Reference Documents

About Reference Documents

A reference document is a file (for example, a Word document or an image) that contains supplementary information that users need to view while they are working.

In the case of Rounds, a reference document contains supplementary information about a Checkpoint that you might want device users to be able to see while entering a reading value for that Checkpoint.

For example, if a user is supposed to take several readings on the same piece of equipment, you might want them to be able to access an image dictating the exact locations at which the readings should be taken.

You can link new or existing Reference Document records to Measurement Location records via the Reference Documents section of the datasheet for the Measurement Location record.

Note: You can access all associated reference documents for a Measurement Location record only when you are connected to a network.

Use Reference Documents on a Device

Before You Begin

The device on which you want to display the reference document must contain the necessary software application for displaying the reference document type. For example, if a reference document is a Microsoft Word document, the device must have a word processing program, such as Mobile Word, in order to view the reference document on the device.

In addition, if you are creating a reference document to display an image in the workspace for a Checkpoint on a Route, the image must be a compressed file type (for example, .png or .jpg), and the size of the image file must not exceed 100 KB.

Procedure

Create a Reference Document record for the reference document.

Note: Ensure that the reference document is an internal reference document (that is, it is stored in the APM database).
Link the Reference Document record to the Measurement Location record representing the Checkpoint that is associated with the reference information.

Note: The reference document that you see on the device is the reference document that is stored in the APM database. The original reference document, however, is stored in the location specified by the file path in the Reference Document record (that is, a network drive or local computer). If the original document is modified, you will need to manually update the corresponding Reference Document record so that device users can see those changes.

Note: For more information, please refer the Add a Reference Document topic in the Record Manager documentation.

Link a New Reference Document Record to Measurement Location Records

Procedure

Access the Route that contains the Measurement Location that you want to associate with a reference document.
Select the corresponding Measurement Location node.
The contents of the Measurement Location record are displayed in the workspace.
In the workspace, select the Reference Documents tab.
The Reference Documents section appears.
In the upper right corner of the Reference Documents section, select .
The Add Reference Document window appears.
In the ID box, enter an ID for the reference document. The ID is what appears to the device user on the Ref - Docs page when more than one Reference Document record is linked to the Measurement Location record.

Tip: You should limit the length of the ID to optimize display on the mobile device.
In the Description box, enter a description of the reference document.
In the Document Path box, select .

The Edit Document Path window appears.
Select the desired document or provide a path to it, and then select Save.

The Document Path box is populated with the path to the selected file.
Select OK.

The Document Path box is populated with a link to the document.
Select Add Reference Document.

The new Reference Document record is linked to the selected Measurement Location record and appears in the Reference Docs section. In addition, if you selected Store Document, a copy of the reference document is saved to the APM database.

Results

After the Measurement Location record is downloaded to the device, the device user will be able to view the reference document.

Link an Existing Reference Document Record to a Measurement Location Record

Procedure

Access the Route that contains the Measurement Location that you want to associate with a reference document.
Select the corresponding Measurement Location node.
The content of the Measurement Location record are displayed in the workspace.
In the workspace, select the Reference Documents tab.
The Reference Documents section appears.
Select .
The Search window appears, and the Reference Document family is selected in the search box.
Search for the desired Reference Document record, select it, and then select OK.
The selected Reference Document record is linked to the selected Measurement Location record and displayed in the Reference Documents section.