Repository Manager, Documents, and Images

The ability to associate documents is found throughout the system and can be used to link items such as drawings, blueprints, and procedural files to records.

Documents can be associated directly to the following records in JobBOSS²:

• Customer Codes
• Employees
• Vendors
• Work Centers
• Inventory Items (i.e. purchased parts) / Estimates (i. e. manufactured parts)

Documents and Parts

Documents associated with defined parts will also be available for review in the details of records where those parts are present. Examples of this functionality include:

• Quote line items
• Order line items
• Bill Of Material line items

In addition, PDF files associated with a defined part can also be marked to print along with the following reports and / or forms generated in JobBOSS²:

• Traveler
• Packing List
• Order (Work Order)
• Acknowledgment
• Cert (Certification)
• PO (Purchase Order)
• Quote (Customer Quotation)
• RFQ (Vendor Request For Quotation)
• Invoice (Customer Invoice)
• CAR (Corrective Action)
• NC (Non-Conformance)
• Return (Customer Return Authorization)

Document Naming

Documents added to the same file in the Repository Manager must have unique names. If you attempt to add a document with a name that already exists within the file, a validation box will appear and you will have to create a different name to proceed.

• Extensions make a name unique.
• For example, you may add both blueprint.docx and blueprint.pdf to the same file.

Any type of file can be associated with any of the records listed above, however only PDFs and image files (which are converted into PDFs upon printing) will print with associated JobBOSS² reports.

Files that need to be associated as documents must be loaded in the Repository Manager and need to be accessible by the user that is trying to attach them.

The ability to associate images is found on specific records where it could be useful to see what a person or item looks like. When available, images can often be printed on related badges or reports.

Images can be associated directly to the following records in JobBOSS²:

• Employees
• Work Centers
  • Images associated with Employees and Work Centers will print on Employee and Work Center Badges, respectively
• Inventory Items (i.e. purchased parts) / Estimates (i. e. manufactured parts)

Images can be removed from records by using the Remove Image button, but they will remain in the Repository Manager.

Image Naming

Images added to the same file in the Repository Manager must have unique names. If you attempt to add an image with a name that already exists within the file, a validation box will appear and you will have to create a different name to proceed.

• Extensions make a name unique.
• For example, you may add both part1.png and part1.jpeg to the same file.

Any type of image file can be associated with any of the records listed above, however .jpg / .jpeg files are recommended.

Files that need to be associated as images must be loaded in the Repository Manager and need to be accessible by the user that is trying to attach them.

System Location: User Options (Welcome) Dropdown > Repository Manager

The Repository Manager is a virtual directory where files are located for the purpose of being associated with records in JobBOSS² as either documents or images. Access to these files is determined by a combination of Document Groups and security settings within the Repository Manager.

Document Groups

Document Groups allow users to be grouped together for the purpose of providing access to specific files they may need to attach to records in JobBOSS².

• The system contains an Administrators and Users Group by default, neither of which can be deleted
• Additional groups can be created as needed
• A user can be a member of multiple groups

For more information see Document Groups.

Repository Manager Features

Within the Repository Manger, users will find the following options.

A user's ability to access these options as they relate to a particular directory folder depends on the level of security granted to the Document Groups they belong to.

Repository Directories Window

Repository Manager Security Settings

Once users are assigned to Document Groups, settings in the Repository Manager determine what files members of each group are able to see by designating the security of a directory folder as View, View and Edit, or none (left blank.)

The child folders inherit security settings from the parent folder.

View Only

• Members of the group can:
  • View / download files from the folder
  • Attach files to records stored in the folder

View and Edit

• Members of the group can:
  • View / download files from the folder
  • Attach files to records stored in the folder
  • Add files to the folder
  • Replace existing files in the folder
  • Delete files from the folder
  • Create sub-folders for the directory
  • Rename the folder
  • Delete the folder
  • Edit security settings for the folder

Both View and Edit must be selected in order for these options to be available.

None (View left blank)

Members of the group are not able to see the folder or any associated files.

For more information see Using the Repository Manager.