Documents and Files Storage
The Documents storage is one of the most useful tools of Hyper. This tool is used as a Drop Box, for the documents and the files that related to Client / Supplier / Project. Hyper provides its users with an unlimited storage space and a maximal files size of up to 200MB for each file.
The documents tab displays all of the files and documents which are related to the current Client / Supplier / Project and allows a customized sorting and filing.
The Documents tab displays the documents tree of the Client / Supplier / Project card which contains all of the folders and files related to the selected Hyper card.
After creating a new Hyper card this tab will be empty. The user can create new customized folders or use the default folders (as defined in the Agencies tab of the System Fundamentals), for the related documents and files of this card. The system allows to save the related files and documents into the required folders and for each file displays an icon that presents the type of the file. Each folder and file has a checkbox that makes the action buttons available, as described below.
There are few actions available is this tab:
- Search for a File / Folder
- Create new folders
- Manage files and documents
- Attachment file conflict wizard
Search for a File / Folder
At the top of this tab there is a searching field. The required file / folder will be marked while typing the searched name of file. Use thebutton to see the rest the search results. There are few action buttons at the top of the documents tree that are available according to the selected file / folder:
|Sort Children by their Names (A-Z)||Sort the files and documents of the selected folder by their names.|
|Move Node Up / Down||Move the selected file or folder up / down.|
Create New Folders
In order to create a new folder, mark the required node (the main folder or any other customized folder) and press thebutton and choose the required title for the new folder. This title can be modified be using the button.
Manage Files and Documents
Adding and editing files can be done by using the action buttons:
|Add File||Add a file from the local computer to the selected folder.|
|Scanner / Virtual Printing||
Add a file from the scanner or from a virtual printer. In the "Scan into Hyper" window, choose the required action. Fill in the title for this file and press thebutton, at the bottom of the window. After scanning / importing the required documents, press the button.
Please note - in order to scan multiple A4 Pages and store them as PDF file, use one of the following options:
|Create a New Document||Add a new document from the documents templates.|
|Capture Screen (Desktop) Image||Capture the screen image and set the required borders of the captured image. Press thebutton and choose a title for the image (The default title will be the time stamp of the screen capture). This image file will be added to the selected folder.|
After checking the checkbox of the required file, the following action buttons will be available:
|Rename||change the name of the file / folder.|
|Send by Email||Send the selected files by Email.|
|Download Selected Files to Local Disk||Save the selected files to the local disk.|
|Selected Files Authorization||Define authorizations for the selected file and make it available for these authorized user and groups only.|
|Delete File / Folder||Delete the selected file / folder.|
|Move selected files into this folder||In order to move file to other folder, check the checkbox of the file, mark the required folder and Then press this button.|
|Duplicate selected files into this folder||In order to copy file to another folder, check the checkbox of the file, mark the required folder and Then press this button.|
Attachment File Conflict Wizard
The user can double click on a file in order to open and edit the file. After editing the file, the user should save it and click thebutton. Hyper automatically checks the version of every file, in order to verify that the user have saved the right version of the file in this documents tree. Hyper compares the version of the file on the local disk with the version of the file in the system and displays the following window if there is no match:
This window presents the details of the file on the local disk and its server copy details. The user can view each of the versions by pressing thebutton. After viewing the files, the user can choose one of the following options:
|This is the right Version||Click this button on the right version side.|
|I don't know or can not make this decision - Make no change and close this window.||When choosing this option, the system will close this window without making any changes.|
default folders for clients documents tree
In the Agencies tab of the System Fundamentals, define the required folders in the "Client's Default Doc Folders List" that will be automatically created in every client card.
Define documents file formats
In the Attachments & Templates tab of the System Fundamentals, in the top table, define the allowed files Extensions (in addition to the default file extensions accepted by Hyper).
In the Attachments & Templates tab of the System Fundamentals, add the required documents to the second table (New Docs Templates). These documents will be available for the users and can be opened and edited according to the requirements and needs.