Define Document Categories

OBJECTIVE

The Define Document Categories option is used to create the categories used in Document Management.

Security can be defined for these categories by user in Security Management.

steps

maestro* > Maintenance > General Maintenance > Document Management > Define Document Categories

Create a category

Enter the required information in the Main Fields tab:

The Configuration icon is used to define entry options for the Category Code field.

Field

Description

Category Code

Code that identifies the document category.

French Description

English Description

French description that identifies the document category.

English description that identifies the document category.

French Template

English Template

Used to specify a French document template that will be available automatically whenever a new document is added in this category.

Used to specify an English document template that will be available automatically whenever a new document is added in this category.

Form

Allows you to specify a form, to which the user cannot make changes, rather than using a template.

When creating a new document for this category, the system will suggest the form as an example. It will then be impossible to change the information on the form.

Include Mass Mailings

Indicates that the documents created for this category will be available automatically when doing a mass mailing if the box is checked.

NOTE: This option applies to all mass mailings available in maestro*.

For example: When entering a sale, you will be able to create a document in Document Management for a sales transaction. If the "Include Mass Mailings" box is checked, the document will be available as an attachment in the Mailings to all Recipients option in addition to the sales form.

Include in Invoicing Analysis

Indicates that the documents created in Document Management for the Work Order option, for that document category, will be included when the Invoicing Analysis (W/O) report is printed if the box is checked.

NOTE: When selecting the settings for the Invoicing Analysis (W/O) report, the Print Summary and Documents field should be checked to attach the documents to the report.

Include in dispatch email

Indicates that the documents created in Document Management, for that document category, will be included when dispatch emails are sent, if the box is checked.

Transaction Type to create

Allows the creation of a pending transaction for the following: project purchase, receipt of goods, invoice on order, quarry ticket, or concrete ticket, if a file of the chosen category is entered in the system.

If the Undefined variable is selected, then no pending transaction is created for a chosen category.

NOTE: this field only applies to transactions that come from maestro*MOBILE, the Outlook add-in, or an XML interface.

Field	Description
Category Code	Code that identifies the document category.
French Description English Description	French description that identifies the document category. English description that identifies the document category.
French Template English Template	Used to specify a French document template that will be available automatically whenever a new document is added in this category. Used to specify an English document template that will be available automatically whenever a new document is added in this category.
Form	Allows you to specify a form, to which the user cannot make changes, rather than using a template. When creating a new document for this category, the system will suggest the form as an example. It will then be impossible to change the information on the form.
Include Mass Mailings	Indicates that the documents created for this category will be available automatically when doing a mass mailing if the box is checked. NOTE: This option applies to all mass mailings available in maestro. For example: When entering a sale, you will be able to create a document in Document Management for a sales transaction. If the "Include Mass Mailings" box is checked, the document will be available as an attachment in the Mailings to all Recipients* option in addition to the sales form.
Include in Invoicing Analysis	Indicates that the documents created in Document Management for the Work Order option, for that document category, will be included when the Invoicing Analysis (W/O) report is printed if the box is checked. NOTE: When selecting the settings for the Invoicing Analysis (W/O) report, the Print Summary and Documents field should be checked to attach the documents to the report.
Include in dispatch email	Indicates that the documents created in Document Management, for that document category, will be included when dispatch emails are sent, if the box is checked.
Transaction Type to create	Allows the creation of a pending transaction for the following: project purchase, receipt of goods, invoice on order, quarry ticket, or concrete ticket, if a file of the chosen category is entered in the system. If the Undefined variable is selected, then no pending transaction is created for a chosen category. NOTE: this field only applies to transactions that come from *maestroMOBILE**, the Outlook add-in, or an XML interface.

Click Save.

Define Document Categories

OBJECTIVE

steps

Create a category

See also