Page Comparison

1. Access document importer via Tools menu

From main menu:

• Click name/office (top left)
  

• Click Tools and select Import and Attach Documents
  
  The document importerscreen is displayed,
  see next step

2. Document importer screen basics - including creating/viewing supplier invoice

• Filter options (top left) allow you to switch between Works Orders, Property Inspections & Certificates views
  The initial view shown defaults to the last one in use (e.g. CertificatesProperty Inspections)

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• The grid in the bottom right panel lists relevant works orders/property inspections/certificates

• Grid functions can be used:

  • Click the column heading to sort by that column

  • Click to the right of the column heading to filter by column content
    e.g. to group works orders according to whether they have documents uploaded or not - click to the right of the Docs column heading and select Group by Docs

• Double-click the entry to view the works order/property inspection appointment/certificate record

Invoice column

• A green tick is displayed to indicate that a supplier invoice has been created

• A red cross is displayed to indicate no invoice raised

  • Click the red cross to create a new invoice from the works order detail

Docs column

• A green tick is displayed to indicate that document(s) have been uploaded - hover over the tick to see filename(s) of uploaded documents

• A red cross is displayed to indicate no documents uploaded

3. Documents to upload

Points to note:

• Only PDF documents can be uploaded to the importer

• It is advised to store all the documents for the required upload type (i.e. Works Orders, Property Inspections, Certificates) in one folder for each batch of documents you wish to upload - this allows them to be uploaded in one go, see following sections for more information on how to upload files

1. View PI appointments to upload draft/final reports

Select Property Inspections filter (top left):

• The panel (bottom right) will automatically show PI appointments within the date range shown that do not have a final report uploaded against them

• To change the time frame shown, use the Appt. Date date filters at the top of the screen

• If you need to re-upload a final report, tick Show entries with final reports

2. Upload documents to the importer & change filename/type

Locate the folder where the PDF documents are stored:

• Beside Source Folder (top left), click Select (shown in step 1)

• Browse to where the documents are stored, select folder and click OK

• All PDF documents in the selected folder are displayed on left
  Files can be re-uploaded - click Source Folder option again and select required/same folder to refresh the document list

• Select a document on the left to display a preview of it on the right

Before uploading, ensure file name and document type are correct:

• Use New Filename to enter the correct filename

• Click Document Type to select Draft PI Report or Final PI Report, as appropriate

3. Link inspection report document to inspection appointment

In panel bottom right:

• Select inspection appointment

• Click link icon to the left of the relevant report document

  

• The link icon is replaced with an arrow/undo icon, allowing you to unlink the document

  

4. Upload report documents to PI appointments in bulk

If you have more PI appointments to link documents to:

• Select the required PI appointment and continue the process, as outlined in step 3

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When all required PI appointments are linked to report documents:

• An option to delete the original is available, this will delete any successfully uploaded files from the source location (ignore this step if you want to keep the original files in the source location)

  • Tick Delete Original

    

• Click Upload (top right)

• A confirmation message will be displayed - click Yes

  

• A confirmation message will be displayed to indicate the upload is complete

  

• In the panel on the left, files which have been successfully uploaded will display with a green tick
  If a file could not be uploaded, an error icon will be displayed
  Files that weren’t linked to a PI appointment will show with the link icon beside them