Embedded Files
Allows you to link scanned documents, pictures, reports etc. to a record in the system. Attachments can be linked to records such as Customers, Vehicles, Jobsheets, Invoice, Bookings etc. This can be activated from the GDS System Settings screen, shown in the screenshots below.
Once activated you will see a new menu option ( pictured below ) which when clicked with a record open will display the Attachments window, as displayed in the screenshot below. You can specify a save location for your attachments this can be a local folder or a folder on a remote server.
The buttons labelled allow you to manage the attachments for the currently active record.
1. Allows you to add an existing file as an attachment
2. Allows you to scan a new document to add as an attachment
3. View the selected attachment from the list
4. Edit details of a selected attachment from the list
5. Delete the selected attachment
6. Email selected attachments to an email address
When selecting "Scan New Document" ( 2. ) you will be presented with the below screen, from here you will be able to scan in a document and attach it to the currently open record.
As of version 5.0.11 you will now be able to scan multiple documents and save them in to a single PDF document. To do this you will first need to select your scanner from the device list by clicking button 1. once you have selected you scanner clicking button 2. will open the scanners scan utility allowing you to scan the image, once the image has been scanned it will appear in the scan window on the right.
You will then have the option to "Save to JPEG" which is a compressed image format allowing for a good quality image which takes up less space on your hard drive and "keep local copy" which will keep the scan where saved as well as being copied to the attachments folder specified in your GDS System Settings, below these are two save buttons, "Save" ( 3. ) and "Save and Close" ( 4. ).
Choosing "Save and Close" ( 4. ) will allow you to save the current scanned image and attach it to the currently active record closing the scan window. Choosing "Save" ( 3. ) will allow you to save the current scanned image and then select "Scan Image" ( 2. ) again to scan a second image, on doing this you will be presented with an extra box at the bottom allowing you to manage your scans and merge them in to a single PDF document.
Buttons 5. and 6. will allow you to order your scans in to a page order that they will appear in the PDF, button 7. will remove the scan from the list, button 8. will then process the images and create a PDF based on the order of the scans in the box. Once the PDF has been created the window will close and attach the PDF to the record.
Please email support@gds.co.uk if any part of this guide is wrong, or if you have any issues with attachments.
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