Documents Screen

The Documents screen is illustrated below.

The Documents Screen is used to associate various types of documents with aspecific Management Section and view information about those documents. The Documents screen is defined below.

View Document
The View Document button is used to view and edit images. This will load the program associated with the file type being viewed.
Copy Down
The Copy Down checkbox allows the user to enable or disable this feature. When this feature is enabled, fields that have been selected for copy down will copy down to to the next row in a grid when the user moves to the next row. The screen must be in edit mode for the fields to copy down. The fields that you want to Copy Down must be selected on the Set Copy Down (On/Off) pop up.

  • The table below defines the fields contained in the Documents screen. The required fields are underlined.

    Category
    		The Document Management System groups documents into categories. Examples of categories are; word processing documents, drawings, etc. One way to think of Categories would be to think of them as file cabinets. The IRIS system by default includes categories for each of the IRIS modules. Therefore, there are categories for Road Inventory, Cost Accounting, Service Request, Maintenance Management, GIS, StreetSaver, Document Management, Accounts Receivable and Accounts Payable. The IRIS module categories are built into the system, but the category name will only be displayed after a document has been stored.
    Sub Category
    		The Document Management System (DMS) provides the ability to sub-group items in categories. These sub-groups are called Sub Categories. One way to think about the grouping in DMS is that Categories are like filing cabinets and Sub Categories are like the drawers in each cabinet.
    Section List
    		The Section List provides a listing of all of the documents that have been stored within a Category and Sub Category.
    Document Name
    		Lists the names of the documents that have been attached to the currently selected Management Section.
    Name
    		Displays the name of the image associated with the information currently in the Document Type and Comments fields.
    Description
    		This field allows the user to enter a description of the attached documents.
    File Name
    		This field displays the actual name of the file as it appears on the users computer.
    Doc Type
    		This field allows the user to label the type of document that is attached.
    Search Info
    		The field provides the ability to provide topics or words that can be used to search for a document. In this field, you will list any word(s) that you want this document index by. For example, if you had a picture of a bridge on highway 101 that was damaged due to a storm you would enter “bridge highway 101 damaged storm” into the search info field. This would provide the ability to use the search screen and enter any of these words to find this document.
    User Defined Fields
    		The five user defined fields are also available on this screen to allow the user to track any additional information they choose.

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