GeeDee for Windows

* Input & Acquiring Items *

* Input & Acquiring Items *

Previous topic Next topic No directory for this topic Expand/collapse all hidden text  

* Input & Acquiring Items *

Previous topic Next topic Topic directory requires JavaScript JavaScript is required for expanding text JavaScript is required for the print function Mail us feedback on this topic!  

 
There are two ways to get information into the GDMS program.

Firstly, all printable items from within GeeDee for Windows (letters, reports, emails, statements etc.) will be sent to the GDMS. This happens automatically and is not dependent upon selecting "Archive" as the printer. The only items that DO NOT go into the GDMS program are breach and termination notices.

The second way is to manually import items into GDMS program. This method is used for importing photographs, scanned documents such as creditor accounts and items created outside the GeeDee for Windows program.
 
The following items can be imported into the GDMS program:

Most common image file formats: *.bmp;*.emf;*.ico;*.jpg;*.jpeg;*.tif;*.tiff;*.wmf

Common Microsoft Office file formats: *.doc;*.dot;*.docx;*.dotx;*.xls;*.xlt;*.xlsx;*.xltx;*.ppt;*.txt

Adobe Acrobat files: *.pdf  & Common saved email files: *msg

 

General Information

Items can be attached to Lessors, properties, tenants and creditors, or filed in a specific folder in the GDMS program. To Input scanned items that are already located on your system, first select the (1 )Input” tab from the Top Menu bar in the GDMS program and the input screen shown below will be displayed.

Clicking the (2) Folder icon will open an “Explorer - Browse For Folder” style window that will allow you to navigate your way to the location of the item you wish to import. Example =  (3) "My Documents", Select the item and click (4) OK.

Click me to expand!
 
The Import folder location will now be displayed and all items in that folder that are available for import will be displayed. You will notice that each available item will have a "traffic light" indicator next to it. The "traffic lights" are used to indicate the suitability of the item. GREEN indicates the item is of a small size and is suitable as it is, YELLOW indicates that the item a large item, but one that is still suitable and RED indicates that the item is too large and must be resized or scanned again before it can be imported.

Click me to expand!

 
ADDING A FAVORITE FOLDER:
If you will be accessing this location again, the folder can be added to the "favorites" list by clicking on the "plus" (+) sign. Add the shortcut name and click OK.

Click me to expand!
 

You can access your Favourites by clicking on the drop down menu and select from here. Locations no longer required can be removed by clicking on the "minus" (-) sign.

Click me to expand!

 

 

Items can be imported one at a time in "Normal" mode, in a group using "Batch" mode, or combined into a single PDF file using "Document" mode.

 
flag_green Example 1 - In this example the item is imported in "Normal" mode.
 

In Normal mode, choose the item you wish to import by checking the box next to it, a preview of the item will now be displayed in the viewer.
Click the  drop down arrow in the the "Group" and select the "Properties" group and "Invoices" category.
Enter a "Keyword" or "Keywords" if you wish such as security screens.
Click on the alphabet letter of the property address and then Select the property you wish to file under.
Select "Go & Delete" to import the item and delete it from its' source folder, or
Select "Go" to import the item and leave a copy in the source folder.

Input step 6

To view where it has been saved to go to OPTC/ Properties/Invoices and you will see the item.

input step 7

 
 

Items can be imported one at a time in "Normal" mode, in a group using "Batch" mode, or combined into a single PDF file using "Document" mode.

 
flag_green Example 2 - In this example the items to be imported are a group of invoices using "Batch" mode.
 

In Batch mode, ALL ITEMS in the folder are automatically selected for import (user selection is not available).This mode is especially useful when importing a large number of the same type of item eg: multiple water accounts
Starting from the top of the list select the first invoice listed. You work down the list and cannot move from one to another item, out of order. The invoice details will appear in the view panel.
Click the drop down arrow in the the "Group" and select the "Properties" group and "Invoices" category.
Enter a "Keyword" or "Keywords" if you wish such as electricity accounts
Select the alphabet starting from the first invoice address listed and highlight the Property.
In Batch mode, "Go & Delete" is the only option available. ALL items will import to selected area and automatically delete from the source folder.

input step 8

 After selecting "Go & Delete" you will be given the option to add a description to the item, enter your description and accept the default title.

 

input step 9

The following screen will appear and allow you to confirm the description. Once this is done all future items will be saved under that description and the user will only be promoted to tick OK and not have to enter these details each time.

 

input step 10

 

 
 

Items can be imported one at a time in "Normal" mode, in a group using "Batch" mode, or combined into a single PDF file using "Document" mode.

 
flag_green Example 3 - In this example there may be 10 seperate pages that have been scanned however the user would like to merge them into 1 pdf "Document".

 

First select "Document" mode to display a list of items available for combining.
Select the items you wish to merge and combine by checking the box next to the item.
Select the "Lessor" group and then the "Documents" category.
Enter a "Keyword" or "Keywords" if you wish such as Property information.
Click on the "Merge Selection" button.
Enter a title for the merged report when prompted.

input step 10

A preview of the merged document will be generated and you will be asked to approve the document.
Once approved you will have the option of adding a description to the document and then asked if the original items should be deleted.

 

 
 

*INPUT: Failed to Store - File Name Length Limitation

 
flag_green 100 Character File Name Length.
 
Please be aware that MS Windows and the Database controller restricts the file name length to 100 characters.
As well as the operation control this will also ease usage for general viewing and searching proposes.

 

GeeDee Company Logo_Horizontal_MEDIUM
Phone: (08) 9364 6677  | Fax: (08) 9364 7433   | eMail: info@geedee.com.au  | Web: http://www.geedee.com.au/

© GeeDee for Windows Pty Ltd  1984 - 2018             All rights reserved.      Real Estate Software by Real Estate Professionals.

Trust Accounting & Property Management Software with Enterprise Electronic Document Management.