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International Alert Users Association Conference
November 7 & 8, 2013
Lisa Segree
What are Alert Attachments?
Any electronic document or image you want to store with your Alert data
Attachment ExamplesTicket delivery directionscustomer purchase orders
Customer insurance certificatessigned bidstax exempt forms
Sales Itemsphotosmanufacturer flyers
Rental Class & Fixed Assets user manualmaintenance manualcheck-in checklistphotos
Venuelayoutsmaps
Work Orderparts ordered
Why use Alert Attachments? 1. Ease of access – having everything you need to run your business accessible from one program - Alert
Why use Alert Attachments? 2. Accessible by all* Alert users
Files are no longer stored on one workstation or hiding in someone’s email
Example: Counter staff can attach insurance forms at the counter and the accountant can access them from the back office.
(*with appropriate security level)
Why use Alert Attachments? 3. Organization – files at the right place at the right time
Why use Alert Attachments? 4. Better Customer Service
Never again waste a customer’s time searching for their insurance or tax exempt forms
Why use Alert Attachments? 5. Give your customers confidence
Have equipment user guides available to printHave all the details for common venues
available (maps, room dimensions, ceiling heights, maximum capacity)
Questions onAttachment Basics?
Creating Attachments
Attachments are created using programs on your workstation
File TypesYou can use any* file type Your workstation must have the appropriate program to open the file type (just like email attachments)
*Some types of attachments must be specific file types
Common Attachment File TypesMicrosoft Word
Adobe
Microsoft Excel
Windows Picture Viewer.jpeg
.xls/xlsx
.doc/docx
*PartyCAD files need to be saved as pdf files
Creating Attachments Creating attachments is as simple as creating a document in Word, Excel, etc.
The trick is saving it in the right place on the server
Here comes the tricky part – get ready….
Basics of Saving Attachments 1.All attachments must be saved on the server
2.All files must be saved in very specific folders on the server
Basics of Saving Attachments 3.Alert will tell you exactly where on the server to save each attachment
4.The attachment screens in Alert store the file name, so that Alert knows which file to access from the specified folder
Step 1:Create files on workstation in appropriate program
Step 1:Create files on workstation in appropriate program
Step 2:Save files on server in specific folder
Step 1:Create files on workstation in appropriate program
Step 2:Save files on server in specific folder
Step 3:Use Alert on workstation to access file stored on server
Step 1:Create files on workstation in appropriate program
Step 2:Save files on server in specific folder
Step 3:Use Alert on workstation to access file stored on server
Step 4:Alert opens the appropriate program on workstation to view document. It can be printed from this program
Storing Files on the ServerAll files for attachments must be stored on the server, in specific folders
Just like a filing cabinet customers
attachments
Media
How do you know where to save the attachment on the server?
All files for attachments must be stored on the server, in specific folders
Alert uses screens like this to direct you to the folder on the server where you need to save the file
Retrieving AttachmentsThe attachment screens in Alert store the file name so that Alert knows which file to access from the specified folder
Saving Attachments on the Server
On the workstation
Right click on Desktop
Select New…Shortcut
Creating a desktop shortcut to the attachment folders on the server:
Saving Attachments on the Server
Browse to the network server and find the attachment folder specified in Alert
Creating a desktop shortcut to the attachment folders on the server:
Saving Attachments on the Server
Linux/Unix (Samba Share) WindowsTicket\\alert_linux\attachments \\servername\alertwin\content\attachments Customer\\alert_linux\attachments\cust_key# \\servername\alertwin\content\attachments\cust_key# Venue\\alert_linux\attachments \\servername\alertwin\content\attachments Sales\\alert_linux\attachments \\servername\alertwin\content\attachments Rental Class\\alert_linux\attachments\safety \\servername\alertwin\content\attachments\safety Fixed Asset\\alert_linux\attachments\safety \\servername\alertwin\content\attachments\safety Media Files\\alert_linux\attachments \\servername\alertwin\content\attachments
*these are not exact but similar to what it should look like
File Naming ConventionsUse all lower case lettersDo not use spaces or special characters in the file name (can use numbers and underscore)Keep the name short (8-10 characters long for most types of attachments)
Questions on creating and saving
attachments?
* New to Version 15
Setup
Codes SetupCounter 3Process safety notes/attachments at counterOn reservations,
contracts, or both
Sales Items
Sales
SalesEditattachments
SalesEdit attachmentsF5 Add
SalesEdit attachmentsF5 AddDrop down box choose
file name
SalesEdit attachmentsF5 AddDrop down box choose file nameCtr? = view/print
at the counter
Questions on Sales Itemattachments?
Customer
What makes a good Customer attachment?
It's unique to this customer, but applies to more than one ticketApplies to one job but multiple tickets
Examples: Credit applications, tax exempt forms, customer purchase orders, insurance certificates
Customers
CustomersEdit Attachments
CustomersEdit AttachmentsF5Add
CustomersEdit AttachmentsF5AddDrop down box choose file name
CustomersEdit AttachmentsF5AddDrop down box choose file nameCtr? =view/print
at the counter*Most customer
attachments are NOT viewed at the counter
Notes on Customer attachmentsCan be viewed/printed at counter if marked Can be added from the ticket or work order attachments screen
Questions on Customer attachments?
Purchase Order
What makes a good PO attachment?It's specific to the vendor or items
Example: Packing slip from the vendor, documentation from the vendor specific to the items (model numbers), quote from the vendor, signed copy of ticket from the customer for special orders
Purchase Order
Purchase OrderEdit Attachments
Purchase OrderEdit AttachmentsF5 Add
Purchase OrderEdit AttachmentsF5 AddDrop down box choose file name
Purchase OrderEdit AttachmentsF5 AddDrop down box choose file name
Questions on POattachments?
Work Order
What makes a good Work Order attachment?
It's unique to this repair
Example: Receipt for parts from outside vendors, warranty information
Work Order
Work OrderEdit Attachment
Work OrderEdit
Attachments F5 Add
Work OrderEdit
Attachments F5 AddDrop down box choose file name
Work OrderEdit
AttachmentsF5 AddDrop down box choose file name
Notes on Work Order attachmentsViewed/printed at counter Can be added to Estimates
Questions on Work Order attachments?
Ticket
What makes a good Ticket attachment?
It's unique to this ticket, this event
Example: Layout of tables for a wedding reception
Ticket
TicketEdit attachments
TicketEdit attachmentsF5 Add
TicketEdit attachmentsF5 AddT=Ticket
C=Customer
TicketEdit attachmentsF5 AddT=Ticket
C=CustomerDrop down box choose file name
TicketEdit attachmentsF5 AddT=Ticket
C=CustomerDrop down box choose file name
Notes on Ticket attachmentsViewed/printed at counter Can be added to Reservations and Contracts*
*depending on setting in Codes Setup
Questions on Ticket attachments?
Venue
What makes a good Venue attachment?
It's specific to the locationApplies to more than one ticket, event, and customer
Example: Maps and measurements of rooms, photos of décor, delivery, and contact info
Codes Setup
Codes SetupVenue venue
attachments tabEdit addDrop down box
choose file attachment
Codes SetupVenue venue
attachments tabEdit add
Venue attachment - \\servername\alertwin\content\attachments\
Codes SetupVenue venue
attachments tabEdit addDrop down box
choose file attachment
Codes SetupVenue venue attachments tabEdit addDropdown box choose file attachmentCTR? =view/print
at the counter
Venue\\servername\alertwin\content\attachments
Notes on venue attachmentsCan be viewed/printed at counter if marked CTRCan be added on the fly from the ticket venue dropdown
Questions on Venueattachments?
Rental Class & Fixed Asset
Safety Notes, Attachments & Media Files
The Rental Class and Fixed Asset records have two kinds of safety notes
Traditional Safety Notes – printed text notes Attachments – files in many format types
They can also both have Media FilesJPEGsPDFs
Safety Notes
Attachments
.doc/x
.xls/x
.jpg
Traditional Safety Notes
Traditional Safety NotesPrinted text noteDefault to print the first time the contract is printed, can be selected after that, will always pop up with the option to printAlways include: customer name, ticket number, item number and description, and date and time of printing Example: Safety instructions, critical specifications,
special handling requirements
MacCaughey & Ballard Constr. Bid# 235946 Print Date: 28-OCT-08 15:02:50
MacCaughey & Ballard Constr. Bid# 235946 Print Date: 28-OCT-08 15:02:50
Traditional Safety Notes vs. Attachments
Traditional Safety Notes are great for insurance purposesget a signature as proof that your customer was given
safety instructions or additional safety gear was offered
always include the ticket info, customer name, equipment and time stamp
Traditional Safety Notes always default to print the first time you print a contract
Traditional Safety Notes vs. Attachments
Attachments can be in any formatUse manufacturer provided safety instructionsUse VSI-FAX to email these along with the ticket to a
customer (must be pdf)You can always use a combination of both!
Use manufacturer provided safety sheets Get a signature and have proof of contract, customer,
equipment and time stamp
What makes a good Rental Class Attachment/Safety Note?
It applies to all or most of the items in the rental class Something you want to view/print at the counter about these items
Example: user guides
What makes a good Fixed Asset Attachment/Safety Note?
It applies to just a few items in this Rental Class Something you want to be able to view/print it at the counterFixed Asset Traditional Safety Notes override Rental Class Safety Notes and will print instead of the Rental Class Note Example: The user manual for the one Bobcat brand
skid steer you own
Traditional Safety Notes
Setup
Codes Setup
Codes SetupRental Class
Note Library Tab (even for FA notes)
EditAdd
Codes SetupRental Class Note Library Tab (even for FA notes)EditAddEnter Key -often RC # or descriptor (like FUEL)Rental or Sales
Codes SetupRental Class Note Library Tab (even for FA notes)EditAddEnter KeyRental or SalesSeq allows you to put more than one note per key Enter in note text, save
Codes SetupStoreSafety Notes Queue
(for each user)
Rental Class and Fixed Asset
Safety Notes and Attachments
Rental Class/Asset
Rental Class/AssetEdit Safety Notes
Rental Class/AssetEdit Safety NotesF5 Add
Rental Class/AssetEdit Safety NotesF5 Add
113
Safety Notesunder Key
Attachmentsunder Attachment
Rental Class/AssetEdit Safety NotesF5 AddDropdown box choose note
Rental Class/AssetEdit Safety NotesF5 AddDropdown box choose noteText will appear in preview box
Rental Class/AssetEdit Safety NotesF5 AddEscape, then enter (to get out of safety note add)Dropdown box choose file attachment
Rental Class/AssetEdit Safety NotesF5 AddEscape, then enter (to get out of safety note add)Dropdown box choose file attachmentChoose Y or N for include at the counter
Notes on Rental Class and Fixed Asset Safety Notes/Attachments
Have the option to view/print at the counterAttachments for Bulk items can now be added to the Fixed Asset*
*New in V15
Questions on Rental Class and Fixed Asset
safety notes and attachments?
Media Files
Notes on Media FilesJPEG images or PDF files -only one per RC/FA record
JPEGs Images of your Rental items can be viewed when
searching for rental items at counter Need to be small size photos
PDFsAny PDF file you don’t want to always pop up at the
counter to view/printShow as Red X in the searchCan still be viewed at counter
Why use Media Files?New counter staff and warehouse staff can easily view items so see what they are or show them to a customer
Oneida Surge Oneida MetraMini Excavator Mini Excavatorwith Bucket with Auger
Why use Media Files?Gives you the option to Attach PDFs (like repair manuals) that you want to store with your item but you don't want to pop up with every contract
Rental Class
Rental ClassAdd file name
Assets
AssetsSpecs tabAdd file name
Questions on media files?
Example:Ticket, Customer, Venue
(all 3 can be added at the counter)
From the Counter ` How do venue attachments get added to the ticket?
By adding a venue to the JO/PO box
F4 Name
F4 NameSelect a venue from listAttachmentsMarked ctr added to Ticket attachments
Can add on the fly at the counter from here
F4 NameSelect a venue from listAttachmentsMarked ctr added to Ticket attachments
Can add on the fly at the counter from here
TicketEdit attachments
TicketEdit attachments
Ticket attachment added at the counter
Venue attachments appear here because the venue is added to the JOB/PO box
Customer attachments appear on the ticket because it was added to the customer account and marked ctr, but could be added at the counter
Save/print pop up box
Save/Print pop up boxCheck the attachments to view to screenClick print
Save/print pop up boxCheck the attachments to view to screenClick printView/print from program they open in
Example: Rental Class and Fixed Asset: Attachments, Safety Notes, Media Files and Sales attachments
F5 Rent
F5 RentRental Item search or keyword searchClick on PICT
F5 RentRental Item search or keyword searchClick on PICT
F5 RentRental Item search or keyword searchClick on PICTUpper image Rental Class Media FileLower image Fixed Asset Media FileClick on thumbnail to view
F5 RentRental Item search or keyword searchClick on PICTUpper image Rental Class Media FileLower image Fixed Asset Media FileClick on thumbnail to view
(Rental Class image)
F5 RentRental Item search or keyword searchClick on PICTUpper image Rental Class media fileLower image Fixed Asset media fileClick on thumbnail to view
(Fixed Asset image)
F5 RentRental Item search or keyword search or calendar availability screenClick on PICT
F5 RentView Fixed Asset specifications
F5 RentView Fixed Asset specificationsF9 PDF
Save/print pop up box
Save/print pop up boxCheck the attachments to view to screenClick print
Save/print pop up boxCheck the attachments to view to screenClick printView/print from program they open in
Nikki’s Construction Contract #157257 Print Date 28-OCT-12 14:15:128444-0002 Mini Excavator
Questions on attachments from the counter or work
order?
Notes on Emailing AttachmentsMust have VSI-FAXAll attachments you wish to send must be in PDF formatAttachments must already be linked to the ticketChoose which ones you wish to sendSame process for both tickets and WO
Save-view/fax/select printer fax/email screenOK
Save-view/fax/select printer fax/email screenContinuePop-up box
Save-view/fax/select printer fax/email screenContinuePop-up boxCheck the attachments to include in emailClick print
Save-view/fax/select printer fax/email screenContinuePop-up boxCheck boxFax/Email
Questions on emailing attachments?
Step 1:Create files on workstation in appropriate program
Step 2:Save files on server in specific folder
Step 3:Use Alert on workstation to access file stored on server
Step 4:Alert opens the appropriate program on workstation to view document. It can be printed from this program
Questions on attachments?
FINISH