Documents tab on an order

The Documents tab on an order displays all documents associated with that order. Documents can be uploaded manually, generated automatically from completed mobile forms, or created by message templates. You can view, upload, edit, filter, sort, and download documents from this tab.

The Documents tab is available on the following screens:

  • Orders > Order Management > select an order > Documents tab

  • Orders > Order Entry / Appointments > select an order > Documents tab

  • Planning > Planning Board > select an order > Documents tab

What appears on the Documents tab

The following types of documents can appear on an order's Documents tab:

  • Documents uploaded manually by a user.

  • Documents generated from completed Mobilise forms (rendered as PDF when the form's Update Form Details setting is configured).

  • Appointment letters generated from the Send Letter Message Template when booking an appointment.

  • Documents generated by PDF Generation from the Documents tab (Job Pack).

  • Sales Invoice documents when an invoice document is generated for the order.

  • Subcontract order variation request approved and rejected documents (on Subcontractor Orders).

  • Any documents linked to the order via the API (for example, through the Sales Order Diagnosis API).

Document list columns

Each document in the list displays the following information:

  • Name: the document file name.

  • Type: the file extension (for example, .pdf, .docx, .csv).

  • Status: the document status (configured in Config > Documents > Document Statuses).

  • Folder: the document folder (also referred to as Document Grouping).

  • Category: the document category.

  • Comments: any comments added against the document.

  • Related Item: the related object (for example, a Visit reference or Survey).

  • Date/Time: the date and time the document was added to the order.

Upload a document

  1. On the Documents tab, select the Choose File button and select the file you want to upload.

  2. Select a Document Category.

  3. Select a Document Folder (Document Grouping).

  4. Select Attach Document.

The document is added to the list.

Supported file types

The following file types are supported for upload: PDF, Microsoft Word (.docx, .doc), Microsoft Excel (.xlsx, .xls), Microsoft PowerPoint (.pptx, .ppt), JPEG image (.jpg, .jpeg), GIF image (.gif), PNG image (.png), CSV (.csv), Text document (.txt), XML document (.xml), HTML document (.html), ZIP document (.zip).

The maximum file size is 4 MB.

Filter documents

  1. Select the Filter button.

  2. Add a field, operation, and value or values.

  3. Select OK.

The document list updates to show only documents matching the filter criteria. You can filter by Document Folder (Grouping), Document Category, and Document Status.

To remove the filter, select the Clear Filter button.

Sort documents

You can sort the document list by:

  • Date: select the Date column heading to sort by date.

  • Folder / Category: select the Grouping or Category column heading to sort. Alternatively, use the Category Asc, Category Desc, Grouping Asc, and Grouping Desc buttons.

Edit a document

  1. Under the Action heading, select the Edit icon for the document you want to change.

  2. The Edit Document screen opens. You can change the following:

    • Document Category

    • Document Folder (Document Grouping)

    • Document Status

  3. Save the changes.

Add a comment to a document

You can add a comment against a document displayed in the list. This is useful for recording notes about why a document was uploaded or any additional context.

Delete a document

Under the Action heading, select the Delete icon for the document you want to remove. The document is permanently removed from the order.

Generate a PDF

You can generate PDF documents directly from the Documents tab using configured message templates. Generated PDFs are added to the document list.

  1. In the PDF Generation section at the bottom of the Documents tab, select one or more templates.

  2. Select Run.

The PDFs are generated as a background workflow. When complete, they appear in the document list with the name defined by the template's naming convention (which can include token tags such as ${order.primaryordernumber} or ${datetime}).

Download a Job Pack

The Job Pack functionality allows you to download a ZIP file containing selected documents and photos from the order.

  1. Ensure the Job Pack is configured on the contract (Config > Organisation > Contracts > New Order Defaults).

  2. On the Documents tab, select the Download Job Pack button.

The system creates a ZIP file containing all documents and photos that meet the Job Pack criteria configured on the contract (based on selected document types and photo types). The ZIP file downloads to your local machine.

The Job Pack file name defaults to Jobpack-${order.primaryordernumber}-${datetime}.zip but can be customised in the contract configuration.

Document Vault tab

The Document Vault tab is available on Order Management, Planning Board, Customer Dashboard, and the Subcontractor Portal. It provides an alternative multi-upload interface for documents and photos on an order.

The Document Vault tab provides:

  • Multi-upload of documents and photos (drag and drop or browse).

  • Viewing, editing, and deleting documents and photos in a single combined view.

  • The same permission controls as the standard Documents and Photos tabs.

The Document Vault tab is a separate tab from the standard Documents tab. Documents uploaded via the Document Vault tab are stored in the same Job Management (Connect) database and storage as documents uploaded via the standard Documents tab. The underlying storage integration, where Job Management (Connect) reads and writes directly to a centralised Document Vault repository, is not yet available.

Document integration

Order Document Integration Channel

The Order Document Integration Channel allows all documents on an order to be exported to an integration channel when the order reaches a configured status (Work Completed or Financially Complete). Which documents are exported is controlled at the contract level and by document category.

When triggered, the system exports each document in the configured categories to the Order Document Channel. A CSV file is also exported containing details for all documents on that order, including document name (with file extension), primary order number, date and time the document was added, document folder, and document category.

Supported file extensions for export: .xml, .txt, .docx, .csv, .xlsx, .pdf, .png, .jpeg.

SharePoint integration

Job Management (Connect) can be configured to provide documents and photos to SharePoint. The transfer is triggered by specific order events, such as work being complete against the order or the order being financially complete.

Configuration

Document Folders and Categories

  • Config > Documents > Document Folders: add and manage document folders (groupings).

  • Config > Documents > Document Categories: add and manage document categories. Each category must be linked to a document folder.

Document Integration Channel setup

  1. Add the pipeline step Shl.Mobile.Pipeline.CloudDialogsOrderDocumentHandler, Shl.Mobile to the relevant process pipeline (for example, Work Completed or Financially Complete).

  2. Wait for the Order Document Channel integration channel to be automatically created (this runs on workflows and may take a few minutes).

  3. Set the Order Document Channel as the default channel for the pipeline step.

  4. Go to Config > Organisation > Contracts > relevant contract > External Integration tab and turn on Integrate Documents to External Interface.

  5. Go to Config > Documents > Document Categories > relevant category and turn on Export Documents to External Interface.

Permissions

Document functionality is controlled through the Security Profile. Permissions are found under Order Details/Documents in Config > Manage Security > Security Profiles. The following permissions apply:

  • Open: access the Documents tab.

  • Modify: edit documents and upload new documents.

  • Delete: delete documents from the order.

  • Allow Job Pack Download: access the Job Pack download functionality.

The same permission structure applies separately to the Document Vault tab.

Things to be aware of

  • Documents generated from Mobile Working (Mobilise) forms appear on the Documents tab as PDF files. Photos captured on Mobilise forms appear on the Photos tab (unless the form renders them within a PDF document).

  • When a document is related to a Visit (for example, a completed form), the Related Item column shows the Visit reference.

  • The Document Vault multi-upload requires a Document Category to be selected for each file. If the category dropdown appears greyed out, check that categories are correctly configured and linked to folders.

  • Documents deleted from the Documents tab are permanently removed. They cannot be recovered.

  • Document file names can use token tags when generated by message templates. Tags are defined on the template in Config > Message Templates > choose a template > Report Template tab.