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Part 6 – Other Features and Functions
Excel Spreadsheet
You may also create an Excel spreadsheet as an Quantrac 2005 attachment. Click that choice, followed by the
Create button (on the Add Attachment form). The system will launch Microsoft Excel. When complete, name the
spreadsheet document and save. The Excel document will be saved with the originating Customer, Jobsite, etc. for
future use.
Create a new Attachment from an existing file
This is probably the most useful of the options available with the Attachments feature. With this option, you may
attach any type of existing file to any Customer, Jobsite, Installation, or Sales Lead. Here are the most common:
a.
BMP files – These are “bit map” pictures that can be stored on your hard drive or other media. They
take a lot of storage space, with file sizes over one megabyte being common. You can create a BMP
file using the Microsoft utility “Paint”. Digital cameras and scanners can also save their images in
BMP format. Due to the file size, it is recommended that you convert BMP files to compressed image
files, such as JPEG.
b.
JPEG files – These are compressed digital pictures that are also stored on your hard drive or other
media. Where a BMP file may consume over a megabyte of storage space, a JPEG file may only use
40 or so Kilobytes. (up to hundreds of times smaller for the same image). We recommend that you
save picture attachments in JPEG format.
c.
Word 2000 files – You have the ability to save any existing Word 2000 document in your system,
attached to any Quantrac 2005 Customer, Jobsite, Sales Lead, etc.
d.
Email Document – You may wish to save a received email document in Quantrac 2005, attached to the
Customer (sender).
e.
PDF file – These are graphic representations of documents, including text, pictures, etc.
f.
Any other file type – This includes existing spreadsheets, scanned documents, WAV (sound) files, etc.
When we conceived “Attachments”, the purpose was to have a way to save drawings, plans, and pictures; attaching
them to a Customer, Jobsite, or Sales Lead. For instance, you may have a drawing of the roof layout of a
commercial building showing the location and identifying numbers for all of the package units that you maintain. It
is a huge advantage for your office to be able to save that picture, attached to the customer’s Jobsite for reference.
To create a new attachment from an existing file, click the ‘Browse Existing Files’ option in the Add Attachment
form. (previous page) followed by clicking the Create button. A dialog box will appear, showing the contents of
your computer (folders). Browse through the folders until you get to the file you wish to attach. Open that file to
view it. Then, close it. Quantrac 2005 will ask for a file name or description. Name the new attachment file and
close. That file will now be stored in your Quantrac 2005 database, attached to the Customer, Jobsite, or Sales Lead
that you selected. You may return to the file and open it for viewing at any time.
Browsing all Attachments
You will also have the ability to browse all previously saved attachments for all Customers, Jobsites, Sales Leads,
and Installations. To do this, you must be in one of those forms to access the ‘Attachments’ function. Then, click
Add to go to the Add Attachments form. On that form, click the ‘Browse Existing Attachments’ option followed by
clicking the Create button. The system will list all attachments that are stored in the system for all entities. You can
attach any one of those to the current entity. The result is that the same attachment file can be accessed from both
entities.
Deleting an Attachment:
To delete an existing attachment, select the attachment you wish to permanently remove from the database in the
list on the Attachments window and click the "Delete" button on the Existing Attachments window or press the
"DELETE" key on your keyboard. You will then be asked "Are you sure you want to delete the selected
attachment...?" followed by the name of the attachment. If you confirm this by clicking "Yes", the attachment will
be permanently deleted. Deletion of an attachment cannot be undone.
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