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By creating the link, efficiencies are created in saving time on searching the network for job files and makes important files easily accessible to a wide range of personnel.

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What To Do

Requirements

• Ensure the destination server has sufficient capacity to hold the files.
• If using a custom file location, ensure all users have access to this location.

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1. From the Help menu, select Configuration. The System Configuration dialog will be displayed.
2. Ensure the Job Linked Files folder is set to either: 
   • Standard Path: \[fw folder]\JobFiles\
   • Custom Path: Located on a Shared Network Drive.
3. Open the Security module.
4. From the Security menu, select Preferences. The Preferences screen will be displayed.
5. From the Preference Groups list, expand: Framework ECM > Linked Files Management
6. Select the relevant job type.
7. Select the Preference Level.
8. The Preferences list displays three job files related preferences for each job type. The following example is for Job (Land & Building) Files:  

To Set The Preference To A Job Number Folder Only

Enter the following preferences:

To Set The Preference To A Job Number Folder And A Folder Structure Within Each Job Number Folder

Enter the following preferences:

Changing The Path

If the path needs to be changed, for example due to a network restructure, in Framework ECM:

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Once the Job Linked Files functionality is activated all new jobs that are created will automatically have the Job Linked Files folders created, as per the Template Structure Folder Name specified.

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Initial Update Of Job Linked Files For All Jobs

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1. Open the Production module.
2. From the File menu, select Database Tools. The Database Tools screen will be displayed.
3. From the Database Tool list, select Linked Files - Create Job Folders.
4. From the General list, select the relevant options: 
   • Apply To
   • Region/Division
   • Context

   • Criteria

     Tip

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1. • To minimise the time it takes to complete the update, it is advisable that the Apply To field be set to each Major Stage.

     
     

2. Click Start to update the jobs. A confirmation dialog will appear advising how many jobs will be updated. Click the OK button to proceed.
3. When the update has successfully completed, a dialog will appear advising how many jobs were updated. Click the OK button to close.

Using Job Linked Files

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Browse LAN Tab

Files added via Job Linked Files will appear automatically on the Folder Browse Tab of the Linked Files screen.

1. Open the Production module.
2. From the CRM menu, select Linked Files. The Linked Files screen will be displayed.
3. Select the Folder Browse tab.
4. Clicking any folder will display a list of files saved in that particular folder.

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Linked Files Tab

It may be the case that some files in the folders are not required to be maintained throughout the progress of the job, and there are some files that will want to be directly linked to the job and a record kept. These files can be linked to the job to create a path.

1. Open the Production module.
2. From the CRM menu, select Linked Files. The Linked Files screen will be displayed.
3. Select the Linked Files tab.

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User Acceptance Testing (UAT) And Training

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