In several windows throughout the program, you can add and view additional documents that support the information you entered in those windows.
This feature is a file browser rather than a file manager. Within the program, you can link to a document on your computer or from your scanner to save it as an image. Use the appropriate file editor to make changes to your document before associating it with a record in PDS.
Storing the Documents
Before using this feature, first decide where you want to store the documents on your local PC or network.
To set where to store your documents
- On the File menu, click Setup > Initial Setup.
Next to Default Documents Subdirectory, click Browse to select the location of the folder where you want to store documents.
If you run the program on a network, we recommend that you create a folder on your hard drive to store these files. This makes it easier to share the files with other users in your network.
To include these files in your regular data backup, create the storage folder as a subfolder of your Data folder. Files stored outside of the Data folder are not included in the backup. To locate the Data folder's path, click About on the File menu.
If you change the default document folder once you've started using it, make sure you move all your files to the new location.
- Click Save/OK, then Close.
After selecting a location to store the documents, you can add files from several locations in the program. PDS accepts these file types: .doc, .jpg, .jpeg, .bmp, .png, .emf, .wmf, .ico, .xls, .rtf, and .df.
To add documents
- In a window with this feature, click Add Documents.
- Select whether you are linking to a Single File or Multiple Files.
If you add a single file, click the browse icon and select the file that you want to link to. If you add multiple files, you need to create a subfolder to store your documents. See the Additional Field Information below for more information on these options.
You can also click Scan to capture a new image using your scanner. Click Scanners in the Documents dialog box to select your scanner options.
- Click Save/OK, then Close.
Viewing the Documents
Once you have linked files to records in your program, click View Documents to view the documents associated with the current record.
Provides options for how you want to scan and name your documents. You can select one or more of the following options:
- Automatically Assign Unique Filename on Scan — Automatically name the newly scanned document with a unique name. If you don't select this option, you'll be prompted to name it.
- Show Scanner Interface on Scan — Show the properties of your scanner and the scanning progress through your scanner's interface.
- Default File Format on Scan: BMP/JPG — Save your document in the specified file format.
- Choose the Scanner on Scan — Select which scanner to use if you have multiple scanners. If you only have one scanner or always want to use the default, don't select this option.
Provides options to rotate your image clockwise by 90 degrees, 180 degrees, or 270 degrees.
Provides options to view your image in different modes: Full Page, Full Width, or at a certain percentage.
Associates one file with the current record.
Copies files to a subfolder associated with the current record.
When you select this option, a message displays prompting you to create a subfolder. Click Yes to create a uniquely named subfolder in your default document path. Click No if you want to select a subfolder or return to the Documents dialog box. If you click No, a second message displays. In the second message, click Yes to select an existing subfolder to store your files in, or click No to return to the Documents dialog box.
Once you have a subfolder, you can add new files and delete stored files.
Uses a scanner connected to your computer to scan a new document into the program. Before scanning in a new document, select your scanner options on Scanners in the Documents dialog box. This is not available in OnDemand.
If you're using the single file option and already have a document linked to the current record, a message displays asking if you want to overwrite the existing file. Click Yes to discard your document and use the new file, or click No to return to your current document.
Removes the association between the file and the record.
If you remove a single file, you have the option to delete the original file from your computer. If you delete it, the file is moved to the Recycle Bin on your computer.
If you remove multiple files, the link to the subfolder that contains the files is removed from the program. The subfolder and its contents are still available in the original location on your computer.