This Help File Page was last Modified on 05/10/2017
❑The Documents Icon appears as a Ribbon Menu Option (sometimes with a different appearance) on many Data Entry Forms.
•Subscribers, Vendors, Job Costing, Prospects, Employees, Sale-Purchase Items, and Installed Equipment Codes among others, often have additional Documents that relate to the information normally collected on those Forms (such as contracts, product descriptions, letters of commendation, Proposal acceptances, W-9's and copies of Sales Tax exemption certificates, Control Panel Instructions, etc.) which should be kept on file, but be readily accessible for viewing.
•If the Document to be saved is currently a Printed Document:
✓If you only have a printed copy (if you do not already have an electronic copy such as a Word® document),
▪Scan the printed Document into either the ".jpg" or ".pdf" file format.
▪Save it to your local Hard Drive (or, if running on a Network to the File Server - see below).
✓If you are operating on a Network, Save the scanned image to a Hard Drive on your File Server to which - anyone needing it - will have access to it.
✓If you operate on a single computer, Save the scanned image to your local Hard Drive.
❑To identify a Document which needs to be accessible within MKMS, Click the Documents Icon on the Form that needs that access.
•The Documents Icon will open the Documents Form (see the Documents Icon and Documents Form in the illustration below), on which you have a four (4) options:
Subscribers Form - Ribbon Menu - Actions - Document Icon
1.Add - Click this option to add a new Document to the the Documents List (see the "To Add a new Document" discussion immediately below).
2.Open - Select a Document Name in the Documents List and Choose Open to view that specific Document immediately.
3.Remove - Select a Document Name in the Documents List and Choose Remove to delete that specific Document from the Documents List
4.Close - Click this option to close the Documents Form and return to the main screen from which is was opened.
❑To Add a new Document:
➢Note: In previous versions:
a)Documents could be Identified with a Link (the drive, folder, and file name where the Document actually exists), or
b)Documents could actually be Embedded into the database.
Functionality Change - Documents Storage
•The Embedding feature has been discontinued because it was inefficient and used excessive space (Embedded Documents required more storage space then Linked Documents).
✓Unless you Check the "Don't display message again" box, this Functionality Change reminder message will be displayed every time you open the Documents Form!
✓Select a Document to add to the Form using the standard Windows © Explorer dialogue.
✓Documents may be:
▪Graphics (please save scanned images as .jpgs),
▪Native formats like Web Site Links and Windows compatible Help Files, plus
▪Text Files such as the text files (.txt) format saved by Windows © Word Pad.
✓Keeping these file format options in mind:
▪Locate and Double-Click on the desired Document using the Windows® Open file dialog.
Add Document dialog
✓The Add Document dialog will be displayed (see above).
▪The selected full path and file name is inserted into the Add Document dialog
▪File - The selected full path and file name is inserted into the File field in the Add Document dialog -
▪Name - The individual Name of the File will be inserted in the Name box - which can be modified, if needed.
oPreserving the Link - MKMS now knows exactly where this Document will be located when it is needed.
i.It must remain there.
ii.If you have multiple users who may need to access this file, be sure it is stored on your File Server where other users will also have access to it.
iii.Because only the Link is stored in the database, it does not make the database larger.
✓Click OK to save close the Add Document Form and add the new Document Name to the Documents Form
▪The new addition will be added (in alphabetical order) to the Document List
✓Close - Click this option to close the Documents Form