit/Delete these Document Tag names. That option appears at the top left of the Edoc Menu screen as follows:
When you click on that option, the system will prompt a Custom E-Doc Tag Maintenance screen as follows:
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 the EDocs option is available in the system.
Make sure you type a “Y” for yes at the Save Changes prompt upon exiting this control screen or all changes will not be saved.