Adding document files with drag and drop

In PANTHEON DMS, a drag-and-drop method has been added, allowing you to import or add documents (e.g. price lists, contracts, etc.) to Documentation.

Using this method, documents can be added anywhere on PANTHEON forms.

HINT Generally speaking, drag and drop means that the user can select a file by "grabbing" it and "dragging and dropping" it at another location. For example, the user can grab a file on their computer screen and drag and drop it at another location on the screen.

WARNING Documents can be dropped anywhere on PANTHEON forms using the drag and drop method. This means that documents can be added on all forms, even on those on which Documentation is not integrated by default, for example, on Balance Sheets, Chart of Accounts, Item Categories register, etc. (by dropping a document on a form, the Documentation functionality is automatically integrated on that form). By default, the program adds a new document to Documentation when the document is dropped, or adds a document file to an existing document if this setting is selected on the entry form. When data and documents are dropped, they are stored in the database. The link to the corresponding documents and registers is created automatically.

Here are some use cases that can help you understand how this feature works.

CASE SUMMARY The person responsible wants to attach an additional document to the archived servicing document in Documentation, i.e. the agreed form template for tracking customer claims. The person responsible also wants to add the contract that has just been concluded with the supplier to the Subjects register and, finally, the internal rules on the classification of items to the Item Categories register. All this is done using the drag and drop method: Adding files to a Document in the Documentation using the drag and drop method Adding files using the drag and drop method anywhere on the form Adding files using the drag and drop method anywhere on the form on which Documentation is not integrated

1. Adding files to a Document in the Documentation using the drag and drop method

Using the feature for searching in Documentation, the person responsible searches for and marks the archived servicing document: 22-DMS0-000015.

To the above mentioned document, the person responsible wants to add a new document: the customer claim form.

To do this, the person responsible selects the Files tab and uses the Documentation method to transfer the desired document to Documentation.

This opens the Scan/Import documents form.

In the form window, the person responsible enters the following data in the fields:

• Subject: the person responsible selects Tecta Plc., because the document to be added is a Tecta's internal document.
• Classification: 33 – Servicing documentation, because the document to be added is classified as servicing documentation.

The form is closed by clicking the Confirm button.

After the process is complete, the person responsible can see the successfully added document on the Files tab.

Hint Multiple files or folders can also be added same way as seperate file.

2. Adding files using the drag and drop method anywhere on the form

Next, the person responsible wants to add the contract received from Alianz to Documentation.

First, the person responsible opens the Subjects register.

The person responsible can drop the signed contract file anywhere on the form when the drop icon appears.

WARNING Using the drag and drop method, documents can be dropped anywhere on PANTHEON forms, in this case anywhere on the Subjects register form. This saves time, because you do not need to search for a specific buyer, supplier, etc. The program automatically classifies the document and links it to a specific subject if this has been previously defined in the Scan/Import documents window.

The program opens the Scan/Import documents window for adding documents, where the dropped file is displayed.

In the window, the person responsible selects the following:

• Subject: Intersport Ltd, because the contract is related to the relevant business partner and the document should to be linked to it.
• Classification: 261 – Contracts, because this is a contract and should be classified as such.

The process is completed by clicking the Confirm button.

When the selected Alianz subject is searched for in the Subjects register, the person responsible can see the document that has been added using the drag and drop method in the Documentation panel, as seen in the image below.

3. Adding files using the drag and drop method anywhere on the form on which Documentation is not integrated

The person responsible wants to add the document on internal rules, i.e. Item Categories Act to the Item Categories form.

Documentation is not integrated on this form by default.

Nevertheless, the person responsible can drag the file from the desired location on the computer and drop it anywhere on the form when the drop icon appears.

The program opens a form window to link the form and the PANTHEON DMS system: Link form and DMS Archive.

In this window, the person responsible defines the following:

• Archive: DMS0 – The default archive for Documentation.
• Classification: 011 – Internal organization rules, because this document refers to internal rules.

The process is completed by clicking the Confirm button.

The program opens the Scan/Import documents window for adding documents to Documentation, where the dropped file is displayed.

• In the window, the person responsible selects the Subject: Tecta Plc., because this is Tecta's internal document and should therefore linked to Tecta.
• Classification is already specified in the window, because it has already been defined it in the previous step.

The process is completed by clicking the Confirm button.

The document viewer window appears on the screen so that person responsible can see that the document has indeed been added to Documentation.

If the person responsible closes Item Categories register and wants to check the linked documents in Documentation at a later stage, the person responsible can do so by clicking the Data Import/Export button and the Show Documents option.

HINT On the forms where Documentation is not integrated, the same feature is available using the document viewer. For more information on the Info feature , which displays information about documents, such as links, metadata, files, conversation log, see chapter Document information.