Overview (Basket)
The Overview datagroup stores all personal documents (competencies, medical, travel, enclosed) in one place.
It is convenient to have all Documents Datagroups open in Overview as you can easily switch from one to another using the tabs on the left part of the screen.
To open it, click the icon on the Datagroups ribbon. It will display tabs for each document type and the Basket:
Contains person's Competence documents.
See Competence section.Contains person's Travel documents.
See Travel Documents section.Contains person's Medical documents.
See Medical section.Contains person's Enclosed documents.
See Enclosed Documents section.The Basket. The main role of the Basket is to provide distribution of existing files to proper datagroups.
See the Basket section below.
Basket
Setup
Go to Global Options > Datagroups > Basket:
Default Document Type when Distribute section.
It is necessary to define a default document type that will be created at the moment of distribution to any datagroup. To avoid incorrect system behavior, please set this section up before you start working with the basket.Attachment options section
Maximum Document Size. Please define size in KB. The system will automatically check every file that comes to the basket to comply with this size. No matter if you add it using a clipboard or scanning directly to the basket. If a file is larger than the permitted size, the system generates a warning message & stops adding the process.
Automatically convert to .pdf / Keep original document format. These options define the format given to the file when it is distributed.
If you choose to convert stored files to .pdf, the system will automatically perform its compression to reduce file size – to be in compliance with the maximum permitted in Global Options > Enclosed Documents:
Only picture files can be converted (jpg, png).
Go to Global Options > Datagroups > Enclosed Documents > Scan Setup section and define the format of file to be created by scanner:
You should add all needed document codes in General Codes > Enclosed Document Codes beforehand.
Functionality: Adding and Distributing
Basket functionality allows you to add multiple enclosed documents per person.
The scans can be placed into the Basket and then distributed to the following datagroups:
Travel;
Medical;
Competence;
Enclosed Documents;
Photo.
Open Datagroups > Documents section > Overview:
It will display tabs for each document type and Basket as well.
To have access to the Basket you should have corresponding rights set for routine 305 Enclosed documents basket in ACC.
Basket offers you a batch of tools for processing documents.
Add to Basket - use this button or option from right-click menu to browse the file from your PC and add it to the Basket.
Permitted maximum size can be set up in Global Options > Basket (see Basket Setup section). The system will not allow you to add a file of larger size, showing you a warning instead.
It is also useful to know that Basket provides compression of stored documents to reduce their size. It is automatically performed once a document is added. If a compressed file is larger than allowed (in Global Options > Basket) - it will not be added to Basket & a warning will be shown.
The scan button allows you to use your Scanner so that a newly scanned document will be added directly to the Basket. If you have several Scanners: please use Scan > Select Source to choose the one you will work with.
The format of the file to be created by Scanner is defined by settings in Global Options > Enclosed documents > Scan Setup (see Basket Setup section).
Delete - use this button or option from right-click menu to delete an element that already exists in the Basket.
View - this button is enabled only if there exists any document in the Basket. It calls the default application for the extension of the selected file and views it using this application.
Options > Show Preview - enables a file preview in the right-hand side section of the Basket.
Paste Files to Basket - available only in right-click menu. You can paste a file from the clipboard to the Basket.Distribution from Basket
The main mission of the Basket is to provide distribution of existing files to proper datagroups.
This is performed using Distribute section.
Please select the correct Datagroup (Competence, Medical, Travel OR Photo).If the scan does not relate to any of them, select Enclosed Documents datagroup.
Choose the view & code that you want your scan to be linked to.
Link scan to new / Link scan to existing - only one of these buttons is enabled depending on if there already exists a documented record that fits selected parameters.
If yes - then the system offers you to link the selected scan to existing entry.If not - it will let you create an entry in the corresponding document datagroup: the input form that corresponds to the certain datagroup will be opened, so that you can create a full description.
In both cases, the record will disappear from the Basket and will be further stored as an attachment to the entry in the linked datagroup.
Please, pay attention:If you use Link scan to the existing option and there already exists an attachment: the new file will overwrite the existing one. So, the earlier scan will no more be available;
If there exist several documents with the selected code: scan will be linked to the one with the latest Expiry Date (or to the one with maximum sequence number if expiry is not set);
When the option Automatically converts the document to .pdf in Global settings is ON then you can select several .jpg documents to be distributed. When distributing, they will be merged into single multi-page pdf document;
When the option is OFF: multi-selection is not possible, file size is not reduced.The file size is verified according to the maximum permitted in Global Options > Enclosed Documents.
You will not be able to distribute a file of a larger size:
Also, you can add scans to the Basket and distribute them to the correct Datagroups later.
They will be saved in the Basket and will be available for other users, too.