Aide silicon ioi

Introduction #

Silicon ioi enables you to use document management to link documents to printouts or e-mails.

A linked document can be:

A document directly associated with printed data, like appendices linked to an offer.
A document indirectly linked by an Ascending link (more general link), such as a document attached to a sales journal, which is useful for managing general sales conditions, for example.
A document indirectly linked by a descending link (more detailed link), such as technical data sheets for items included in the relevant offer.

Attached documents can be filtered by the tags present on them, making it possible, for example, to associate only documents in the Recipient’s language.

Link To a document #

To link a document to a doctype, use the Attach File button.

Different ways to download a file :

Select a file and download it.

2. Drag and drop into the dedicated download area of the Upload window.

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Or drag the file directly onto the Attach File button.

Select a file already “Uploaded” on the server hosting Silicon ioi.

Use a link to a file on another server or Cloud storage service.

Use your camera.

The list of linked documents can be viewed in the Files section of the offer.

→ To open the Linked file simply press the Name of the attached file.

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For Pictures downloads, if you download an image in .jpeg or .png format, it is possible to select part of the image to crop it.

It is possible to optimize the picture to “uploader”, to reduce its size.

This will resize the image to fit a maximum width of 1920 pixels and a maximum height of 1080 pixels, while preserving the aspect ratio, and reduce quality to 85%. To optimize an image that has already been “Uploaded”, simply use the Optimize button available in the image properties.

To limit the number of files linked to a document, you need to set this up in the doctype properties.

In the ioi Sales Quote doctype: Use Customize.

The number defined in the Max Attachments section will limit the number of files linked to a document (0 for no limit).

“Private” and “Public” storage #

When uploading a document, you can specify whether the file should be Private or Public. A Private file will be stored in the /private/files/ section.

A file stored in the Private section can only be accessed if the user has been authorized to consult it. In the file list, a Private file is identified by this icon:

A Public file will be stored in the /files/ part.

A file stored in the Public section is publicly accessible via the URLs: https://votre_environnement.ioi.online/files/ioi_sales_quote/2022/12/qtsl_%E2%80%A2_202200007/CONDITIONS%20GENERALES%20DE%20VENTE.pdf.

Attention

Note that there is a size limit for uploaded files (200 MB). This limit is defined in your Sites Setup file (site_settings.json - max_file_size).

File Manager - File List #

To view all the properties of the linked document, press the Button to view the details of the linked file.

The list of files linked to Silicon ioi can be viewed in the File Manager - File List section.

→ Display in list mode:

→ Display in icon mode:

This section lets you view all documents linked to Silicon ioi. In File Manager you can:

“Upload” a file by simply using the Add File button.

“Upload” multiple files at the same time using drag & drop.

Use the Import Zip function.

With the Import Zip function, all files in an archive in zip format will be extracted and uploaded to Silicon ioi.

You can download selected files directly from a zip archive.

Create a specific folder structure to store documents in.

Manage sharing of document management files. You can also share a document with another user if you have the necessary rights.

Attention

Note that a shared document will be visible to the other user, even if the document is restricted by permissions.

To share a document, open it, click on the + icon under Share and select the user you wish to share with.

In the pop-up window, you can select all users or a specific user.

You can grant the user read, write, submit and share access for this document.

“inter doctype” Link #

Printing inter doctype allows you to print files linked closely or remotely to the printed document.

These links are only available to sales management doctypes. If the printed document is a Purchases or Sales document, it will go back to the (Purchases or Sales) Log. From the Log, you can go back to the Sites, then to the Department, and from the Department to the Company. This system can also drill down to the item details of the source document and print the files linked to it.

Tags #

The inter doctype linked file printing system uses the notion of tags assigned to files. Tags are assigned when the user links a file in a document.

Depending on the tag specified on the linked document and the report setup to filter the tags to be used, the linked document will be displayed (or not) when the report is printed.

→ Add PDF like document linked to Log.

→ Add to this linked document a tag named CGV (for Condition Générales de Vente).

In the Report setup for printing offers, configure access to linked documents of another doctype (Type Dynamic) and specify that the tag searched for in linked documents is CGV (Tag list).

When generating the offer report printout, the document linked to the offer log will be displayed in another tab.

Attention

Please note that the web browser may block the automatic opening of the tab with the attached document.

→ Add a PDF document linked to the item.

→ Add datasheet tag to PDF file.

In the Report setup for printing offers, configure access to linked documents of another doctype (Type Dynamic) and specify that the tag searched for in linked documents is datasheet (Tag list).

When generating the offer report printout, the document linked to the item will be displayed in another tab.

→ Add the PDF appendix as a linked document and add an “appendix” tag to the document.

In Report setup add display linked document with tag annexe.

When printing, the PDF appendix directly linked to the offer will be displayed in another Tab.

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To delete a linked document you can press the cross directly to delete.

→ Or delete it from the File Manager - File List module.

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Add a tag with the language code corresponding to the document language, to enable Printing to select only documents in the language selected at the time of printing.

File Management #

For each doctype, the tag group list available from the ioi File Management module must be configured.

Create a setup in the ioi File Management module to manage document management in the ioi Sales Quote doctype.

Select the doctype on which to add the ability to specify tags.

The Rule part of document management on the module allows you to create rules for storing/naming files linked to the doctype.

There must be a rule to manage the Path for Private documents and for Public. A Function rule based on file type. Use CASE/IF THEN ELSE instructions to condition the tree structure.

→ Create directory if it does not exist. Use variables like for reporting/dashboarding, such as _{system.xxx}, _{company.[xxx]}, _{master.[xxx]}, Eval functions.

{{ scrub(doc.doctype) }}/{{ doc.journal_id }}/{{ doc.creation.year }}/{{ doc.creation.month }}/{{ scrub(doc.name }}

→ Anything between {{ }} will be interpreted. The doc variable refers to the document where the user adds the file.

We can also “hardcode” part of the directory.

{{ scrub(doc.doctype) }}/MON_REPERTOIRE/{{ doc.creation.year }}/{{ doc.creation.month }}/{{ scrub(doc.name }}

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Scrub is a typing function → frappe.scrub which allows, for example, to replace certain not-top characters for a folder name like spaces.

The Tags section displays the tags configured/usable on the doctype.

Without configuration in the ioi File Management section for the module, it will not be possible to use the notion of tags when adding a Linked document.

To add tags that can be used in the module :

A tag group allows the user to choose one or more tags according to the various possible setups.

Create the Language group to allow the user to add tags for different languages.
Add a new Row.

Edit the new line.

Specify the tag group name, Language in our example, and add the various tags that the user can select to apply to a linked document.

→ This will allow the user to specify the tag of their choice on the linked document they want to integrate on an offer.

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The Mandatory option is used to make the choice of a tag mandatory. If the user forgets to specify a Mandatory tag, he’ll be blocked when he tries to download the file he wants to attach.

Multiselect allows the user to select multiple tags from this group.

To access the list of usable tags, use the Tag list module.

Files Link #

The Files Link part is to be set up on the report to define how document management comments when Printing.

Some links configured when printing the Report Rpt - ioi Sales Quote - 01.

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Every line in the list corresponds to a separate Setup (lines do not interact with each other).

→ Create a Files Link setup :

A setup is either Dynamic (based on tags only) or Static (allows a file to be assigned to the report).

In Static mode you specify the file to be added in all cases. Check Fuse if you wish to integrate the generated printout and the attached document into a single PDF (only if the latter is in PDF format).

In Dynamic mode, the tag list will select the files that have at least the above-mentioned tags.

If 3 tags are mentioned in a Setup. If an inter doctype file has one of these tags, it will be printed.

Add document tags to be used when printing is generated.

Like in Static mode, check Merge with the main printed document (PDF Only) if you wish to integrate the generated printout and the attached document into a single PDF (only if the latter is in PDF format).

The Dynamic Language Tag option allows you not to specify the language directly in the Setup tag list.

Attach to a sales journal the general conditions in different languages, and when printing only the PDF in the language chosen will be used.

→ In the ioi File Management section, add a setup for the ioi Sales Journal module with a list of tags that can be used.

A Group name named for example TYPE to specify the document type (CGV for a General Sales Condition document), you can add other types such as appendices, drawings,…

Here in multiselect Enabled to allow multiple types to be specified for a document.