EQD: Doc-Q-Manage

The EQ/d Doc-Q-Manage module is an easy-to-use, integrated solution for implementing a paperless office.

It allows scanned images and pre-created image files to be linked to purchase orders, as well as to invoices, RFQs, and other related documents. For example, a purchase order might include a related RFQ, a signed packing slip, and client-provided artwork—all of which can be linked together through the Doc-Q-Manage system.

The Doc-Q-Manage system built into EQ/d includes a simple one-step setup option, located at Q-Send > Document Management > Doc-Q-Manage Configuration.

The Doc-Q-Manage Configuration screen contains two tabs: General and Image Type.

1. The General tab is used to maintain the Image ID numbers. This is the internal number the system assigns when images are scanned or manually entered into the Doc-Q-Manage database. It automatically increments with each new image added.

   a. This tab also allows you to monitor the size of the Image Archive and the number of images stored, by clicking the Collect Data button.

   b. You can enable the option to store A/P check replicas.

   c. You can choose to store reports in an ‘Electronic’ format when saving them in Doc-Q-Manage.

2. The Image Types tab is used to add up to 20 additional documents and/or reports to the Image Type dropdown list. To add a document or report type, click Edit and enter the description.

The Doc-Q-Manage Image Archive is a tool used to view and export images stored in the document management database. It also allows users to modify the image description and view a history of actions performed on the image (e.g., when it was viewed and by whom). The image archive can be accessed by navigating to “Q-Send | Document Management | Doc-Q-Manage Image Library”.

After loading the Image Archive screen, the system will display available search criteria to help filter existing images. You can enter filters such as image date and image type, or simply click the “Search” button to display all images currently saved in the library.

After clicking the “Search” button, images in the library that meet the specified criteria will be displayed by their unique Image ID in ascending order.

Note: Check the “Unlinked Images Only” checkbox to display only images that are not linked to any existing e-Quantum document (e.g., a purchase order, RFQ, invoice, etc.).

To add a new image to the library, click the “Add” button from the Image Library screen. The “Add Image” screen will open, offering three available options for adding images.

Important Note: Images added through the Image Library function are not initially linked to any e-Quantum document (e.g., purchase order, etc.). However, they can be linked later through various functions within e-Quantum.

Import Image from File

A pre-created image file can be added directly to the library by clicking the “Import Image From File” option.

Type the full path and file name of the file to add, or click the ellipses (…) button to browse for a file.

Enter a description and select the image type, then click “OK” to save the image to the library.

Scan Image

To add an image from a scanner, click the “Scan Image” option and select a format for the scanned file. The available formats are:

1. Bitmap (BMP)
2. Graphic Interchange (GIF)
3. JPEG (JPG)
4. Portable Network Graphic (PNG)
5. Adobe Acrobat (PDF)

After choosing a format, click the “Scan Image” button to the right of the format to begin scanning. The “Select Source” screen will open, displaying available scanners.

Select your scanner from the list and click “Select”.

Once a source has been selected, the scanner’s TWAIN driver will handle the scanning process.

After the scan is complete, a temporary file is created and marked with a green checkmark, indicating that it’s ready to be added to the library.

Enter a description, choose the image type, and click “OK” to save the image to the library.

Import from Cloud Storage

A pre-created image file can also be added to the library by clicking the “Import From Cloud Storage” option. This feature allows you to pull artwork or files from external cloud platforms such as FTP or Google Drive.

This functionality is available in the Doc-Q-Manage module as well as within Purchase Orders, Quotes, and RFQs when attaching files.

To import:

1. Select the account from which you want to import the file.
2. Enter a description and choose the image type.
3. A list of files will display—select the appropriate file and click “Select File”.

To view an existing image, click the desired image from the list, then click the “View” button. A temporary copy of the image will open in its native application (e.g., a BMP file will typically open in MS Paint).

Note: The original version of the image cannot be modified in any way.

To view an image’s properties, select the image from the search list and click the “Properties” button. This will open the “Image Properties” screen.

From this screen, users can:

• Change the image type and/or description
• Export the image to a file on the local hard drive (permissions permitting)

To export an image for use in an email or other external document, click the “Export Image” button.

A copy of the image will be saved to your local hard drive, typically in the Q2000\Temp or Q2KLocal\Temp folder.

Important Note: The exported image is only a copy. The original image remains unchanged and retains its full contents.

Images are deleted from the Image Library only, and users must have sufficient permissions to perform this action.

To delete an image:

1. Select the desired image.
2. Click the “Delete” button.
3. A warning message will appear asking for confirmation before deletion.

The strength of the document management system lies in its ability to link multiple document images. There are two ways to link images to e-Quantum documents:

1. Creating new links from within e-Quantum documents
2. Linking existing images from the Image Library to documents

A link is a connection between an e-Quantum document (e.g., a PO Line Item) and an image stored in the archive. Once linked, the image can be retrieved, viewed, and referenced directly from e-Quantum’s various functions.

Think of this like attaching a physical document to a paper file—Doc-Q-Manage handles this electronically.

• The same image can be linked to multiple documents, whether they are related or not.
• It is the user's responsibility to determine appropriate relationships.
• Images are not sent to vendors and should not be confused with attachments added to e-Quantum documents (e.g., quotes).

The document management system is accessible from the following e-Quantum functions:

1. Reports – All reports can be sent to the image library via the Send button
2. Purchase Order – Line-item level
3. Purchase Order – Entire PO level
4. Quote to Client – Line-item level
5. Request for Quote – Return RFQ tab
6. Warehouse Release – Line-item level
7. Item Maintenance – Page 1 tab
8. Vendor Maintenance – Address tab
9. A/P Invoice – Invoice tab of new/existing invoice
10. A/P Reconciliation – Main screen
11. A/R Receipt Editing – Main add/edit screen

To create a new link to an image:

1. Open Purchase Orders and select the desired PO.
2. Edit a line item or add a document to be linked to the entire PO.

3. Click the document management icon at the bottom right of the PO line item screen

   – or at the top right of the PO screen (for entire PO linking).

4. Uncheck the “Show indirect links” checkbox to display only images directly linked to that PO line item.
5. Indirect links are images related to the document but added from other parts of e-Quantum (e.g., the RFQ screen).
6. Adding images through this screen creates a direct link between the image and the selected line item or entire PO, based on your choice.

The “Browse Image Archive” option allows you to create a direct link between an image and a selected PO Line Item or the entire PO.

To do this:

1. Click the “Browse Image Archive” option.
2. Click “Okay” to open the Image Archive screen.
3. Use the search tools to filter by specific date and/or image type.
4. Select one or more images from the results and click the “Select” button to link the image(s) to the PO line item or entire PO.

Tip: Check the “Unlinked Images Only” checkbox and click “Search” to display a list of images in the archive that are not currently linked to any document in e-Quantum.

Another way to link images to documents in e-Quantum is by using the “Save into Document Mgr” option within the Send function of document printing.

To create a link to an e-Quantum report image:

1. Click the “Print” button from the main PO screen.
2. Select the desired range selections for the report.
3. Click the “Send” button to open the “Send Via – Options” screen.
4. Ensure the “Save into Document Mgr” checkbox is checked.

The system will convert the report into a PDF file and automatically save it to the image archive library.

Click “Okay” and the “Report Delivery” screen will open. The report being saved to the image library will appear with the label “DM” and the destination set as “Document Management”.

Click “Go” to process the report. Once complete, the report will be saved into the image library with a link to the current PO and all its related line items.

The Create External Archive function allows you to create an archived copy of your images outside of the e-Quantum folder.

• Use the Archive Location field to specify where the archived images should be stored.
• Note: The program cannot write directly to a CD, so you must first create a temporary copy on your computer or network, then burn the folder to a CD using your CD-burning software.

Important: Images must be archived before they can be purged from the system.

Starting the Archive Process

To begin creating an external archive:

1. Go to Q-Send > Document Management > Export Image Library.
2. Select the date range and type of image, then click Search.
3. The system will display all images that match your criteria.
4. Click Create Archive.

A window will appear with the message:

"Create an external archive from the listed images. This will not delete the images."

Click Yes to continue.

Next steps:

• Either type in the Archive Location or click the button on the right to browse for a location.
• In the Description field, enter your preferred label.
• Under Generated As, choose whether to create the archive as a Compressed Archive or an HTML Page.
• Optionally, you can enter a Password to secure access to the archive.

Click Generate. The system will display a confirmation message showing where the archive was saved.

The archive is a folder that includes:

• A sub-folder containing the archived images
• The Doc-Q-Manage View program, which is required to view those images

Purge Image Library

The Purge Image Library process is used to delete images from the Doc-Q-Manage system based on a specified date.

To run the purge:

1. Navigate to Q-Send | Document Management | Purge Image Library.
2. Enter the date to define which images should be purged.

Note:

• Images must be archived before they can be purged.
• Images must have been in the system for a minimum of 2 years to be eligible for deletion.

You can add a file to the Doc-Q-Manage Image Library by clicking the “Import From Cloud Storage” option.

In addition to its standard functionality, the Cloud feature allows you to attach artwork or documents to a Purchase Order, Quote, or RFQ from external cloud storage platforms such as FTP or Google Drive.

When creating or editing a Purchase Order, Quote, or RFQ, click the Attachments tab.

To add artwork from the cloud:

1. Click the Cloud icon located at the bottom center of the document window.
2. Select the desired Account Type (e.g., FTP, Google Drive).
3. A list of files will display—choose the correct file and click “Select File”.
4. Click “Save” to save the PO, Quote, or RFQ and proceed with sending as usual.