The Documents Update screen is used to add, update or delete documents that pertain to the individual records selected. Depending on where you enter this screen, you can be updating documents for a Household, a Family Member, a Staff Member, a CYMS Staff Member or Provider, or a MainTrac Fixed Asset (Equipment, Facility, Street, Tree, or Utility).
See Also: Topic Doc - Linking Household and Family Member Documents.
From the bottom of the screen…
Click Save to save your changes. You will be returned to the previous screen.
Click Cancel to return the previous screen without saving your changes.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
SADOCUMENTUpdate_Tab1
Description (SADOCUMENT_Description)
Enter the description of the document you wish to link in this field.
DeleteCategory (SADOCUMENT_Category)
Select the Category Code for this document, if desired, from the Document Code picklist. Category Codes are not mandatory but are helpful when sorting/storing linked documents. For Example, You require physicals for children's programs and link the document to the family member record when you receive it. You might create a Document Category Code for Physicals."
Document Category Codes are maintained in System Code Maintenance. Code Type = Document Category.
DeleteLink UserName (SADocument_LinkUserName)
You will not visit this field.
This field displays the User ID of the person adding the document.
DeleteFilename (SADocument_FileName)
Enter the file name and extension of the document you wish to link to this member or click on the File Upload icon to select the file via Windows Explorer.
Note: For best results individual documents should not exceed 10MB in file size. If your document exceeds the 10MB threshold you may experience a SABlobFile not found error when viewing it.
Link Date (SADOCUMENT_LinkDate)
Accept the default entry (today's" date) or select the Link Date for this document. This is the date the document was linked to the member record. Generally speakingyou will use "today's" date in this field.
DeleteAs Of Date (SADOCUMENT_DocumentAsOfDate)
Accept the default entry (today's" date) or click the Calendar icon to select the "As Of" Date for this document. The "as of" date is the date "as of" which the document is in effect.
For Example You require physicals for children's programs and link the document to the family member record when you receive it. You could link a family member's physical in the system "today" that was actually signed by the physician "last week." In this event you would enter the date on which the physical was signed in this field since that is the effective or "as of" date.
DeleteExpiration Date (SADOCUMENT_ExpirationDate)
Select the Expiration Date for this document. This is the date after which this document will no longer be considered valid.
For Example: You require physicals for children's sports programs and link the document to the family member record when you receive it. Physicals are good for a calendar year. Upon linking a family member's physical, you would enter a date in this field that corresponds to a year from when the physical was signed by the physician. So a physical that was signed on 08/28/20xx would have an expiration date of 08/28/20xy.
DeleteParent ID (SADOCUMENT_ParentID)
You will not visit this field.
This field displays a system-generated value.
DeleteParent Table (SADOCUMENT_ParentTable)
You will not visit this field.
This field displays the RecTrac table to which this document is linked.
Delete