Asset Maintenance - DocMan tab

Use the DocMan tab to view, import, export, update and delete documents, pictures and spreadsheets related to assets.

Also see Using document management (DocMan) in the Introduction manual.

Opening the DocMan tab

To open the DocMan tab:

Select Module > General Ledger > Asset Register Maintenance from the main menu.
The Set Asset Search Criteria window is displayed.
Tip: You can also access the Asset Register by clicking .
Search for the asset. See Searching for assets.
The General tab of the Asset Maintenance window is displayed.
Click the DocMan tab.
The DocMan tab of the Asset Maintenance window is displayed.

Asset 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 the luDocumentType lookup table in the 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 Maintaining lookup tables 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 Maintaining lookup tables 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 Maintaining lookup tables in the System maintenance manual.
Seq	Unique number identifying the document.

Buttons

Button	Description
	Open the highlighted item in the appropriate application to view or change the item. For example, if you highlight a Microsoft Word document and click , Microsoft Word is launched to open the document.
	Import a document, spreadsheet, picture or link an external web page. See: Linking documents using a tag list in the Introduction manual Importing one or more documents in the Introduction manual.
	Export a document, spreadsheet or picture. To copy a document, spreadsheet or picture from the Synergetic database and save it in a Windows folder: Click . Browse for the folder. Click .
	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.
	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.