Introduction (Purpose & Benefit)
Containers are physical boxes used to store physical files related to projects. Using containers helps you keep track of where physical documents are stored, ensuring that important files are not lost or misplaced. By associating containers with projects, you can easily locate all physical documents related to a specific project.
By using containers effectively, you can streamline the management of physical documents, improve data accuracy, and ultimately, increase efficiency and reduce the risk of losing important files.
Note: The Physical storage feature must be enabled before containers can be used. An administrator can enable it at Management > Settings > Features > Enable physical storage.
Key Fields & Their Meaning
- No.: A unique number to identify this container.
- Location: The physical location of the container (e.g., "Storage Room A, Shelf 3").
- Comment: Any additional information about the container (e.g., "Contains client contracts").
- Project numbers: The project numbers associated with this container.
Creating a New Container
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Navigate to Projects in the main menu, then click Physical storage.
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Click the New container button. This will open a form where you can enter the details of the container.
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The Number is assigned automatically.
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Enter the Location of the container.
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Enter Project numbers to associate the container with one or more projects.
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Enter any relevant Comment.
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Click the Save button.
Managing Existing Container Records
You can find, edit, and manage containers from the Physical storage page (Projects > Physical storage).
- Finding Containers: Use the quick filter on the Physical storage page to filter containers.
- Editing Containers: Click the Edit container button on the container's page to modify its details.
- Deleting Containers: Click the Delete button in the edit form to delete a container.
- Adding Projects: Click the Add project button on the container's page to associate it with additional projects.
Reporting & Analysis (How this record helps track efficiency)
By using containers to track the physical location of project-related documents, you can:
- Quickly retrieve documents when needed, saving time and improving efficiency.
- Ensure that important documents are not lost or misplaced, reducing the risk of errors and legal issues.
- Maintain a clear audit trail of physical document storage, simplifying compliance efforts.