Upload/Link

While editing, the Upload/Link tab provides information on the stored document and provides a mechanism to store a document in either (see description for Source in the table below):

 

  1. CTMS database
  2. Link to a network copy (only available when CTMS is hosted on servers in your own network)
  3. SharePoint

 

Users can remove this document from storage by placing a check in the box labeled Remove File and upload another file by clicking . This tab will be visible if the Enable Document Upload to CTMS Database Configuration Variable under the Documents Configuration Group is set to True and the Show Upload/Link field on the Document Tracking and Storage module is checked.

 

The History tab will display a list of all of the attachments.

 

Clicking the button opens the SharePoint Site and SharePoint Documents modules. This button is only available when the Source field is set to Link to SharePoint Document.

 

Clicking the button opens a window to search for the file that the user wants to upload.

 

Click Common Buttons for a description of the buttons found throughout the system and their uses.

 

 

Upload to CTMS Database

 

 

 

 

Link to Network File

 

 

 

Link to SharePoint Document

 

 

Field

Description

Source

This field is required. The default is set on the Document Tracking and Storage module under the field Default Source. Having the default set saves the user time in having to make a selection. The choices include:

  • None - indicates that no document will be uploaded or linked. (This choice will be hidden if the Require Upload/Link field on the Document Tracking and Storage Dialog is checked.)

 

  • Upload to CTMS Database - a copy of the document from the user's desktop or network location is uploaded and stored in the CTMS database. Changes made to the source document are not reflected in the stored version. The new document must be uploaded again. (The Enable Document Upload to CTMS Database Configuration Variable under the Documents Configuration Group is set to True)

 

  • Link to Network File- the user must enter the location of a document on the local network (Configuration variable in Administration tab under Documents configuration group must be set to True for choice to be visible). The format is:

 

\\server name\volumn name\directory path

Example: \\file01\development\software\test\CTMS\TestFiles\SiteVisitReportTemplate_v100.docx

Server is File01

volume is Development

The rest is the directory path and file name.

 

  • Link to SharePoint - the user must enter the location of a document on a previously defined SharePoint Site (Configuration variable in Administration tab must be set to True for the choice to be visible)

Upload File

This field is only visible when the Source field is set to Upload to CTMS Database. To upload the document, click the button and locate the file. When you return to the module and click , a copy of the document will be uploaded and saved. The location of the uploaded copy is based on the values specified in the Configuration variables; if the Document Storage Location is set to Database, then the document copy will be stored within the SQL Server database. If this variable is set to File System, then the document copy will be stored in the file system in the folder specified by the value of the Document Upload Files Folder Configuration variable. The user can replace the current document by clicking and selecting a different document.

Document Location

This field is visible when the Source field is set to Link to Network File. It is required and can hold up to 1000 characters.

SharePoint Site

This field is only available when the Source field is set to Link to SharePoint Document. It is read-only and indicates the location on SharePoint. Changes can be made by clicking the button, which opens the SharePoint Site and SharePoint Documents modules.

SharePoint Document

This field is only available when the Source field is set to Link to SharePoint Document. It is read-only and indicates the name of the document on SharePoint.

Document Properties

 

File Name

The name of the file that is stored or linked is displayed. It will be hidden if the Source field is set to None or no document file has been uploaded or linked.

File Type

The type of the file is displayed, such as Microsoft Word. It will be hidden if the Source field is set to None or no document file has been uploaded or linked.

File Size

This field is only displayed if there is a document uploaded for this record. The field is read only. It will be hidden if the Source field is set to None or no document file has been uploaded or linked.

File Date

The date of the file, if known, is displayed. It will be hidden if the Source field is set to None or no document file has been uploaded or linked.

Upload Date

The date that the document was uploaded to the system is listed. The field is read only and will be hidden if the Source field is set to None or no document file has been uploaded or linked.

Upload User

The user who uploaded the document is listed. The field is read only and will be hidden if the Source field is set to None or no document file has been uploaded or linked.

Remove File

This field is only displayed if there is a document uploaded for this record and the Source field is set to Upload to CTMS Database. The user can remove the document by placing a check in this box unless the document is required. If the document is required, then the user can only replace the file. This field is not stored in the database.

Broken Link

This field is only available when the Source field is set to Link to SharePoint Document. A check in the box indicates that the link to the document is no longer valid. Click the  button to open the SharePoint Site and SharePoint Documents modules.