Document Attachments

In document Truck Tracker Software T A B L E O F C O N T E N T S (Page 132-139)

The system allows you to attach documents to Vehicles and Work Orders,

Employees and Violations, as well as Parts Inventory. It stores these documents in a folder defined by you. Once this feature is setup and documents attached, users will be able to view and edit these documents from their computer.

Setting up a Document Library

There is a separate document library for each site. The document library must be a folder on your computer or network that allows read and write permissions.

If a user does not have permission to write to this folder, they will not be able to use the document links feature.

NOTE: If the site you are logged into is at another location some of the

Document Links may not be available for viewing. This depends on where Truck Tracker is configured to store its Document Library.

Viewing the Documents Library

You can view all your documents by going to the Lists menu and selecting the Document Links menu item. You can see all of the documents for the site you are currently logged into. The documents are seperated into 3 tabs for Vehicles, Employees, and Parts documents.

To open a document simply click on the blue hyperlink. Your system must be able to recognize the file type in order to open it. For example, if you try to open a PDF file and you don’t have Adobe Reader installed, you might not be able to view that document.

Document attachments are also viewable within the record that they are linked with. To view attachments for a specific employee, vehicle, or part record, open the record by selecting it from its main list and press the Change button. Within the form you will see a Documents tab with a list of documents related to this record where you can Add, Change or Delete document attachments.

Attaching a Document

To attach a document from the full documents list, first select the tab you want to use and then press the Add button. Supply the required vehicle, employee, or part record and choose the file that you want to attach. Optionally enter a description, category and work order reference. Documents can also be attached directly to a record by opening (Changing) the record selecting the Documents tab.

Reporting

Truck Tracker allows you the ability to easily generate reports so that you can print relevant business information for administration and management.

The system comes with many predefined reports. You can also create custom queries for reports, and optionally save these custom queries for repeated use.

Reports are available from the “Reports” drop down list. You must have appropriate security permissions to generate reports. There is an additional level of security for the ability to generate appropriate reports for all sites.

Certain reports require you to enter a date range for which you are reporting. Type in these dates by hand, or choose from a pop-up calendar. The system will default with a start date of the first day of the month and end with the current date.

Detailed reports require you to enter which record (vehicle record, for example) you wish to see detailed information. Choose the record from a pop-up list of records.

All reports can be exported from the Print Preview window to either a PDF file or an HTML file.

Select the File Menu, choose “Save As”, select the format you want to Export, and specify the location and file name to save as.

Performing Custom Queries in Reports

To perform a custom query report, choose the “Query” tab. By default, the report will include only the current site’s data. In multi-site installations to include the data from all sites, click the “All Sites” check box.

Any saved queries will appear in a drop down list. If you regularly run a custom query, you can save it to easily use it again at a future time. To run a new custom query, choose the “Custom Query…” choice in the drop down list. Depending on which report you choose, all available fields for that type of record that you might want to query against are available for query. For example, an inventory report will let you choose any fields in inventory records.

Then select how you wish to filter by this field.

Enter any additional logic to your query to expand or further limit your filter. For example, you might want to add another condition to your query to get a more limited result set, like finding all vehicles at a certain location that are also in a specific group.

To add a filter that can further limit the size of the result set, press the AND button.

Then create another condition.

If you want to add a condition to your query that can expand your result set to include more records, press the OR button. For example you might want to get a result set for all vehicles that are at one location OR another. In this case you need to create 2 conditions with an OR in between.

If your query is more complicated than 2 conditions, then you might need to group some of the conditions together. For example, if you wanted to find all vehicles at a certain location that is also in one of two specific groups, then you would want to group all of the OR conditions together. Press the GROUP button and move the OR conditions into the group. Depending on the query you are trying to accomplish you might need to group some conditions together.

Once you are done, choose, “finish” and the report will be generated.

To allow you to save a custom query for repeat use, the system will prompt you to save a custom query. If you choose “yes,” then you name this query appropriately.

This query will appear in the drop down list in this report section.

The saved query name will also be displayed in the report heading for reference to what type of custom data this report contains. It is recommended that you save all custom queries with a descriptive name. The query description will appear on each page, under the report heading.

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In document Truck Tracker Software T A B L E O F C O N T E N T S (Page 132-139)

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