Creating, Importing, or Scanning Documents
Chronicle stores copies of everything that you would traditionally have put into a paper file. For example, when you get the signed contract or work order from the client, you would scan those documents into Chronicle. This saves space since you no longer have to maintain bulky paper files for every job. It makes sure documents never get misplaced. And it makes all material related to a job available to anyone who needs it without having to find whoever has the file.
There are multiple places from which to add a document:
- On the sub-tab for documents in the job file, click the Add button. Indicate what department the document is for, what document you are attaching, and where Chronicle should get the document from.
- Right click on a job in a job list to add a new document.
- Select the Quick Add menu to add a new document. Then select which job/person the document is for.
Department: Pick the department the document is associated with. Every document must be associated with a department.
Meets Requirements For: This lists each document that’s defined for the department you just picked. (See Defining Standard Documents) If you’re adding a defined document, click the name in this list: Chronicle automatically fill in the Name and Source for the document you picked.
Name: Enter a name that describes the document you are adding. Chronicle automatically fills this in if you picked a defined document above, but you can change this if needed.
Source: Indicate where Chronicle should get the document:
Import Photos or Images: This lets you import graphics (.jpg, .bmp., .gif, .tiff, etc.). Use this for photos from a digital camera or for forms that you’ve already scanned in and saved on your computer.
If you pick this, you’ll be able to select files to import after you click Next. When selecting files, Ctrl-A selects all of the files in the folder you’re looking at. You can also hold the ctrl or shift keys down to multi-select files.
Once you import images, you’ll see them in Chronicle’s image viewer; see Viewing Images and Scanned Documents.
Scan a Document: If you have a scanner hooked up to your computer, this lets you scan documents directly into Chronicle.
Create New Document: This creates a new blank document of the type you pick.
Attach Existing Doc...: This lets you attach any existing file. This would include Xactimate estimates that have been exported to Acrobat (.pdf) files, Word or Excel files, and so on.
Security Level: For job documents that should be accessible to all employees, leave this set to 2. If the document contains confidential information, set the security level as appropriate.
Status: Leave this set to Active.
Depending on what you’ve picked, Chronicle will then bring up a dialog for picking a file, scanning options, etc.
When done adding or adjusting the document you are adding, just close the document viewer and Chronicle will save the document.