In ASAP, all files associated with the appointments from a job are collated into one list which can be found under the ‘Files’ tab (blue) for each job.

Job files can include:

  • Images (Uploaded through ASAP or Runabout)
  • Forms (Generated through ASAP)
  • Signatures (Captured through Runabout)
  • User uploaded files (Any file type, e.g. pdf, mp3, jpg)
  • File packs

Most files, including ASAP generated forms, images and signatures can be viewed within the job files tab by selecting the files’ row.

Alternatively, files can be downloaded individually or in bulk.

Managing Job Files

Uploading Files

Files of any type can be uploaded to the ASAP system.

To add a job file:

  1. Open the job
  2. Select the ‘Files’ tab

  3. Select Upload Files

  4. Add files by dragging them onto the window or selecting ‘Add Files’

  5. Update the file details (These details can be modified later)

  6. Select ‘Start All Uploads’

Downloading Files

Some files, such as forms, can be downloaded individually using the download icon (cloud icon in example below).

If attempting to download multiple files or if the icon is not available, select the checkbox for all files that should be downloaded and select the Download Selected button.

Deleting Files

To delete a file(s):

  1. Select the checkbox for all files to be deleted.

  2. Select ‘Delete Selected’

Restoring Files

To retrieve a deleted file:

  1. Select ‘Show deleted files’

  2. Select the checkbox for all required files

  3. Select ‘Restore Selected’

File Details

File details give ASAP and users a method for categorising and including required files for appointments.

For example, when an image is taken for an area through Runabout, ASAP assigns the image:

  • The question’s file category
  • The appointment
  • The block type
  • The block number

When uploading an image, if the file details are manually set to match that which ASAP would normally assign, it will appear in the appointment’s questions.

The following details can be set for all job files (excluding ASAP generated forms) by selecting the ‘Edit File Details’ icon (pen and paper icon in example below):

Detail Description
Name A description of the file
Category The File Category, the file belongs to
Replace Form When selected, the file will override an ASAP generated form the selected appointment
Appointment(s) Appointments within the job that should include the file
Block Type The question block (area), within the selected appointment in which the file belongs
Block Number The block number for the block type selected above
Attach to Email When selected, ASAP will attach the file to the email type when sent
Comment A comment on the file, visible through the job file list

File Categories

File categories are a method of grouping files within ASAP.

Image questions require a file category, when an image is taken through an image question in Runabout, the file is assigned the category.

Additionally, file categories can enable Runabout to define the quality of uploaded images or enforce geo-tagging.

Adding a File Category

  1. Navigate to the File Category Management screen through Advanced Configuration [A-K]File Category
  2. Fill the configuration options
  3. Select Add File Category

Updating a File Category

  1. Navigate to the File Category Management screen through Advanced Configuration [A-K]File Category
  2. Select the File Category
  3. Update the configuration options
  4. Select Update File Category

Configuration Options

Configuration Description
File Category ID A system generated identifier
Name A description of the the File Category
Export to Runabout If checked, Runabout can assign this category to images. This option should be checked in almost all circumstances, deselecting the option and adding the category to a image question can cause unexpected behaviour in the Runabout application
Require Geo-Code If selected, Runabout will enforce geo-tagging when adding images of this category
Image Quality Resizing The quality of the image sent from Runabout, higher quality will increase sync times and image resolution