2.7.4.1. Getting Ready to set up AIM
Now that you know how AIM is structured and how security works, you are ready to begin mapping out the setup of your AIM file cabinet.
1) Determine user permissions. Some users may have “search only” rights.
2) Map out your file cabinet.
Mapping of the File Cabinet
• Document Category – define your category names and who should have access to which categories. This is a critical non-reversible decision. Once documents are assigned to categories, the Category cannot be deleted.
• Document Types – define the document types for each category and who should have access to which types. This is a critical non-reversible decision. Once documents are assigned to types, the Types cannot be deleted.
• For each category/type, identify which records in Sage to attach to.
• For each category/type, identify which index fields to utilize for document coding and document search.
• Identify any custom fields needed to (1) attach to non-Sage records such as PO purchase orders and SM work orders and/or to (2) limit or enhance search capabilities. You will need to identify the field ID, type and length.
The following examples are designed to help you map out your file cabinet:
Category - Job Cost – only assign users who can access all documents in the Category
Type – Commitments – assign users who can access all documents for this type
Sage Attachment – Commitment
Fields available – , Date (perhaps custom), Issued by (custom)
Type – Commitment C/O – only assign users who can access all documents for this type
Sage Attachment – Commitment
Fields available – Job, Commitment, Change Order, Date, Issued by
Type – RFI – only assign users who can access all documents for this type
Sage Attachment - ?
Fields available - ?
Category – AP – only assign users who can access all documents in the Category
Type – Insurance Certificates – only assign users who can access all documents for this type
Sage Attachment – Vendor
Fields available – Vendor, Type of Insurance, Effective Date, Expiration Date
Category – Property Management – only assign users who can access all documents in the Category
Type – Tenant Lease – only assign users who can access all documents for this type
Sage Attachment – Tenant Lease
Fields available – Tenant Lease ID, Property, Unit, Tenant Name, Lease Start Date & Exp.
Type – Property Insurance – only assign users who can access all documents for this type
Sage Attachment – Property
Fields available – Property, Effective Date, Expiration Date
Approval Routing setup:
Determine what type of documents you want to route – routing is based on Document Type
Determine how documents be routed for approval – each workflow would be given a name
Document types that are routed to the same approvers for all documents of that type –
Ex. Payroll time cards will be approved by the same approvers – workflow would
assigned to the Document Type
Documents that will be routed based on rules & what the rules are based on – each workflow is given name and the workflow Criteria is assigned a name
Ex. POs will be approved by the PM and their Division Mgr. – document types would be assigned to the User in Routing Rules
Ex. Routing based on Jobs assigned to that PM – Criteria would be setup in routing rules
