Linking Documents within CMMS

Note: Please see the folder and file structure needed on the share drive for your site/department.

1. S:\maintXXX or S:\ILS

2. MaintXXX should have a folder for the following: Pcard, Shippers, & Receipts. ILS will have a folder for RMA & Quote.

o The “Receipts” folder will hold all Receiving documents for site to site transfers and receipts from a vendor.

3. Under each folder you should have folders by “Year”. Within the “Year” folder you should have folders for each month.

4. Use the naming convention below to save the document into the corresponding folder.

Here is an example S:\maintsuu\Receipts\2011\Receipts 2011-01{Jan}

Note: Use the naming convention below for each of the items you link within the Item Request or Acquisition Document.

Documents you may link to an Item Request.

P-Card Form – PCARD_IR_XXXXX

Shipper Form – Shipper_IR_XXXXX (Used for transfers from site to site)

Receiving Document – Receive_IR_XXXXX (Used for transfers from site to site)

Documents you may link to an Acquisition Document.

Acquisition Document Receipt – Receipt_AD_XXXXXXXXXXX

Return Merchandise Authorization Number – RMA_AD_XXXXXXXXXXX

Quote – Quote_AD_XXXXXXXXXXX

Note: If you have more than one to link to an IR/AD please use a _01, _02, etc. (i.e. Receipt_AD_XXXXXXXXXXX_01)

1. To associate any of these with the Item Request or an Acquisition Document you should be in the corresponding module.

2. Click on the Tools menu and then the Links command as shown above, then click on the add New Link icon in the Create / Edit / View Links window.

3. Next, Enter the IR/AD Title (This should be done by using the naming convention above), Description and Data Division as shown below. Use the Lookup icon and set the Data Division to the specific Data Division Category for the Site.

4. Use the “Type” selection window and set Type = Network File. Use the Browse button to access the network file server and go to the applicable IR/AD file stored on the network file server as shown above.

5. Set the “Accessible From” radio button to “Related records only” as shown above.

6. Once you have filled in all fields and selected the correct radio button, the file can be saved.

7. After saving the document it will be linked to the appropriate IR/AD and you will see it linked in the Create/Edit/View Links window. If you select it, it will open the document in a separate window.