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| Document & Image Management | Back Forward Print this topic |
General
Document and Image Management includes the storage and retrieval of all types of electronic files. This is an important step for organizations attempting to go "paperless." MyFBO has the ability to store and display many types of electronic documents, including pictures, images, text files, and formatted files such as Word and Excel documents, and PDF files.
The Documents & Images menu is visible to system administrators, accountants, and manager-level users with document management authority. This authority can be granted by a Senior Administrator from the Admin Tab / Staff Security menu. For more information, please see Grant Higher Level Access.
Enabling Document and Image Management
Document Management options are enabled in Features & Options by an Administrator. There is a minimal storage charge for documents and images maintained online. Please see MyFBO.com Current Rates for more information.
Document Management Options
Uploading Documents
In addition to allowing the upload of files stored on the user's computer, users can upload the contents of their clipboard, or acquire documents from their scanner and from some digital cameras. A connected scanner allows paper-based customer records and identification documents as well as previous maintenance logs to be converted and placed online quickly.
While any number of file types can be uploaded, it is important to remember that not all users have the ability to view all file types. It is best to stick to standard file types: .jpg, .png, and .gif for images, and PDF for documents.
If you upload Word and Excel files, the documents will only be visible to Internet Explorer users (not Firefox). Also, to view Word and Excel documents, the user must have either Microsoft Office installed or download special viewers from Microsoft. It is better to use PDF format. There are many free PDF conversion programs available online, allowing you to convert just about any file to a PDF, including Word and Excel files.
Where in the system document upload takes place is dependent on the document purpose, but the process is always the same. After selecting to Add / Upload a new image or document, a new upload window opens. The example screen shots below show the options for adding a document to a customer receipt.
File Upload
Scanner/Camera Upload
Clipboard Upload
The list of possible document types is shown below.
Customer documents are connected to individual customer records and are entered into the system by the same process as updating customer information. An unlimited number of documents or images can be attached to the customer record, such as scans of a pilot's license, proof of citizenship, etc., and all the documents attached to a customer's record can quickly be viewed from the "Images" link at the top of the customer's profile.
Return to Document TypesCustomer pictures are connected to individual customer records and are entered into the system by the same process as updating customer information. There can be a maximum of two "pictures" for each customer. Picture #1 is always used by the MyFBO ID Cards / Badges feature. Both pictures are included in the customer gallery if enabled. Additional pictures can be entered as Customer Documents (above).
Return to Document TypesA link at the bottom of an open customer receipt allows supporting documents to be attached. This might be used to attach a copy of a third party invoice when those charges are being passed on to the customer (such as a landing fee invoice), or when a customer is being reimbursed for fuel purchased elsewhere.
These documents remain attached to the receipt and can be viewed later from the ticket summary. Additional documents can be added from the ticket summary as well. When the receipt is emailed to the customer, or the customer logs in to view the Records Tab / Transactions menu, the customer also has the opportunity to view the attached documents.
Customer Receipt Options
Customers enrolled in a curriculum can have documents attached to their curriculum records for individual stages. This could be used for items such as the results of a written test. These documents are entered into the system from the Curricula page for the individual and can be viewed there as well. Customers can view the documents from their Records Tab / Training Records menu.
Customer Training Options
Images of inventory items can be attached to inventory master records. The Primary image is then available when an inventory part is included on a service order. When the receipt is emailed to the customer with the service order included (option available in Receipt Printing Parameters), or the customer logs in to view service orders on their Aircraft Tab , the customer also has the opportunity to view the attached images.
Return to Document TypesSpecification documents for inventory items can be attached to the inventory master record.
Return to Document TypesAfter upload, News / Web documents or images can be imbedded into online News Items or Web Content. These items can be entered into the system from the Connect Tab by authorized staff, or by users with document management authority from the Manage Tab / Documents & Images menu. After the document has been entered into the system, it can be accessed from either menu. If accessed from the Documents & Images menu, List / Edit includes the option to email the document.
Return to Document TypesPolicy documents are viewed by staff users from the Reference Tab, and by customers from their Home Tab / Help & Guidance menu. These documents are entered into the system by users with document management authority from the Manage Tab / Documents & Images menu.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the option to email the document.
Return to Document TypesRequired Reading allows you to "force" your customers upon logging in to read certain files such as a rental agreement. Required reading can work in conjunction with the Qualification and Limitation Parameters to block customers from scheduling and/or dispatch if they have not read and electronically signed the required documents. Required reading documents can also apply to staff users. Required reading documents are entered into the system and updated by users with document management authority from the Manage Tab / Documents & Images menu.
Return to Document TypesStaff Only Policy documents are viewed by staff users only from the Reference Tab. These documents are entered into the system by users with document management authority from the Manage Tab / Documents & Images menu.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the option to email the document.
Return to Document TypesResource documents are connected to individual resource records and can be entered into the system by the same process as updating resource data, or they can be entered from the Manage Tab / Documents & Images menu and associated with an aircraft during the initial entry. Common resource documents include photos of flight staff or aircraft.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the option to email the document.
Return to Document TypesAircraft log documents can be linked to the online maintenance completion records for each aircraft, providing a complete and permanent record of all maintenance activities. These documents are entered into the system from the Manage Tab / Documents & Images menu and associated with an aircraft during the initial entry.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the options to link the document to an existing maintenance ticket and to email the document.
Mechanics, Staff level users and higher can view the documents attached to maintenance tickets from the maintenance history for an aircraft.
Aircraft work order documents from external sources can be linked to the online maintenance completion records for each aircraft, providing a complete and permanent record of all maintenance activities. These documents are entered into the system from the Manage Tab / Documents & Images menu and associated with an aircraft during the initial entry.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the options to link the document to an existing maintenance ticket and to email the document.
Mechanics, Staff level users and higher can view the documents attached to maintenance tickets from the maintenance history for an aircraft.
Discrepancy documents are images / documents that can be attached to service orders created in MyFBO. The images / documents are entered into the actual service order discrepancy. When the receipt is emailed to the customer with the service order included, or the customer logs in to look at service orders on their Aircraft Tab, the customer also has the opportunity to view the attached images.
Return to Document TypesSubscribers using a signature capture pad have those signature images securely stored. For security reasons, the signatures can not be viewed, but the Manage Tab / Documents & Images menu offers a digest of signature storage and an opportunity to delete signatures older than 90 days to reduce online storage charges.
Return to Document TypesTools/Planning documents are documents that are visible to both staff and customers from the Home Tab / Tools menu. These documents are entered into the system by users with document management authority from the manage Tab / Documents & Images menu.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the option to email the document.
Return to Document TypesTraining documents are documents stored in the system to share with students. This option is available for subscribers using Basic or Advanced Curriculum Tracking. These documents are viewed by staff users from the Reference Tab, and by students from their Records Tab / Training Documents menu. These documents are entered into the system by users with document management authority from the Manage Tab / Documents & Images menu.
After the document has been entered into the system, it can be accessed from the Manage Tab / Documents & Images menu. List / Edit includes the option to email the document.
Return to Document TypesManaging Documents
While documents and images can be uploaded from multiple spots in your MyFBO system, Managers can easily see information about stored files from the Manage Tab / Documents & Images Menu.
To easily view every single document stored for individuals, see the List Active Customers with Documents / Images report available from the Manage Tab / Customer Reports menu.
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