How to Link Documents to MKG

Document Management

Open the 'Documents' tab in the desired module. Then, for example, drag an e-mail message with attachment from your e-mail program into the tab in MKG. Release the mouse when a 'plus' appears under the mouse pointer. The 'Document Maintenance' screen now appears, where some choices can be made.

At the top you will find the option to save only the e-mail message and to link an attachment. If there are multiple attachments, make a selection here of the attachments that should be linked. The Description can be filled manually with additional explanation about the name and/or contents of the file. One or more Categories can also be selected. By using document categories, the different files can be identified separately. Commonly used categories are drawings and certificates. The categories are recorded in the Document Categories table.

Add Options

Add options determine how to handle the physical file being linked. You can copy or move the physical file, or create a shortcut or reference to the physical file:

• 'Copy to the Document Folder': a physical copy of the document is placed in the document folder defined in the administration settings; the original survives at the location.
• 'Move to the Document Folder': a physical copy of the document is placed in the document folder defined in the administration settings; the original does not survive at the location.
• 'Include as a Shortcut in the Document Folder': the physical file only persists on location; in the document folder defined in the administration settings, a *.lnk is created that refers to the original.
• 'Include as a Reference to Physical File': only a reference is created to the physical original; nothing happens in the document folder defined in the administration settings.

Management Options

The management option determines whether documents must be copied during process transitions (from BOM to calculation to production):

• 'Do Not Include Document': the document is not moved from its original location and can only be found there after linking in MKG.
• 'Create Link to Document': a reference is added to the existing document link.
• 'Copy Document': a copy is made of the existing document link (incl. new physical file).

References

The reference is automatically filled with the process or module selected at the time of linking. It is possible to manually extend the references to other processes. The advantage of this is that this file is also visible in those processes under the 'Documents' tab without having to be linked again.

Sales Document Options

In addition to the general copy options, MKG has document options specifically for sales. These can be set up via the gear wheel for all collections of document links, for example the link Sales Quote [vofh] » Documents.

Managing documents

The Documents module offers the possibility to call up all documents linked in MKG, regardless of which module. Please note that - depending on the quantity - loading all linked documents (without applying a filter) may lead to performance issues.