MicroFile User`s Manual (Print Variant)
Contents
1. Field Search Value Date time PO number Part number Order number Lot number Document type Transmit to Filename Source Document number Company Find Cancel To change the order of the displayed fields by clicking and dragging the field names left or right You can adjust the size of the database by clicking and dragging where the database meets the top of the image This will also impact how much of the image you can see at once Click this icon or press CTRL E to toggle Edit Mode which allows you to type into the database AEROSPAC MicroFile Basics Page 5 Scanning F2 Scanning allows you to convert paper documents into MicroFile electronic document packages If you al ready have digital images available or you wish to use an outside scan process see Importing on page 6 Before you scan your first document go to Scan gt Select Scanner Make sure your scanner is listed and highlighted then click Select Go to Scan gt New Document or press F2 to scan a new document package Your scanner will scan all pages in its tray and then a new record will appear in MicroFile database You can now type in any relevant data directly into the new record Additional scan options are available by going to Options gt Settings then clicking the Scan tab Settings x FTP Stamp Upload Download Securty Transmission Sheet j General Database image V2. Automatic download time If either of these fields is occupied MicroFile will automatically attempt to upload all waiting documents and or download all new documents from the Aerospac Online Database AEROSPAC Additional Features Page 16 Printing Transmission Sheets A transmission sheet is a document which lists the document data recipient and a note that states that the document has been uploaded to Aerospac Many companies find this useful to include with the packing slip in shipment to show that the required documentation is available online To set up MicroFile to automatically print transmission sheets when uploading documents go to Options gt Settings Transmission Sheet tab and tick the box labeled Print a transmission sheet for each document that is uploaded You will see a standard printer prompt the next time you upload a document You can click Cancel at the prompt to skip the transmission sheet on any upload Custom Document Types The DocumentType field is controlled by a dropdown list You can customize the list by going to Options gt Document Types __ DocumentType SSS OU EE Certification Invoice Material Certification Production Traveler __ Purchase Order Quotation Close Delete You can type in custom names for new document types or delete existing ones AEROSPAC Additional Features Page 17 Using Order Number for Filenames MicroFile can a
3. use only letters numbers and underscore Select the field type Maximum text length Text 1 to 255 chars v 50 AddField Cancel AEROSPAG Signatures Stamps and Notes Page 14 Apply Signatures amp Stamps Signatures and stamps can only be added to MicroFile by connecting a scanner directly to the PC running MicroFile If you have not done so already ensure the correct scanner is set up by going to Scan gt Select Scanner Make sure your scanner is listed and highlighted then click Select Go to Options gt Signatures to open the Signatures window This will show a list of any existing signa tures stamps To scan a new one click the Scan New button amp Signatures Name Description Scan New Scan Overwrite Save Image Set Password Delete Once your signature or stamp has been scanned you should set a password This will help ensure that signed documents are approved by the person who matches the signature To apply a signature or stamp to an existing document locate the document you wish to approve then go to Document gt Add Signature or press CTRL G You can click and drag to move the signature or stamp to any place on the document and use the plus and minus keys to resize it Click the Save button in the pop up window to permanently add the signature or stamp to the document Add text to a document To add text to a document locate the doc
4. dates to download in MM DD YYYY format Click OK and your next download will use the range you provided Your customers can be set up to upload documents to you via our online portal no software required by visiting https www aerospac com RequestAccount and filling out the form on the page Make sure they are instructed to fill in the name of your company not theirs in the first field so they are able to send to you Please check your service agreement to see if this service is included An upgraded service agreement may be required Uploading F3 or F5 MicroFile can upload documents to customers or to your own company as an offsite backup Select the document you wish to upload set the TransmitStatus to Waiting then set the TransmitTo field to the name of your customer or your own company name if you are backing up the document online Then go to File gt Upload Current Document or press F3 After the upload is complete you should get a message that says Successful Upload and the TransmitStatus field should change to Transmitted To upload all documents that have a TransmitStatus of Waiting click this icon or press F5 Depending on the number of documents pending this may take several minutes If your TransmitTo list is missing a customer or if your own company name isn t available and you wish to back up your documents online e mail support aerospac com Your customer can receive Aerospac docu ments even if they d
5. have turned on this feature MicroFile will periodically back up your documents to the cloud Docu ments must meet the following criteria before they will be backed up e TransmitStatus must be set to None If the TransmitStatus is Waiting then MicroFile expects that you are going to upload the document yourself When you upload a document it will be backed up e Atleast one field e g PO Number Part Number must be filled in with data e The document must be at least one hour old This is to give the user a reasonable period of time to finish entering data before the automatic backup takes place Once an hour MicroFile will check its database and back up all documents which meet the above criteria A bubble notification will appear in the bottom right corner of your screen to indicate this is taking place You will be able to continue working with MicroFile while the backup is running Documents which have been backed up via Aerospac Cloud Sync will have their TransmitStatus changed to Synced Transmitted Sf Aerospac Cloud Sync Recovery In the event of a partial or complete loss of local data go to File gt Recover Missing Documents Micro File will compare its database against the online backup and download any missing records Recovered documents will have a TransmitStatus of Synced Downloaded You will not be able to use MicroFile during the recovery If you are recovering a large number of docu ments it may take a very
6. AEROSPAC MicroFile User s Manual Version 1 4 1 for Windows XP Vista 7 8 Welcome to MicroFile EDS MicroFile is an advanced document management software package designed to work seamlessly with the Aerospac Online Database Together MicroFile and Aerospac offer powerful solutions for managing production and quality documentation throughout your entire supply chain MicroFile Features Scan import or download documents into a fully featured searchable database Build job packages automatically Apply password protected signatures and stamps Share documents among multiple users Upload documents to your customers complete with searchable data even if they don t have MicroFile e Back up and view your documents and data online Installation Follow the instructions in your e mail to install MicroFile initially If you need to reinstall MicroFile please contact support Access Code The first time you run MicroFile you will be prompted for an access code This code changes daily and you will need to have a current one provided by support before you begin to use the software If you do not enter an access code your MicroFile database will be limited to the most recent 100 re cords Updates Software updates are released periodically You are entitled to the latest version of the MicroFile software as long as your service agreement is current To check which version you are using go to the Help menu and click About MicroFi
7. d and the Microfile Database field shows where your database is stored You can now back these files up in Windows Settings FTP Upload Download Securty Transmission Sheet General Database image Viewing Scan Web Sewer HTTP Use the document path s specified on this computer instead of the document path s specified in the current database If unsure leave this option unchecked Primary Document Path C Users Support Documents MicroFile Docs Document Path 2 Document Path 3 Document Path 4 Document Path 5 Document Path 6 Connect directly to a MicroFile MS Access database recommended if using the default database MicroFile Database C Users Support Documents Micro File Microfile mdb These values can only be changed in the Extended Yersion of MicroFile So Gee You can also back up your documents using Aerospac Cloud Sync Next page AEROSPAC Backup amp Maintenance Page 12 a4 Aerospac Cloud Sync Backup Aerospac Cloud Sync is a premium service which will automatically back up your MicroFile documents to the cloud for easy recovery later Before using this feature you will need to contact Aerospac Support to have it set up for your account To turn on Aerospac Cloud sync go to Options gt Settings Upload Download tab and tick the box la beled Enable Aerospac Cloud Sync v Enable Aerospac Cloud Sync last un 02 11 2013 13 44 Once you
8. iewing Scan Web Sewer HTTP Dots per inch DPI Page width inches 8 5 E Page height nches 11 X Brightness g 0 Contrast p 0 V Use the automatic document feeder ADF when scanning E Use the scanner s preview window when scanning E Invert the image automatically after scanning black to white and white to black Ok Cancel Ls If you tick the box labeled Use the scanner s preview window when scanning you will see an extra settings window the next time you scan a document which is specific to your scanner We recommend turning this on the first time you scan and making sure that the scanner is set to scan black amp white TIF images This will ensure small image sizes which are ideal for storage and transmittal AEROSPAC MicroFile Basics Page 6 Importing Data in Filenames Importing allows you to add existing document images to MicroFile There are two import methods you can use If the existing filenames of your imported documents contain meaningful data that you wish to be imported into the MicroFile database e g 12 345 tif where 12 345 is the part number for the document follow the steps below Otherwise follow the import instructions on page 7 Go to File gt Add gt Import Document or press CTRL M Import Documents n a Documents to import Destination companies To import documents click Browse or drag fi
9. le Follow the steps below to get started Create or identify a folder in Windows that you will use for this purpose This should either be an empty folder or one that already has images in it which you wish to import into MicroFile This folder should be used for no other purpose Go to Options gt Settings Next to Printed document path browse to the folder you designated earlier then click OK From now on MicroFile will monitor the folder you chose Any time an image is placed in that folder Micro File will create a new record and move the image to the Primary document path listed in Options gt Set tings Database tab Thus the only images that will ever be in the Printed document path are the ones that are waiting to be imported into MicroFile You can now enter data for your new records by clicking the icon or pressing CTRL E AEROSPAC MicroFile Basics Page 8 Downloading MicroFile is integrated with the Aerospac Online Database and can therefore download documents from your suppliers as well as upload them to your customers To download documents click this icon or go to File gt Download New Documents The MicroFile data base will now populate with all documents and data that have been sent to you by your customers If you only want to download documents in a particular date range or if you need to re download docu ments go to Options gt Settings Upload Download tab then fill in the beginning and ending
10. le The latest version of the program will always be listed on the first page of this manual which you can view at http Awww aerospac com manual Please direct any questions to Aerospac Support E Mail support aerospac com Phone 949 678 9777 AEROSPAC MicroFile User s Manual Sh Q amp Be e Contents MicroFile Basics Learn how to navigate the MicroFile database scan and import documents and upload them to customers Page 3 Document Sharing Network MicroFile with multiple PCs to share documents and data Page 9 Job Package Building Use MicroFile to build job packages automatically Page 10 Backup amp Maintenance Back up your MicroFile database and images locally and to the cloud Add custom fields Page 11 Signatures Stamps and Notes Apply electronic signatures and stamps Add text to an existing document image Page 14 Additional Features Extra functionality not covered in other sections Page 15 AEROSPAC MicroFile Basics Page 3 Viewing data and documents MicroFile EDS organizes its data records in the upper area of the screen while the image associated with the selected record is shown below File Edit View Document Scan Options Help 4A4 es p amp Ei ET JE Ei GE ih 2 Sort By Date_Time Cancel Edit Date Time PONumber PartNumber OrderNumber LotNumber DocumentT ype TransmitT 0 TransmitStatus 10 01 2012 16 57 _ 73 17625 10037393 Material Certificati Down
11. les here Aerospace Then set the options and click the Import button Boeing 787 Doors Labinal Texas Systec Webserver Browse Remove Search if Create new filenames for imported files use this if you have duplicate filenames No destination company for these imported documents Preserve the existing filenames Use the selected destination company for all imported documents if Do the following if a duplicate filename is found while importing Select the destination company for each document while importing Overwrite the existing MicroFile document with the document being imported Do not import the document Import image filename into this field lt none gt X Status Import Browse to the document image s you wish to import Then click the dropdown box labeled Import image filename into this field and select the field that matches the data contained in the filename It is okay if the filename contains superfluous information e g Part 12 345 tif or 12 345 Jan 2013 tif as this will not prevent you from finding the correct data in a search If all other settings Destination Company etc are correct click Import Your documents will import with the selected data field populated You will still need to fill in any additional data that you or your customer need the document indexed by AEROSPAC MicroFile Basics Page 7 Importing Generic Filenames MicroFile will automatically import all images in a designated folder into MicroFi
12. loaded i 10 01 2012 16 58 73 17624 10029374 Material Certificati Downloaded 10 04 2012 08 41 8871 2 21 779 Certification Acrospac T Transmitted wa 10 04 2012 08 45 TW6365 AC1537 48 396019 Certification Systec waiting w UNIVERSAL ALLOY CORPORAT 180 LAMAR HALEY PKWY CANTON GA 30114 7 EXTRUSION MILL CERTIFICATE OF CONFO INSPECTION AND TEST REPORT CUSTOMER TMX AEROSPACE PURCHASE ORDER T V6365 ITEM 01 TZ732104 0067N DATE 10 ORDER NUMBER 396019 PARTNO BA SPECIFICATIONS QQ A 200 11 REV E MATERIAL 70 MECHANICAL PROPERTIES There are several icons at the top of the window to change your view of the image l Fit the image to the width of the screen 1 Show the entire image on the screen Sz Rotate the image F913 View other pages in the image if applicable If the image type is not supported by MicroFile the lower portion of the window will appear as grey If this happens you can double click the record to open the image using the default image viewer associated with that file type To rearrange the page order in a multi page document go to Document gt View Page Thumbnails You can then click and drag the pages to change their location in the package AEROSPAC MicroFile Basics Page 4 Searching and Editing To search for a document click this icon amp or press CTRL F Type in the criteria you want to search by MicroFile will then jump to the matching record Find
13. long time to complete this process AEROSPAC Backup amp Maintenance Page 13 I Compact amp Repair your Database MicroFile has a built in compact and repair utility Compacting a very large database can improve perform ance while repairing can fix a database if it becomes corrupted Before running a compact or repair operation ensure that no other copies of MicroFile that are networked to this database are open then back up your database Go to Options gt Database Maintenance browse to your database location then click the Compact but ton You will be prompted once the Compact operation is finished If necessary you can then click Repair to attempt to repair the database if it has become corrupted Sf Add Database Fields To add custom database fields to your MicroFile database such as Alloy or Specification Go to Options gt Add Database Field enter the name of the field you wish to add then click Add Field Your new field will now be listed in the MicroFile You will not be able to change the name of this field or delete it unless you edit the database table in Microsoft Access Add Database Field xs IMPORTANT There is currently no MicroFile option to modify a database field or remove a database field This may be added in a future release but for now you will need to use Microsoft Access to modify or remove database fields Enter the name of the new field to add to the database must begin with a letter
14. on t have MicroFile they can either use their browser to visit the Aerospac Online Data base or be set up to receive your documents via e mail AEROSPAC Document Sharing Page 9 Networking You may install MicroFile on multiple PCs and share the same database across all of them Follow the steps below to get started Install the latest version of MicroFile and enter the access code on all PCs Go to Options gt Access Code to confirm the software has been activated on each PC The default database location is C Users User Documents MicroFile Microfile mdb The default images location is C Users User Documents MicroFile Docs Move these files to a location on your network where you d like them to be stored On each PC running MicroFile go to Options gt Settings Database tab and change the Primary document path to the folder where you are storing your images on the network and the MicroFile Database location to the folder where you are storing Microfile mdb Restart the software You are now sharing your MicroFile database among multiple PCs All users can scan import search view and upload documents concurrently We recommend a single user be designated for uploading as it is pos sible for duplicates to be created if multiple users upload at the same time Job Package Building Page 10 E Building Job Packages Automatically To begin building a new job package start by scanning and indexing a Material Test Repor
15. t in MicroFile Click this icon or press CTRL F to search for the Material Test Report Once you have it selected allo cate it to a job by pressing CTRL J In the pop up window type the job number into the Order number field and click Save This will create a new record with a copy of the Material Test Report indexed by the job number you en tered To add a process cert to a job package place it in your scanner and go to Scan gt Append Matching Documents or press F8 Type the job number into the Order number field and click Scan The process cert will scan and be added as a new page to the Material Test Report you scanned earlier You can continue to do this with multiple process certs as you continue to build your job package To add a certificate of conformance to your job package follow the same steps for adding a process cert but use Scan gt Insert Into Matching Documents or press F9 to scan the document This will make the C of C the first page of the document package making it ready to print or upload AKROSPAC Backup amp Maintenance Page 11 Sf Backing Up your Database and Images Your database and document images are stored locally Follow the instructions below to create a local backup of both To back your data up to the cloud using Aerospac Cloud Sync see page 12 To find where your files are stored go to Options gt Settings Database tab The Primary Document Path field shows where your images are store
16. ument you wish to add text to then go to Document gt Add Text or press CTRL H Type in the text you wish to add then click OK You can click and drag to move the text to any place on the document and use the plus and minus keys to resize it Click the Save button in the pop up window to permanently add the text to the document AEROSPAC Additional Features Page 15 Proxy Server Settings If your company requires use of a proxy server to upload data go to Options gt Settings HTTP tab and enter the appropriate settings HTTP Upload URL http www aerospac com Upload Proxy server firewall name myproxyserver 8080 Proxy server usemame user Proxy server password c oo Multiple Monitor Viewing You can take advantage of multiple monitor configurations by separating the document viewing window from the database To do so click and drag the double vertical grey lines on the left side of the document viewing area and move it to the right until it snaps outside of the MicroFile window You can now move the docu ment window to your second monitor Automatic Upload Download To set MicroFile to automatically upload and or download documents on a daily schedule go to Options gt Settings Upload Download tab Automatic Upload Download Enter a time hh mm in the fields below to schedule an automatic document upload and or download once a day Leave a field blank to disable that option Automatic upload time
17. utomatically name your image files based on the Order Number job number field This can be useful if you need to use the images outside of MicroFile as you will still be able to look them up by job number Go to Options gt Settings and tick the box labeled Use Order Number for Filename to turn this feature on This will not retroactively affect previously indexed documents From now on as soon as anything is entered in the OrderNumber field the image filename will be changed to match it If this would create a duplicate the filename will be appended with _1 tif 2 tif etc Document Notes Document notes do not appear in the database but can be edited or viewed by selecting a document re cord then going to Edit gt Notes to open the notes window Here you can type any relevant notes for the document These notes will stay in MicroFile and will not be sent to Aerospac if the document is uploaded Please direct any questions to Aerospac Support E Mail support aerospac com Phone 949 678 9777
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