The most important distinction between the document embedding functionality in XMap 6 and XMap 7 is that in the newer version documents can be opened, edited, and saved in the XMap OpenSpace database.
Document embedding was first introduced to the XMap suite in version 5 and it was intended as a tool for assigning a file, such as a photograph or a schematic diagram, to an object on the map. To accommodate this process, a new type of attribute field was developed that offered the option to upload the document or file and store it in the database.
Anyone with access to this layer—either locally, through OpenSpace file transfer, or synchronization—could open the file by clicking the appropriate cell in the attribute table. This one-way file distribution process did not permit the file to be edited and embedded again, so the recipient of the layer would be required to manually send any updated files to the data administrator as an e-mail attachment.
During the initial discussions of the feature requirements for XMap 7, embedded document editing was one of the first items added to the must have list. Additionally it was decided that the management of embedded documents should not limited to the attribute table but should also be available by clicking an object on the map. A new right-click feature now offers the option to upload, open, edit, save, or delete a file that is associated with the selected point, line, or polygon.
This list of options is available in all versions of XMap 7, so that even a field worker using XMap Professional can upload an image or complete a spreadsheet report and save it to a local database in preparation for synchronization to the data administrator.
Embedded documents can also be efficiently managed within an XMap form [link to Forms article]. If a document field is added to a form, buttons are displayed for editing, deleting, or uploading a file and the file name itself is added to the form as a hyperlink. If an image is uploaded to a document field, the actual image will be displayed in the form.
Another new feature in XMap 7 is the option to establish an initial or default value for an attribute field. As each new object is added to the layer, this initial value is automatically assigned, which can save time by eliminating repeated steps. An initial value can even be established for a document field so that as each new item is created, a new copy of a standard document or report is assigned to the record instead of having to be manually uploaded each time.
Practical uses for the new document embedding functionality include:
- Uploading and archiving photographs associated with objects in a GIS layer
- Distributing a standard report associated with each record and automatically collecting the completed report using XMap’s synchronization process
- Cataloging data that cannot be easily assigned to existing GIS attributes
- Associating plans, diagrams, or drawings with asset locations
Document embedding adds an extra dimension to GIS management by providing access to pertinent files in a geographic context. The new editing feature significantly enhances this functionality by streamlining the collection, storage and retrieval of location-based information.
