Document Management

Document Management - Introduction

The Document Management tool is an easy way of storing document data in the database. The tool also provides the ability to store details about each entry, and to conveniently view electronic files with the click of a button.

Document Management - Overview

Tool Location:  Documents > Documents

The Document Management tool stores information about documents relating to sites, locations, or intervals in the database.  The form can be accessed through the main menu, or through the Location Properties form when documents are related to a specific location or interval.

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Document Management - General Usage

The document management form can be used to do the following: add/edit/delete a digital document and its properties; search/view saved documents; and link documents to specific locations or intervals.

Documents that can be viewed include digital files in PDF, Excel, MS Word, or bitmap format. A web link (URL) of a document can also be viewed.

The document management tool can store document location coordinates and show the locations on Google Map or Google Earth.

Document Management - Features

Show All Documents

Shows all documents stored in the database.

Search by Locations/Intervals

Searches documents that are associated with specific locations or intervals.

Search by

Searches for documents by one of the document properties.

By Doc Types

Searches for documents by document types.

Doc Types Button

Allows the user to add/delete document types.

By Doc Formats

Searches for documents by document formats.

Doc Formats Button

Allows the user to add/delete document formats.

Add

Allows the user to add a new document.

Delete

Deletes the document from the library.

Edit

Pressing this button switches the form to edit mode so the user may edit the details of the selected document.

View

Opens the digital document if the correct file path is entered, or opens a web site if a valid URL is linked to the document.

Clear

This button clears the document form so that the user can search for different documents.

Associate

This button allows the user to link the locations, intervals, or even documents to the selected documents. For example, if some data files belongs to a monitoring well, the user can associate these files to this monitoring well. This is similar to Add Associations button except that the Associate button allows the user to link multiple documents to multiple locations or intervals, while Add Associations only allows the user to link the current editable document to the selected locations or intervals.

File or URL

Brings up a window allowing the user to select or change the file path for the selected digital document. If the document is about a web site, enters a URL.

Save

Saves the details of the selected document. The Edit button needs to be pressed before the user can save the document details.

Cancel

Cancels the current data entry and ends the edit mode.

Add Associations

Brings up the Location Explorer window. The user can select and link the locations or intervals to the current editable document. The user needs to press Save to store the changes.

Delete Associations

Allows the user to delete the associations from  the current editable document.  The user needs to press Save to store the changes.

Author Agencies

The user can add or delete author agencies.

Client Agencies

The user can add or delete client agencies.

Topics

The user can add or delete document topics.

Journals

The user can add or delete journals.

All Fields Tab

This tab shows all the details of a document.

Location Tab

This tab allows the user to capture/edit coordinate data and shows one Google Map or Google Earth.

Associations Tab

This tab shows the information of document associations.