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| E*Doc | Features & Specifications | Support | Users Guide | ||
E*Doc All Users DocumentationSearch Menu Three main search categories are shown on the left window under Search Menu. These options allow the user to run detailed inquiries into the records that E*Doc stores. The three categories in the Search Menu are: · Search Options · Public Searches · Personal Searches Clicking on the categories will either make the options within each category visible or will hide them depending on weather they are already visible or not. Search Options Four search options are listed: · Search by Field · Create New Stored Search · Edit or Delete Stored Search · Browse by Catalog. Search by Field The user creates a custom search by clicking the selection boxes in the search choice table corresponding to the desired fields for the search. One or more fields can be chosen as criteria to search for certain documents depending on how detailed of a search is desired. Clicking on a field title provides descriptions of each field. If you want to redo your search choices, click the Clear Selections button to clear your selected fields. To create your search, select the desired fields, and click the Create Search button. The fields chosen from the search choice table are listed in The Search Criteria Table on a continuing page. You then must select from a combination box a certain operator. Each field has a default of “Equals” and depending on the field chosen, more operator options may be available. (EX: Begins With, Ends With, Greater Than, Less Than, etc.) The values of each selected criterion are entered in the far right field on the Search Criteria Table. The Value is either chosen from a provided list box or an input box gives the user the capability to enter a value. Wild Cards are accepted. To use the Wild Card feature, the user can either use the Operator approach (Begins With or Contains) or enter a partial value with the “*” symbol where the wild card is desired. (EX: 03a* will return records with the values- 03ab002, 03axxx, etc.) To sort records returned by a certain field, (It doesn’t need to be a field selected as a criteria) select the field from the List Box below the Table. The selected field will appear in the Search Results along with the regular fields. The Search Results Table returns a default of 10 records per page. If more or less records are desired to be returned per page, enter the number of records in the “Number of Records Returned per Page” input box. (Note: The more records returned per page, the longer the search will take to complete.) To run the search for the entered criteria, click the Run Search button. The results of the search will be displayed on the Search Results Screen. Create New Personal Search Personal Searches are searches the individual user creates and can use any time they are logged on to E*Doc. Creating Personal Searches and saving them for later use is accomplished by using the Create New Personal Search option. Creating Personal Searches allows the user to reuse the search from the PERSONAL SEARCHES category any time they are logged-on to E*Doc. Clicking the Create New Personal Search option opens the Personal Search Choice Screen. On this screen, the user selects the desired fields to be included in the search and clicks the Create Search Button. The Criteria Entry Screen appears with all of the field values selected from the choice screen. The user must first enter a unique name for the search in the Search Name box. The user can then set Operator values, and enter the optional criteria values and Sort By value. Press the Save Search Button to save your search. This stored search will then be available under the PERSONAL SEARCHES category of the Search Menu the next time the category is selected. Edit or Delete Personal Search: Edit Personal Search This option allows the user to edit a previously saved personal search. Click the Edit/Delete Personal Search option from the Search Options category of the Search Menu. The Personal Search Selection Screen appears. Find the desired Search on the List box to edit. Once the search is highlighted, click the Edit Search button. The Enter/Edit Criteria Values Screen appears. The user can either change existing values or enter in new ones if there were previously none. After changes are made, click Edit Search. The changes to the Personal Search are now saved. The next time the user clicks that particular Personal Search, the new values will occupy the search criteria. Delete Personal Search This option allows the user to edit a previously saved personal search. Click the Edit/Delete Personal Search option from the Search Options category of the Search Menu. The Personal Search Selection Screen appears. Find the desired Search on the List box to Delete. Once the search is highlighted, click the Delete Search button. This option will permanently remove the personal search from the system. Browse By Catalog E*Doc allows the user to build a catalog to quickly find a particular document. This type of search uses a hierarchical approach, where the user chooses a Cabinet and Folder to deduce the document to be found. If two attributes of the documents are known by name, this type of search lists the document fields alphabetically, allowing the user to quickly find an individual drawing. The first level of building a catalog entails choosing a cabinet description. The second level of deduction calls for another attribute to be recognized, and chosen from the folder options. Push the Build Catalog button and E*Doc sorts the Cabinets alphabetically. Choose the cabinet that corresponds with the document you wish to find. Within these cabinets, the folder descriptions are also returned alphabetically. In order to find a particular document; click on the folder that contains your item. The documents are returned as table, which you may need to sort through to find your item. The table displays the status (Available or Out), File Number, Drawing Number, Revision, Document Type, Document Description and File. Clicking on the document description opens the document for viewing. Selecting "profile" returns the profile information for that particular drawing. Public Searches Public Searches are previously created searches that are saved in the system for anyone to use. To use a Public Search, click the desired search. The search will be displayed in the Search Criteria Entry Screen. On this screen values can be changed or added depending on the search. Once the criteria entry contains the desired values, click “Run Search” and the results will be displayed on the Search Results Screen. If the user desired a search they have created to become a public search, contact the system Administrator. Personal Searches Personal Searches are searches that have previously been created by an individual user. The PERSONAL SEARCHES Option of the Search Menu lists all the searches previously created by the user. If there are no searches listed, click PERSONAL SEARCHES and any searches that have been saved by the current logged-in user will be displayed, otherwise “No Personal Searches” will be displayed. Click the name of the desired personal search and E*Doc will open the search in the Search Criteria Entry Screen. The user can either change any values they have stored in the search or use the stored values. To run the search, click the “Run Search” button. The results of the Personal Search will be displayed on the Search Results Screen. Permanent edits to an existing Personal search can be made using the Edit/Delete Personal Search Option from the Search Option category of the search menu. To create a new Personal Search, use the Create New Personal Search Option from the Search Option category. Search Results: The results of a search are displayed in the Search Results Table. The Table has up to 7 descriptive columns. The following are headings shown in the Search Results Table: Status- Displays whether the document is available or is currently checked out for editing File Number- Displays the file number associated with that document Drawing Number- Displays the drawing number associated with that document Revision- Denotes the number of revisions a document has undergone. Decimals indicate that document is being edited or pending approval Document Type- Displays the classification of drawing. Document Description – Displays each documents given description. Clicking on the individual document’s description will open the document in a read-only view. Additional Descriptive Headers – In addition to the Headings listed above, If the user selected a sort by field from the Search Criteria Entry Screen, and it is different from the above fields, it will also appear as a column. Profile - To view a particular document’s profile (All field descriptions in table format), The user can click on the “Profile” link in the Profile column. Do Action- Selecting the Do-Action Function allows the user to accomplish tasks associated with individual documents or batches of documents. These functions include: · Check Out (CAD Users) · Edit Profile (CAD Users) · Batch Profile Edit (CAD Users) · Revision History · Copy Out (CAD Users) · Print Files · Insert/Replace (Vault Users) · Delete Files (Vault Users) · Transmittal · Check All Boxes · Clear Checked Boxes To Run an Action, the user must check the Checkbox in the DO ACTION Column corresponding to the document the action is to be preformed on. Some actions can only be performed on a single document while others can be performed on as many as the user wants. After checking the Do Action Checkbox, select the Do Action activity that you want performed from the pick box located above the upper right side of the Search Results Table. Click the Do Action Button to perform the selected action. Check Out – (CAD USERS) Checks out selected documents to the user’s Workspace. After the "Do Action" Button is clicked on the Search Results Screen. The next screen gives the user a chance to enter the following check out information: · Destination of the checked out document-default is the user’s workspace path · Stage the document is in – Checked out for As-Built is the default · Work Order Number · Job Number · BOM Number · Check Out Note After entering the check out information, click the check out button. E*Doc will tell you if the selected documents have been successfully checked out. If so, the document is now ready for editing, and will appear in the user’s individual workspace. If an unsuccessful check out happens, then another user may have already checked out the drawing. Navigation buttons are provided to either open the user’s Workspace or to return to the Search Results Screen. Edit Profile- (CAD USERS) Allows the user to change a single document’s profile information. The information includes: · Document Information · Revision Information · Isometric Information · Loop Sheet Information · Project Information · File Information The changeable fields are shown with the current profile values in the input box for each field. If there is not a current value in a field, the input box is empty. To change values, type the desired change over the existing profile field value and press "Post". The changes made to the field will be updated to the database. To add values, type the desired value in the blank field and press "Post". For multi-value fields (Title in Red) add one value at a time and press post after each new entry. To delete values, erase the value typed in the desired field and press "Post". The database is updated and the field is now empty. Once the "post" button is pressed, the changes are permanent. After changes are posted to the database, a "Changes Saved" message will appear at the top of the Profile Edit Screen. Batch Profile Edit- (CAD USERS) Allows the user to edit more than one document’s profile information at a time. The Batch Profile Edit Screen shows the fields that can be changed. Unlike the Single Profile Edit screen, which has the current profile values in the fields, all of the Batch Profile Edit Screen’s fields are blank input boxes. To change values, type the new value in the desired field and press "Post". If a value is entered in a field, the field will be updated to the desired value in each of the selected documents. Enter multi-value fields (Red) one value at a time, pressing "Post" after each entry. This will add the new value to each of selected document’s multi-value fields in addition to the values already in the individual document's profile. After changes are posted to the database, a "Changes Saved" message will appear at the top of the Batch Profile Edit Screen. Revision History- Revision History shows, in table format, all revision information stored within the database for the selected document (only one document can be chosen at a time). Each individual revision is displayed in it’s own table with the capability to view each document revision by clicking the Revision Description. The profile for the current revision of the document can be viewed by clicking the "View Profile" Button. Copy Out- (CAD USERS) Copy Out gives the user the ability to use a copy of a checked out drawing. The Copied Out drawing is placed in the user's Workspace Directory but is not visible in the user's Workspace. Copied Out Drawings are to be used in the application they were created in (i.e. AutoCAD, Word, etc.). Since the Drawing is not checked out to the user, any revisions made to the copy cannot be updated on the master until the checked out drawing is checked back in and becomes available. Print File- Prints the selected documents, by opening them in an application that can print them. Batches of documents can be printed through this function by selecting more than one document in the Do Action column. Check All Boxes- Automatically selects all documents listed on the page. All of the Check Boxes in the Do Action column become checked. Clear All Boxes- Automatically clears all previously selected documents in the Do Action column of search results table.
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