Document Importation

OBJECTIVE

The Documents Import option is used to import files individually or in batches to the Document Management of the maestro* options.

It can either be imported from a scanner or an accessible drive or folder location into maestro*. These documents can then be associated to a category or simply attached to a project, for example.

The Documents Import window is divided into two halves:

• The left half: locates or scans documents to bring them into the preview (thumbnails) window.
• The right half: indicates the destination for the imported documents (where they will be saved in maestro*) and their information.

 

PREREQUISITEs

• Document Management Module

 

ICONS

Icons	Title	Used to
	Scan a Picture	Scan documents. A scanner is required to perform this operation. When clicking the arrow, three options appear: Scan a Picture: the file will be saved in jpg, jpeg, bmp or gif format; Scan a Document: the file will be saved in pdf, txt, doc, docx, xls or xlsx format; Select scanning source: the user has to digitally connect to the local network scanner.

 

steps

maestro* > Maintenance > General Maintenance > Document Management > Document Importation

Import documents

The left half

The left half of the window is to search documents and then select the documents to import. It contains the following fields:

Field	Action
Path	Change the folder containing documents by clicking the Select a file path. NOTE: Maestro* remembers the last path selected.
Filter	Allows the user to search for documents in the selected directory.
Scale	Adjusts the size of the documents’ icons.

1. Select a Path to display the documents it contains in the Documents Import window.
2. Once the documents are displayed in the Documents Import window, select the documents to be imported.

To select more than one document, hold down CTRL and click on them. To select all of the documents, press CTRL+A.

The right half

Once the desired documents are selected in the left side of the window, select their destination in the Destination – Document Management tab on the right. It contains the following fields:

Field	Description
Destination	Select in the dropdown menu the location where the image will be saved in Document Management. NOTE: Another field appears below the Destination field depending on the chosen destination. For example, for the Project destination, identify the project in which you want to save the document in the Project field that appears.
Category	Identifies the document category where the document will be saved in Document Management. NOTE: The categories are from Define Document Categories option. The category must not be associated to a document template for the import to work.
Description	Description used to identify the document. NOTE: This description will be displayed in the Summary field in Document Management. This field is optional.
Remove values from selected documents	When clicked, removes values entered in the Destination, Category and Description fields for the selected documents.
Assign values to selected documents	When clicked, assigns values entered in the Destination, Category and Description fields to the selected documents. NOTE: To use when the Automatically assign values to the selected documents checkbox is not checked.
Empty values in fields	When clicked, clears the values without changing the values already assigned to the documents.
Automatically assign values to the selected documents	If checked, the values entered will automatically be the same for every document. NOTE: This checkbox is checked by default.

1. Enter the information for the selected documents and assign them values.
2. Click the Accept icon. The “The documents have been added successfully” Information message appears. Click OK.
3. The “Do you want to delete imported documents in directory” confirmation message appears. Click Yes or No.
4. Click the Quit icon.

 

See also

• Define Document Categories

 

Last modification: November 08, 2024