Document Types tab

In Document Manager, when you select a document type to use for a contact or client, the program needs to know which associated application to launch. When setting up Document Manager, you must map the document types that you will use with the applications required to create, edit and save them.

Once mapped, the document types will be displayed under Add Documents on the Tasks bar, ready for selection. Only those document types which your practice has mapped to use an application are available under Add Documents on the Tasks bar.

The Document Types tab enables you to:

map a document type to an application type
remove a document type from the Add Document Tasks bar list
make a document type inactive.

To map a document type to an application type

Mapping involves matching each of your document types with the software application which is to be used to create and edit them. This ensures that when selecting a document, it will open it in the correct application.

Select Maintenance > Maintenance Map (AO) > Documents > Document Manager Setup. Document Manager Setup opens on the Welcome tab.
Click the Document Types tab. The Document types tab is displayed.
To add a new document type, click
. The Document Types window opens.
Enter a unique Name for the document type. For example, Spreadsheet.
Enter Details about the use of this document type. This is an optional field.
Select the Active checkbox to activate the new document type. This marks the document as Active in MYOB Intranet. The document type must be marked as Active before it can be used in Document Manager. Once the Active checkbox is selected the Document Manager Settings section will be available for use.
Select the Documents of this type can be created from within Document Manager checkbox.
Select an Application Type from the drop-down menu. For example, Microsoft Excel.
Click OK. The new document type is mapped to use the selected application and is displayed in the Document Type list.
To proceed to the Applications tab of the Document Manager Setup, click Next, or to save and close the Document Manager Setup, click Finish.

To remove a document type from the Add Document Tasks bar list

Document types that are in use by documents in Document Manager cannot be deleted. A message dialog appears stating that the “Document type could not be deleted. Used by documents in MYOB Document Manager”.

Select Maintenance > Maintenance Map (AO) > Documents > Document Manager Setup. Document Manager Setup opens on the Welcome tab.
Click the Document Types tab. The Document Types tab is displayed.
Select the document type from the Document Type list, that you want to remove.
Deselect the Documents of this type can be created from within Document Manager checkbox in the Document Manager Settings section. A confirmation message is displayed.
Click Yes. This will delete the document type from the Add Documents task list. The document type will still appear in the Document Type list.
To delete the document type and its association with an application, click
. This will permanently delete the document type from Document Manager Items.
To proceed to the Applications tab of the Document Manager Setup, click Next, or to save and close the Document Manager Setup, click Finish

To make a document type inactive

You can hide certain document types from the Add Document Tasks bar list but retain the history.

Select Maintenance > Maintenance Map (AO) > Documents > Document Manager Setup. Document Manager Setup opens on theWelcome tab.
Click the Document Types tab. The Document Types tab is displayed.
Select the Document Type from the list that you want to hide or make inactive.
Deselect the Active checkbox. A message will be displayed requesting confirmation that the document type will no longer be displayed in the Add Document Tasks bar list.
Click Yes.
Click Finish.