How to enter Job Files from different Modules

Just like Paperless Filing, Job Files can be entered into the system from many different starting points. In addition to the same points used by the Paperless Filing system, you can also enter Job File Documents from the Quote Module (which is the preferred method).

The possible starting points for entering Job File Documents are:

1. Quote Module
2. Product Lines Module
3. Paperless Module
4. Company Module
5. People Module

T he only reason to choose one starting point over the other is based upon the ability to have certain information preloaded into the tagging system.
For example, if a user were to enter documents from the Quotes Module, the documents loaded would be linked automatically to the Quote from which the process was initiated, if the user were to enter documents from the Company Module, the documents loaded would all be linked automatically to the company from which the process was started. Both of these can be beneficial if many documents for a single quote or customer are to be loaded at the same time.

The information preloaded into the tagging system varies by starting point. The information for each starting point is as follows:

1. Quote Module - The Quote Number tag will auto fill based upon the starting quote.
2. Product Line Module - The Product Line tag will auto fill based upon the starting product line.
3. Paperless Module - No information will auto fill
4. Company Module - The Company Link will auto fill based upon the starting company.
5. People Module - The Company and People tags will auto fill based upon the starting person and the company they work for.

The process to add a document is the same once the Add Paperless Form is opened, however opening the form varies slightly from Module to Module.

Quote Module:

1. From the Switchboard, click on the Quotes button on the top Module Toolbar.
   1. This opens the Quote Module
2. Open the Quote Find Window by clicking on the "Find Quote" button in the upper left corner of the screen.
3. Select the desired quote by typing in the name of the job. The results will be displayed as you search. Once the proper job is found, press enter to display the quote.
4. Once the proper quote is displayed, click on the "Show Job Files" button to open the Add Document form.
5. See Add Job File Document below, for instructions on how to use the Add Document form.

Product Line Module:

1. From the Switchboard, click on the Product Lines button on the left hand side of the screen.
   1. This opens the Product Line Module
2. From the drop down list at the top of the form, select the desired Product Line.
   1. Only Product Lines entered into the Module can be selected, to add paperless only product line, please see Paperless Product Lines in the Reference File Setup.
3. Click on the "Paperless Office" tab.
   1. This will open the list of Paperless Documents associated with the selected Product Line.
4. Click on the "Add Paperless Document" button to open the Add Document Form.
5. See Add Job File Document below, for instructions on how to use the Add Document form.

Paperless Module:

1. From the Switchboard, click on the Paperless button on the left hand side of the screen.
   1. This opens the Paperless Module.
2. Close the Find Window by either clicking on the X in the upper right corner or by pressing the "ESC" key.
3. Click on the "New Paperless Document" button to open the Add Document form.
4. See Add Job File Document below, for instructions on how to use the Add Document form.

Company Module:

1. From the Switchboard, click on the Company button on the top Module Toolbar.
   1. This will open the Company Module.
2. Close the Find Window by either clicking on the X in the upper right corner or by pressing the "ESC" key.
3. Click on the Paperless Office tab.
   1. This will open the list of Paperless Documents associated with the selected Company.
4. Click on the "Add Paperless Document" button top open the Add Document Form.
5. See Add Job File Document below, for instructions on how to use the Add Document form.

People Module:

1. From the Switchboard, click on the People button on the top Module toolbar.
   1. This will open the People Module.
2. Close the Find Window by either clicking on the X in the upper right corner, or by pressing the "ESC" key.
3. Click on the Paperless Office tab.
   1. This will open the list of Paperless Documents associated with the selected Person.
4. Click on the "Add Paperless Document" button top open the Add Document Form.
5. See Add Job File Document below, for instructions on how to use the Add Document form.

Adding a Job File Document from the Add Paperless Document form:

1. For best results and easiest entry, we recommend you follow the same guidelines for Job File Documents as for Paperless Documents.
2. Open the Add Paperless Document form.
   1. This can be opened from one of the following locations:
      1. Quote Module (See Above)
      2. Product Line Module (See Above)
      3. Paperless Module (See Above)
      4. Company Module (See Above)
      5. People Module (See Above)
3. Navigate to the directory on the local computer where the files are stored.
   1. Note: The program will remember this directory after the first time it is navigated too.
   2. Click on the "Change Directory" button in the upper left corner of the form.
   3. In the "Browse for Folder" dialog window, browse to the desired source folder and click on the “OK” button.
   4. This will display a list of available PDF files to upload.
4. Select from the list of available files, the desired file to upload.
5. Once the file is selected, the "View" button will be displayed and will display the name of the file to be displayed.
6. Click on the "View" button.
7. This will open the selected file in a side-by-side view with the Add Document Form.
   1. Once opened, the information on the document can be read as needed.
   2. b. If needed, a user can zoom in, zoom out, page through, and view any part of the document as normal for a PDF file.
8. Once the user has confirmed the proper document is selected, click on the "Job File" button to continue.
   1. This will open the Job File Options window to allow the user to enter the specific information about the document.
9. Enter the necessary information to identify the Offsheet Document in the InDepthRep Program.
   1. Quote
      1. If the user entered from the Quote Module, this field will auto fill based upon the Quote from which the document was initiated.
      2. Select the desired job quotation by typing in this field. As the job name is entered the Quote Find Window will open and search through the database as the user types.
      3. Once the proper job quotation is found, press enter to select it and enter it into the form.
      4. This field is required.
   2. Product Line
      1. If the user entered from the Product Line Module, this field will auto fill based upon the Product Line selected when the document was initiated.
      2. Select the desired Product Line from the drop down list.
      3. This field is required.
   3. Type
      1. Select from the drop down list the Document Type for the document being added.
      2. To add to the available list of document types, see Paperless Document Types in the Reference File setup.
      3. This field is required.
   4. Number
      1. Enter a reference number for the document being added.
         1. This is a text field, so mixed text and number entries are permitted.
         2. This field can be used to signify many options.
            1. Revision Number
            2. Document Number (Order, invoice, etc)
            3. Date
      2. This field is not required.
   5. Description
      1. A short description of the document.
      2. Appears in the table listing of all documents.
      3. This field is required.
   6. Description (Long)
      1. A more thorough description field for the document to be entered.
      2. Allows for additional space for comments and notes
      3. Does not appear in table lists of documents.
      4. This field is not required.
10. Once all tags are applied, click on the "Add" button to begin the upload and store process for the document.
    1. The preview window will be closed.
    2. A "Processing, Please Wait" banner will be displayed.
    3. Once uploaded, the Paperless information form will display for the newly uploaded document.
11. Click on the "Job File" tab to see a list of all documents in the Job File.
    1. To view any document, click on the "View" link.
    2. To edit the information for any document, click on the "Info" link.
    3. Linking of multiple Documents, Adding of Communications notes, Linking to Company and/or People in the database, and Creating other Documents from the same Source PDF are all possible for any document entered into a job file.
       1. See Advanced PAperless Functions for instructions on how to use these functions.
12. Once all operations are finished, click on the "Close Form" button to return to the Add Paperless Document form to continue adding all necessary documents.
13. Once all documents have been added, click on the "Close Form" button to return to the InDepthRep Module from which operations were initiated.