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Key

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Use the DocMan tab to view, import, export, update and delete documents, pictures and spreadsheets related to keys.
Also see Using document management (DocMan) in the Introduction manual.

(on page ).
The General tab of the Key Maintenance window is displayed.
  • Click the DocMan tab.
    The DocMan tab of the Key Maintenance window is displayed.
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    • Expand
    titleOpening the DocMan tab

    To open the DocMan tab:

    1. Select Module > Human Resources > Key Maintenance from the main menu.
    2. Search for the key. See Searching for keys
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    Key Maintenance - DocMan tab key fields and buttons
    Fields

    Field

    Description

    Classification

    Classification of the documents to be displayed. Access to documents can be restricted based on user security levels.
    Select the classification from the drop-down list to filter the documents displayed.

    Document Type

    Type of document. For example:

    • Microsoft Word Document
    • JPG Photo
    • Adobe Acrobat File
    • Microsoft Excel Spreadsheet.

      Note: The document types set up are those that are used at your organisation as defined in the luDocumentType lookup table. See luDocumentType lookup table in the Synergetic System maintenance manual.

    Select the type of document from the drop-down list to filter the documents displayed.

    Description

    Filter the documents to those which have the typed words in the description.

    Source Reference

    Filter the documents to those which have the typed words in the source reference.


    Grid area fields

    Field

    Description

    Created Date

    Date and time the document, spreadsheet or picture was imported into Synergetic.

    Classification

    Classification of the document.
    Classifications are maintained in the luDocumentClassification lookup table. See luDocumentClassification lookup table in the System maintenance manual.

    Description

    Short description of the document.

    Source Code

    Source of the document. Typical examples include:

    • Archive
    • Magazine
    • Newspaper
    • School Photo
    • Website.
      Document sources are maintained in the luDocumentSourceCode lookup table. See luDocumentSourceCode lookup table in the System maintenance manual.

    Source Date

    Date the document was published or received.

    Source Reference

    Cross-reference to the source. For example the name, issue date and page of a newspaper where the student's photograph appeared.

    Source Path

    Location of the document in the file system or URL.
    This field shows the document's original location if the file has been embedded in the Synergetic database.

    Type

    Type of document. Typical examples include:

    • DOC, DOCX (Microsoft Word document)
    • JPG (photo using the Joint Photographic Experts Group format)
    • PDF (Adobe Acrobat file)
    • XLS, XLSX (Microsoft Excel spreadsheet).
      Document types are maintained in the luDocumentType lookup table. See luDocumentType lookup table in the System maintenance manual.

    Seq

    Unique number identifying the document.


    Buttons


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    Button

    Description

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    Open the highlighted item in the appropriate application to view or change the item.

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    For example, if you highlight a Microsoft Word document and click

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    Image Added, Microsoft Word is launched to open the document.

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    Import a document, spreadsheet, picture or link an external web page. See:

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    Export a document, spreadsheet or picture.

    To copy a document, spreadsheet or picture from the Synergetic database and save it in a Windows folder:

    1. Click Image Removed Image Added.
    2. Browse for the folder.
    3. Click Image Removed Image Added.

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    Open the highlighted document on the DocMan tab and update the information about the document.

    Note:     You cannot update fields if the document is a photo loaded using Photo Maintenance.

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    Delete the highlighted document from the DocMan tab.

    Note:     Deleting an embedded record deletes the original document, spreadsheet or picture from the Synergetic database. Deleting a linked document removes the link from the Synergetic database but does not affect the original document.