Import and attach documents in bulk via document importer - configuration option

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 importer screen 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. Certificates)

Open

• 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 completed works orders with no posted supplier invoice

Select Works Orders filter (top left):

• Relevant works orders are displayed in the panel bottom right, which has:

  • a status of completed

  • the supplier invoice not posted

  • been marked as completed within the last 3 months
    Use the date fields at the top of the screen to change the date range for the works orders shown

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

The filename & type can be changed when it is uploaded:

• Select required document in files list on left

• At bottom left, enter New Filename and/or change Document Type

• The name/type chosen will be used for the selected file when it is uploaded to the works order invoice
  An asterisk (*) is shown to the right of the file to indicate that it will be uploaded using a different name/type

3. Link document to works order invoice

In panel bottom right:

• Select works order

• Click link icon to the left of the relevant document

• The link icon is replaced with an arrow/undo icon allowing you to unlink the document
  The entry in the panel bottom right is also ticked to indicate a document is linked and will be uploaded

If you wish to link more than one document to the selected works order:

• Continue to click the link icon beside each document to link

4. Upload documents to works order invoices in bulk

If you have more works orders to link documents to:

• Select the required works order and continue the process, as outlined in step 3

When all required works orders are linked to 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 - hover over the icon for an explanation of why the error occurred, e.g. no supplier invoice created
  Files that weren’t linked to a works order will still show with the link icon beside them

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

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

1. Certificates

Select Certificates filter (top left):

• This screen allows you to add new certificate details and upload the certificate document/file

2. Upload documents to the importer

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

The filename can be changed when it is uploaded:

• Select required document in files list on left and enter New Filename below

• Document Type is fixed as Certificate

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

3. Add new certificate detail & upload certificate document/file

In panel on left:

• Select relevant certificate document/file

In panel bottom right:

• Search for required property (enter first line of address & click search icon)

• The property search screen will be displayed - double-click the property when found
  The property and landlord details are now displayed in the panel bottom right (shown below)

• Click Add Certificate

• Enter new certificate details, as usual

• Click Save & Exit

• The certificate details will be added and the selected document will be automatically uploaded

• In the panel on the left the document will display with a green tick beside it - a Finished uploading message is displayed at the bottom of the screen too

3. Continue uploading & adding certificates

• Repeat step 2 to continue adding new certificates and uploading certificate details