9th page - Links and References

On 9 We can link external documents and records from other K2 modules to records on the 9thpage. The Attached Processes section displays the workflow processes which relate to the record.

Picture: Suppl./Cust. 9. Page chapter).

With the use of the Attach Document button on the 9th page, it is possible to choose documents to link even with the link type. After first pressing of this button the menu with types of documents relations will be opened. Type of cash voucher. The selected type will be remembered and . when you press the button next time, a book with the selected type of documents will open. For the selection of a relation type of a document you can use an arrow that is placed next to this button.

The code list of document binding types can also be displayed in Clients parametres - 4. Page - button Documents types. For each type of document linking, we can select a list of documents which are enabled for this link - the button Document Types to Link types

The code list contains these linkage types:

Tax invoice,
Actual invoice to tax invoice,
Original invoice to corrective tax document,
Original invoice to discount,
General,
Corrective tax document
Discount.

pic_2226
Picture: Opened menu of doc. types

On the 9th page of a document the button Attach Ext. Document is added, which contains list of doc. types. You can insert more document together. According to the inserting document either a type is automatically selected, or menu with selection of types displays. Using of the button is analogous as at the button Attach document.

The code list contains these types of documents:

ALL: Apply original,
DS_DOC: DEMO/DSDOC, Unique transfer,
OFI: Demo/Demands, Unique copy,
OFO: DEMO/Offers, Unique copy,
PICTK2: DEMO/Pictures, Use original,
PONP: Apply original.

pic_2225
Picture: Opened menu of doc. types

Note: If the screen resolution is low, the Attached Documents grid may overlap. To adjust the grids to the screen, use the Adjust Grids on Page 9 function. The function is available on the menu of the Form/Actions/Advanced/Adjust Grids on Page 9 module.

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Picture: Action - Adjust Grids on Page 9

Documents

To particular documents or cards you can assign external documents in K2 IS. The external document is a file created by one of the Windows applications and saved in a concrete Windows folder. External documents assigned by this way you can view or edit. For editing it is used either associated application by Windows system or application set in external documents parameters. It deals e. g. on contract saved in a format of text file, photographs, charts, graphic tables, drawings, etc. Proper external documents are saved in disk directories. In K2 IS only references on these external documents that are saved in a special database are stated.

Insertion and deleting of external documents from documents

External documents you can attach, change and detach by this way:

In a Change mode (only in cards of unconfirmed documents) and in a New mode it is possible to attach external documents to document by Ins key or by pressing the button Insert ext. doc. You can detach external document by Delkey.
In allowed in Browse mode to work with external documents in confirmed documents as well by pressing the buttons Insert ext. doc. and Delete ext. doc.

By pressing Enter key. In the External documents book you can open their form.

Picture: Book Ext. documents

Basic Data (page 1)

On 1 page External documents card there are the basic data, external document history of work with, and add notes as well.

Picture: External documents - 1st Page chapter).

Field Description:

Abbreviation	Abbreviation of an external document is obligatory. Two external documents can not have the same abbreviation. It serves as an identifying code of external documents according to this you can find them.
No.	External document number.
Included to MTB	By checking of this field you can open external documents from parallel database (if it exists). Note: After checking this field the field File of ext. doc. will be changed on the field Document key.
Document type	It characterizes document type and configuration of appropriate file type in K2 too (way of copying from original folder, associated application, parameters etc.). Ext document types are described below.
Name	This item you can fill by an arbitrary name or a name of attached file will be automatically preset after pressing of the button Select. In this case a name will be given without suffix.
File of ext. doc.	Name of document file including path, whence a document of IS K2 will be opened. File can be entered only in new record. If you select file by dialog window also non-existent file could be entered. If you use the button Select, this field will fill automatically according to setting in Ext. document type.
Original file	It contains field name and complete path where the field was located before inclusion of document to database. File can be entered only in new record. If you use the button Select, this field will fill automatically according to setting in Ext. document type.
Valid from	We can write the validity of this document from a certain date on the inserted document.
Valid to	Possibility to write validity into the date of the inserted document.
Listed for	Selecting the company to which the document relates. We select it from Own Companies form (the list of companies defined for currently logged-in Client). Description of own companies we find in Administration of own companies chap.
Ext. document history	Every action, which is executed with document by K2 by user, is recorded to history of the items (inclusion of document, removal, opening, open failure, assignment to document, change header etc.). There is every action recorded, who and which action performed and in what document. The items of history aren't accessible in Change mode.
Doc. inserted by, Doc. changed by, File changed on, Changed by	These fields are entered automatically.

The button Select is accessible with inserting of a new document. Pressing the button opens the file selection dialog defined in The field Input folder in Ext. document type book When you save a new document, the appropriate actions according to document type (copying, movement, creating of new file name, ...) will performed and the field File and Original file won't be accessible.

Documents (2th page)

On 2 dpage of the Ext. Documents card the list of the records is given. To these records the document is assigned.

Picture: External documents - 2nd Page chapter).

External document types

External document types used in IS(K2).

OFO- serves to creating of offers in the Marketing module,
OFI - serves to creating of offers in the Marketing module,
PCITK2 - serves to pictures inserting.

Picture: Ext. document type book

1st page

Picture: Ext. document type - 1stpage Page chapter).

Field Description:


Abbreviation	An abbreviation of an external document type.
No.	A number of an external document type.
Input folder	Presetting of the folder (directory) in which the file selection dialog will open after pressing the button in the editing field, or after pressing the Selection button on the 1st page of documents. If this item is not entered, it will be done according to the last used folder (directory) after pressing the Selection button.
Archive folder	The folder (directory) where the file will be copied or moved so that they become part of the K2 arrangement files. The filling of this field is obligatory.
Dialog extension	The default suffix (extension) file dialog.
Dialog mask	The file type in a standard selecting dialog of files in Windows (after pressing the Selection button on the 1st page of an external document form) Individual sequences of characters in the text in the order of [name],[extension],[name],[extension], ... must be separated by a "vertical line". Eg. Text: Text files\|.txt\|Word\|.doc\|All files\|. This example of a text fill the table by 3 types of files: by text files (files with the "txt" extension), by MS Word texts (files with the "doc" extension) and by all files. If you want to have stated more file types inone line of a standard file selection dialog, you separate them with '#'. Eg. Text: Text files \|.txt\|Documents\|.doc#*.rtf
	This example of a text fill the table with text files (files with the "txt" extension) and Documents" will be displayed by dragging .pdf file (files with doc“ and „rtf“ extension) as well. If you select the external documents in a selection, the files with „doc“ and „rtf“ extension will display im a table immediately.
Starting appl.	You fill this field if you want to open an external document any other than the associated application. The name of a Windows starting file which requires to run the application is filled (including a path).
Parameters	Parameters are filled in that case that the field Starting appl. is filled. Here are entered sequences of characters of parameters specified after the file name of a starting application. Parameter '%S' will be supplied after the file name of an external document including path during runtime.
Archive name	If you need to replace an original file name by concrete name, this field will not be filled.
Type of copy	In a selection you can choose what will be done with an original file during assorting of an external document and how the file will get a part of K2 IS:
		Apply original	File won't be copied or moved and only a link of original location will be written to the database.
		Overwrite by the copy	The file will be copied to the Archive folder. If in Archive folder will be the filed with the same name, it will be overwrite by a new file.
		Overwrite by transfer	The file will be moved to the Archive folder. If in Archive folder will be the filed with the same name, it will be overwrite by a new file.
		Unique transfer (default)	The file will be copied to the Archive folder. If in the Archive folder will be the file with the same name, a new name with different number in last characters of a name will be created.
		Unique copy	The file will be moved to the Archive folder. If in the Archive folder will be the file with the same name, a new name with different number in last characters of a name will be created.

Opening and closing of external documents

The Function opening and closing of an external document you can start by following ways:

By pressing the right mouse button on the toolbar and selecting from the offered options Open doc. document and Close doc. document.
By pressing Shift+F5 key - this key work for opening and for closing of external document as well (only in a Browse mode). Press Shift + F7 to open the document location.
By Module menu Form - Actions - Advanced - Open external document/Close external document.
By pressing Enter key.

It is possible to open and close external documents:

on page 9 of document or card forms,
from the Documents table, or from individual pages of a document form.

In the both cases you set the cursor on a selected external document and run the function open (close). Difference in the procedure of open (close) will be captured in the items of external documents history in the Document column. Whereas in the first case there it can be stated e. g. Invoice out (there will be stated a book and a period) or Suppl./Cust., in the next case it will be External documents.

Open

After pressing this button an external document will be opened by appropriate application. After open K2 IS registers the external document as opened.

Open document in Directories

Press this button to open the document location directory. From this location, the document can be easily copied, for example, to an e-mail.

Closing of external documents is done in 2 steps:

Closing of external documents in an own application (e. g. MS Word).
By marking of an external document as a closed in K2 programme by this button.

Note: This icon is not in a standard setting of user panel, you can select it however.

Note: If you have an one of the documents opened, you couldn't insert a new document to the table and you couldn't execute changes to the existing documents. As well an other document can be opened after that a previous document was closed.

Note: On 1 page of documents forms or cards you can insert note with type Document by a standard way. Administration of these documents isn't further supported.

Icons for display state of document:

Icon of Opened document

Icon of Non-existent document - this icon informs about that appropriate file is disturbed or doesn't exist

Listed icons are displayed in this places:

on page 9 of document or card forms,
from the External documents table, or from individual pages of a document form.

Documents

Documents created in IS K2 we inserting on the 9 page with the button Insert document or in the Change mode and New record by Ins key. From displayed list you select type of document.

Picture: Code list Document types

By confirming of the selection the list of the documents opens and by Enter key you insert link to a required document. You can insert the documents also in bulk so that you mark the documents which you want to insert and you confirm the selection by Enter key. You save it by standard way by F2 key.

You remove an inserted record by the button Delete document (or by Del key).

Picture: The Suppl./Cust. card 9. Page chapter).

References

In some modules, it is possible to switch over References tab. It is used now especially in the web shop to attach pictures and other related files that should be displayed in web shop.

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Picture: Book Articles - Attachment - sub chapter Reference

In references, you work with Categories and Types of links.

Overview and settings of Types of links

Type	Files extensions
Document	doc, docx, odt, fodt, rtf, txt, xls, xlsx, ods, fods, csv, sylk, xml, pdf
Picture	jpg, jpeg, png, bpm, gif
Link	http:, https:, ftp:, sftp:
Other
Video	mov, avi, mp4, mpg, mpe, mpeg

Overview of categories and their default combinations with Types of links


Type	Category - Abbreviation	Use for E-shop
Document	Documents	It is displayed on Media tab in Documents section
Picture	Main picture of the detail*	For article detail, banners
Picture	Main picture - tile*	For displaying in a tile list of articles
Picture	Main picture - view*	For basket, history, icons of categories
Picture	Main picture - list*	For displaying in a line list of articles
Picture	Gallery - view in scroll bar	For a view in scroll bar of a displayed gallery
Picture	Gallery - full size	Full size of a picture from gallery
Picture	Gallery - medium-size view	For overview of pictures in the gallery
Picture	Gallery - larger-size view	It is not used at this moment.
Link	Youtube	It is displayed on Media tab in Videos section
Other	Other	It is not used for e-shop.
Video	Videos	It is displayed on Media tab in Videos section
* There can be only one picture of this category for the purposes of i-shop on the Articles card or on the other records; It graphically represents the given record.

New particular reference can be inserted by the buttons, which are displayed under tab label, by dragging the file to the table or by using Ins key. Then you can set or edit Name and Description of a reference.

Adding new reference by using the button

You can use either the Attach Document or New Item (Ins) button to insert a new link. The button with an arrow enables to insert new reference from default combinations of references types and category (see above). Dialog box for the file selection is displayed. According to a type of a link, a filter, that corresponds to the endings of the files of a given type, will be displayed. You can switch the filter off, when you choose All files (*.*) next to the field for a file name. Then you can choose file of random type. By using the Open button, the selected file will be copied on the place, which is set by the Configuration of saving of picture references function, and new record with this reference will be created in the table.

Adding new reference by file dragging

If you "drag" the file, which is displayed in a folder, into a reference table in the Change mode, an offer of categories according to predefined types will be displayed (e.g. "Document: Documents" will be displayed by dragging .pdf file). By clicking on the required option, a new Reference to the selected file will be created. Also in this case, the resource file will be copied onto the place, which is set by the Configuration of saving of picture references function, and a reference is heading here then.

Inserting new reference by Ins key

This way is not recommended, because the resource file is not copied - a reference will be created to the path specified by us.

If you press Ins key, the form for adding new link is displayed. By entering the Type of references, a selection of Categories will be reduced (K2 does not allows us enter other Type of references, than it is set in Category). Then insert the file path.

Note: Standard eshop or other K2 functionality usually work with pre-defined combinations. If you create different combination, resp. if you break set combination, it is necessary to verify, whether it is displayed by required way in the e-shop.

"Bulk" adding pictures by using Add picture for articles script

To create a series of images for publication on the web/e-shop is best to use script: for new (template e-shop) New E-shop - Add a picture to the article (Eshop_AddPicture.PAS) for responsive e-shop (older version) or E-shop - Add a picture to the article (NewEshop_AddPicture.PAS), further description of use in stated in Catalogue of scripts.