Files Administration Form

Use this form to search for and view files that have been uploaded in Vision. You can also confirm that the files are synchronized between the Vision and FILESTREAM databases.

Uploaded files include:
  • The files that you uploaded as supporting documents for items such as line items entered for accounts payable vouchers, expense reports, purchase requisitions, request for price quotes, purchase orders, and receipt of purchase order items. You upload and associate the documents with the line items on the Supporting Document dialog box in the Vision application.
  • Adobe InDesign template files that were imported or created in Vision Configuration > General > Merge Templates.
Parent Topic: Files Administration Utility

Location

To display the form, complete the following step:

From the Vision Navigation menu, click Utilities > Files Administration.

Contents

Toolbar

Field Description
Help Click this button to open the help topic for this form.

File Selection Filter Section

In this section, enter the search criteria for selecting the files that you want to view. You can leave fields blank.

Field Description
Date Range Enter a beginning and ending date range in these two fields. This is the date that the file was created.
Search Text Enter text from the file's name.
User ID To search for a file that was uploaded by a specific user, enter the ID of a Vision user. To search for files uploaded by any Vision user, leave this field blank.
Application From the drop-down list, select a Vision application to search for files that were uploaded in a specific application. Options are:
  • AP Disbursement
  • AP Voucher
  • Create Voucher from PO
  • Credit Card Reconciliation
  • Expense Report
  • Interactive Billing
  • Merge Template
  • Purchase Orders
  • Purchase Requisitions
  • Receiving
  • Request for Price Quote
  • Request for Price Quote - Suggested Vendors
Leave this field blank to search for files from all applications.
Refresh Files List Click this button to return the search results for the criteria that you entered in the File Selection Filter section.

Files Grid

The files that match your search criteria display in this grid after you click the Refresh Files List button.

Files Grid Toolbar

Field Description
Drop-Down Click the drop-down arrow on a grid header to complete any of the following actions:
  • To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer.
  • To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally.
  • To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display.

Not all options are available on all grids.

Files Grid Fields

Field Description
Application This displays the Vision application from which the file was uploaded.
File Name This field displays the file's name.
Description This field displays the file's description.
User ID This field displays the ID of the Vision user who uploaded the file.
Create Date This field displays the date on which the file was created.