Best Practice - Implementing and Managing Job Linked Files

The Job Linked Files functionality in Framework allows organisations to save job related Framework documents in either the standard Framework folder (typically \[fw folder]\JobFiles\) or a custom folder location. By saving documents that relate to a particular job under these folders, users of Framework and Framework Logistics Tablet can view these documents from within the software.

Benefits Of Job Linked Files

The Linked Files function in Framework is designed to allow users to view job related documents from within Framework ECM or Framework Logistics Tablet.

A linked file folder with a specific structure can be automatically created in the network when a job is created in Framework. This means that the location of electronic files associated with jobs are held in predictable and consistent locations.

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.

Example: If it is part of the pre-site process that the Plan of Subdivision is scanned and saved in a specific folder, then it is readily accessible to any user of Framework during contract management, permit management or construction.

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.

Planning

A decision needs to be made as to whether the files to be viewed in Framework and on the Tablet PC via Job Linked Files will be saved in a custom folder on a network or under the \[fw folder]\JobFiles folder.

Implementation

In Framework ECM, to configure Job Linked Files:

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

Preference Number

Preference

Description

-11299

Job (L&B) - Create Linked Files Folders

Creates a folder for each job number in the area of the network specified in the configuration.

Settings:

Yes

No

-11302

Job (L&B) - Create Folder Structure From Template

Requires that there is a subset of folders created under each job number folder based on a template.

Settings:

Yes

No

-11303

Job (L&B) - Template Structure Folder Name

The path to the folder structure template.

Settings:

0

Folder Location

To set the preference to a job number folder only

Enter the following preferences:

Preference Number	Preference Level	Preference Setting
-11299	Context	Yes
-11302	Context	No
-11303	Default	No

To set the preference to a job number folder and a folder structure within each job number folder

Enter the following preferences:

Preference Number

Preference Level

Preference Setting

-11299

Context

Yes

-11302

Context

Yes

-11303

Default

Folder template location.

Example: G:\Job Numbers\Template

This should match the setup in the System Configuration dialog in Framework ECM (Help > Configuration).

Changing the Path

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

From the Help menu, select Configuration. The System Configuration dialog will be displayed.
Ensure the Job Linked Files folder is set to either:
- Standard Path: \[fw folder]\JobFiles\
- Custom Path: Shared Network Drive.
Open the Security module.
From the Security menu, select Preferences. The Preferences screen will be displayed.
From the Preference Groups list, expand: Framework ECM > Linked Files Management
Select the relevant job type.
Select the Preference Level.
As an example, from the Preferences list, select -11303 (Job (L&B) - Template Structure Folder Name).
Click Modify. The Preference dialog will be displayed.
Click Browse. The Browse For Folder dialog will be displayed.
Click the Job Files folder at the top of the list then click OK. This will cause the path to be reset from the System Configuration dialog.
Click OK. The Preference dialog will close.
Click OK. The Preferences screen will save.

Applying The Folders/Templates

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.

Note: If template files are created for each new job (e.g., template CAD files or standard documentation), these can be created automatically by storing the source files in the relevant folders in the Template Root Folder.

Initial Update of Job Linked Files For All Jobs

Jobs currently in Framework ECM will need to be updated as these folders will not be automatically created. In Framework ECM, to update current jobs:

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

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

Click Start to update the jobs. A confirmation dialog will appear advising how many jobs will be updated. Click the OK button to proceed.
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

Folder Browse Tab

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

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

Note: To open the files, the user must have the relevant program installed.

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.

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

Note: Tablet users are able to view the same linked and folder browse areas once the specific sync has occurred.

User Acceptance Testing (UAT) and Training

Ensure that UAT testing has been completed and signed off prior to implementing in live system.
Ensure all staff are advised of this new feature and are provided with training prior to the Job Linked Files being activated.

Ongoing Management

Ensure your IT department creates a process to monitor the size of the files being stored on the destination server.
Creation of a process for regular archiving of job folders to ensure that the Job Linked Files folder is of a manageable size and storing 'current' jobs.

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