Sa01 - Document And File Management

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| By Brad Squires
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Brad Squires
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Sa01 - Document And File Management - Quiz


Questions and Answers
  • 1. 

    The Documents Module stores the reference documents (including links) that are associated with records throughout Maintenance Connection.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The Documents Module is a feature in Maintenance Connection that allows users to store reference documents and links that are associated with records. This means that users can attach relevant documents, such as manuals or schematics, to specific records in the system. This feature helps to centralize and organize important documentation, making it easily accessible and ensuring that it is linked to the appropriate records. Therefore, the statement "The Documents Module stores the reference documents (including links) that are associated with records throughout Maintenance Connection" is true.

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  • 2. 

    All modules in the system have an Attach Tab to attach documents and records. These documents can then be easily referenced and/or printed directly from the record.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The explanation for the correct answer, which is False, is that not all modules in the system have an Attach Tab to attach documents and records. This means that these documents cannot be easily referenced or printed directly from the record in all modules.

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  • 3. 

    Of the options listed below, which is one of the two options used to maintain documentation in the Documents Module?

    • A.

      MC Module Library

    • B.

      Assets

    • C.

      Procedures

    • D.

      Library Documents

    Correct Answer
    D. Library Documents
    Explanation
    Library Documents is one of the two options used to maintain documentation in the Documents Module. This suggests that the Documents Module allows users to organize and store various types of documents in a library-like format. The option "Library Documents" implies that the module provides a specific feature or functionality to manage and access these documents efficiently.

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  • 4. 

    What flexible features are found within the Documents Library? (Select all that apply)

    • A.

      Can be Printed with a WO/PO

    • B.

      Editable

    • C.

      Can load large photo sizes

    • D.

      Can be sent with Email

    Correct Answer(s)
    A. Can be Printed with a WO/PO
    B. Editable
    D. Can be sent with Email
    Explanation
    The Documents Library has several flexible features. Firstly, documents can be printed with a WO/PO, meaning that they can be easily printed and used for work or purchase orders. Secondly, documents in the library are editable, allowing users to make changes or updates as needed. Additionally, the library can load large photo sizes, making it convenient for storing and accessing high-resolution images. Lastly, documents can be sent with email, enabling users to easily share files with others electronically.

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  • 5. 

    Which control field in the Documents Module designates the type of document storage?

    • A.

      Location Type

    • B.

      File Type

    • C.

      Name

    • D.

      Field ID

    • E.

      Misc Attachments

    Correct Answer
    A. Location Type
    Explanation
    The control field in the Documents Module that designates the type of document storage is the "Location Type" field. This field allows users to specify the location or type of storage for the document, such as cloud storage, local storage, or network storage. By selecting the appropriate location type, users can ensure that the document is stored in the correct location and can be easily accessed when needed.

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  • 6. 

    The Procedure Module can store links to files or web pages accessible to users of the system. With this method, MC stores the file path to the document/data.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The given statement is false. The Procedure Module does not store links to files or web pages accessible to users of the system. Instead, it stores the file path to the document/data.

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  • 7. 

    Which field is used to define what kind of Document you are adding to the Document Library? 

    • A.

      File

    • B.

      Type

    • C.

      ID

    • D.

      Owner

    Correct Answer
    B. Type
    Explanation
    The field used to define what kind of Document you are adding to the Document Library is "Type". This field allows you to categorize and classify the documents based on their specific type or category. It helps in organizing and managing the documents effectively within the library.

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  • 8. 

    Documents that are stored as External Links in the Document Library can be viewed or edited from the Documents Tab.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Documents that are stored as External Links in the Document Library cannot be viewed or edited from the Documents Tab. External Links are essentially shortcuts or references to documents stored in other locations, such as a different document management system or a cloud storage platform. Clicking on an external link will typically redirect the user to the actual location of the document, rather than allowing them to view or edit it directly from the Documents Tab. Therefore, the statement is false.

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  • 9. 

    What are the ways to create Documents in MC? (Select all that apply)

    • A.

      Copy/Paste in Library

    • B.

      Use Printer

    • C.

      Document Schedule

    • D.

      Upload and Convert to PDF

    Correct Answer(s)
    A. Copy/Paste in Library
    D. Upload and Convert to PDF
    Explanation
    The correct answer is Copy/Paste in Library and Upload and Convert to PDF. These are the two ways to create documents in MC. Copy/Paste in Library allows users to create a new document by copying and pasting content from another source into the MC library. Upload and Convert to PDF allows users to upload a document in a different format (such as Word or Excel) and convert it into a PDF document within MC. Using a printer and document schedule are not valid ways to create documents in MC.

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  • 10. 

    What are some of the benefits for linking files to an external server in the Document Module?

    • A.

      Unlimited File Size

    • B.

      Any File Type

    • C.

      Maintained/Updated at Central Source

    • D.

      All of the above

    • E.

      None of the Above

    Correct Answer
    D. All of the above
    Explanation
    Linking files to an external server in the Document Module offers several benefits. Firstly, it allows for unlimited file size, meaning there are no restrictions on the size of the files that can be linked. Secondly, it supports any file type, enabling the linking of various types of files. Additionally, by linking files to an external server, they are maintained and updated at a central source, ensuring that any changes made to the files are reflected across all linked instances. Therefore, all of the above options are correct and provide benefits of linking files to an external server.

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  • Current Version
  • Jul 22, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Jan 19, 2015
    Quiz Created by
    Brad Squires
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