Attach scanned images to Eclipse records, such as a customer, user, or product record, to decrease paper filing and to secure documents to these records. Keep track of all types of documents:
Invoices
Credit applications
Product photos
Signature captures
Pick tickets, and more
To attach an images to a Solar Eclipse record:
In User Maintenance, set up a default indexing profile for the user. If the user is not set up with a default profile, the profile defaults to the profile used when attaching the previous image.
In Document Imaging, Document Profile Maintenance set the user's profile to Prompt on Each Index.
From any record or transaction in Solar Eclipse, do one of the following to display the Attachment Indexing dialog box:
Open your Windows file manager, such as Explorer, and select the image you want to attach. Right-click the image and drag it over the Solar Eclipse window, and then release the mouse button.
Select User Tools > Imaging > Index Images. Browse to the image you want to attach, select it, and click the Open button.
Note: If you have more than one record or transaction open, select File > Imaging > Default Window, and select the open windows to which to attach the file.
In the Image Description field, enter added image file identification. By default, the Image ID is repeated here, but you can enter a more memorable name to help identify the file attachment later.
The Document Profile field displays the name of the document profile used for the file. A profile is required because it lets Eclipse know how to index and store the file.
Note: If you change the profile, enter Yes at the prompt to replace the current profile with the new profile. Entering No retains the existing profile.
To require authorization to view the image, in the View Auth Key field, select an authorization key for the image. This prevents unauthorized users from viewing the image. For example, assign an authorization key that protects payroll record images from unauthorized viewing.
To indicate that the image can be recalled using a description search, select the Index Description for Recall check box. To prevent searches, leave this option unchecked.
Enter the following information in the Index Points column for these types to make your image file available from more than one Eclipse record. For example, you could make the same blanket purchase order image accessible from both the customer (Entity) and the sales order entry (Ledger) records.
Index | Index point description |
User ID | Enter additional pointers to user records. |
Entity | Enter extra index pointers to vendor or customer records. |
Ledger | Enter additional index pointers to any ledger records, including sales orders, purchase orders, and accounts payable. |
Product | Enter extra index pointers to any products. |
Activity Log | Attach images to user and customer trackers. |
Product Cat | Attach images to Eclipse Web Commerce product categories. This lets you display an image next to its product category on a web page, for example. |
MSDS Sheets | Attach an image to all products found in the Product option from an MSDS. |
Click one of the following:
Button | Function |
Index | Attachs the image to the record and deletes it from the directory from which you copied it. |
Index Without Delete | Attachs the image to the record and leaves a copy of it in the directory from which you copied it. |
Cancel | Does not attach the image. You are prompted for conformation to cancel. |
Preview | Displays the image in Image viewer. |
Note: To verify that the image was attached, exit the record and reopen it. Click the picture icon at the top of the window to display the attachment list.
See Also: