International Alert Users Association Conference November 7 & 8, 2013 Lisa Segree

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

.pdf

*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

.pdf

.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