Location Documents

The Location Documents overview manages documents assigned to a location (site or POI) — for example access and delivery instructions, site descriptions or notes for the driver. Each document contains the address and coordinate data of the associated location, up to four photos, a map preview as well as comments, and runs through a review and release workflow.

Note: Location documents are only available if the Location Documents (LocationDocuments) module is enabled for the client.

1. Navigation

The Location Documents overview can be accessed from the main menu in the Master Data area.

2. Overview (Table)

The overview shows all location documents in a configurable table. Each row represents one document with its associated location.

Columns

Sorting, Filtering and Search

• Clicking a column header sorts the list in ascending or descending order by that column.
• The filter row below the column headers allows the list to be restricted per column.
• The column configuration (displayed columns and order) is stored per user and is retained after logging out.

Open a document

Clicking a row opens the document. Depending on the status, the dialog behaves differently:

• Revised documents open in read view with the workflow actions (see Section 4).
• All other documents open in the editing dialog (see Section 3).

3. Create or edit a location document

The Create or Edit dialog is used to record or modify a location document.

1. Open the dialog via the corresponding button in the toolbar (New) or by opening an existing document.
2. In the Location field, select the desired location (POI). On selection, the organisation, Name, Name 2, Location Reference and the coordinates are automatically adopted and the map preview is updated.
3. Adjust the further fields if required:
   • Group – assignment of the document to a group.
   • Phone, Description and Comment for Driver.
4. Add up to four photos. The photos can be arranged into the desired order by drag and drop (see Section 9).
5. Check the position on the map preview and adjust it if required (see Section 7).
6. Save:
   • Save – the document is created or updated.
   • Save & Release – the document is saved and released immediately (equivalent to the release action from the workflow, see Section 5).

Note: The Location field is a mandatory field. If no own photo is stored, a map section of the site position is automatically generated as the first photo when saving.

4. Displaying, commenting and releasing revised documents

Documents with the status Revised open in a read view. In this state the content fields are write-protected; only the Comment for Driver and the Group can be changed.

1. Open a revised document in the list.
2. Adjust the comment for driver or the group if required. The Save button only appears if one of these two entries has been changed.
3. Use the workflow buttons to Release or Reopen the document (see Section 5). A comment can be recorded when performing the action.

After a successful action, the overview is updated automatically.

5. Workflow actions: Release and Reopen

Location documents run through a revision workflow with the following statuses:

Marked documents can be guided through the workflow via the toolbar:

• Release: moves documents from the statuses "In Revision", "Reopened" or "Revised" into the status Revised.
• Reopen: moves documents from the statuses "In Revision" or "Revised" into the status Reopened.

Procedure:

1. Mark one or more documents in the list.
2. Click the desired button (Release or Reopen) in the toolbar.
3. Optionally record a comment and confirm.

Note: The workflow actions are only available once at least one document is marked. They are not accessible to pure viewers and to users in the clerk role. Only transitions that the respective starting status permits can be executed.

6. Move or copy a document

With Move/Copy an existing document is transferred to another location (POI).

1. Mark exactly one document in the list.
2. Select the Move/Copy action in the toolbar (or in the dialog).
3. In the dialog, determine the target location via the selection search.
4. Confirm.

If a document already exists at the target location, an additional area with the Overwrite option is displayed. The existing document at the target is only replaced if this option is set.

Note: This action is only available for exactly one marked document and is not available to pure viewers.

7. Map preview and adopting coordinates

In the dialog, a map preview shows the position of the document as well as of the associated location.

• Depending on the client configuration, the map is based on the stored map service.
• The marker point can be moved on the map; the coordinates (latitude/longitude) are updated accordingly.
• Using the Adopt coordinates to location action, the coordinates set in the document can be written back to the underlying location. Optionally, it can be specified that a renewed import of these coordinates (gateway import) is prevented.

Note: Adopting the coordinates to the location is only possible if the document is not opened write-protected.

8. Delete documents

Documents that are no longer needed can be deleted from the overview.

1. Mark one or more documents.
2. Click the Delete button in the toolbar.
3. Confirm the security prompt.

The marked documents are set to the status "Deleted" and subsequently removed.

Note: Deletion is not available to pure viewers and to users in the clerk role.

9. Linked PDF and photos

PDF document

In the PDF column, a clickable icon is displayed if one is stored. Clicking on it opens the stored PDF document of the location.

Photos

Each location document can contain up to four photos. The photos are managed in the editing dialog:

1. Add new images via the photo selection fields.
2. Adjust the order of the photos by drag and drop.
3. Save the document – the images are uploaded and stored in the defined order.

If no first photo is present, a map section of the site position is automatically generated as the first photo when saving.

10. Group filter (visibility scope)

The group filter determines which documents are displayed. The list is restricted to the selected group and – depending on the configuration – its subgroups:

• If the module for location documents is enabled for the parent group, only documents of this group are displayed.
• Otherwise, the documents of the subordinate groups are additionally included.

When the active group is changed, the overview is automatically reloaded.

11. Automatic real-time update

The overview updates automatically when a document is created, changed, deleted, moved or has its status changed by another user. This way all simultaneously logged-in users always see the current state without having to reload the page manually.

12. Permissions

The available actions depend on the role of the logged-in user:

• Create, Edit, Release, Reopen, Move/Copy and Delete are available to users with corresponding administration rights (e.g. Administrator or Dispatcher).
• Pure viewers as well as users in the clerk role are excluded from the workflow and deletion actions.
• Revised documents can only be commented on by authorised users and their group can be changed.