DeLorme Professional Weblog

XMap’s embedded document function, which has been an integral component of the software for several years, was introduced as a means to associate files with individual objects in a GIS layer and to store a version of each file in the XMap database. The primary intent of this function was to provide an efficient way to attach supplementary information or data about an object (for example, a photograph or a schematic diagram) that could not easily be assigned to the available attribute fields and to ensure that anyone with access to the layer would also have access to the associated files.

The original embedded document tool was designed to allow the associated files to be opened and, if necessary, locally saved; however, there was no document editing function that would offer the end user the ability to modify or update the file. If a field worker was required to fill out a report at the jobsite and the blank report was attached to the appropriate object in the GIS layer, the technician would have to save a local version and send it by e-mail to the project manager.

New Embedded Document Functionality
The embedded document feature has been significantly enhanced in XMap 7:

• Embedded documents can be opened, edited, and saved back into the database.
• Documents can be uploaded from the attribute table or by right-clicking at the location of an object on the map.
• When employing XMap’s data synchronization function, newly uploaded or edited documents are automatically incorporated into the master layer.
• When using XMap Forms, image files uploaded as embedded documents are displayed in the form itself.
• Documents can be uploaded using any version of XMap 7, although either the Editor or Enterprise version is needed to create the required document field.
• An initial value can be assigned to a document field so that a default file, such as a blank report, is automatically added when each new object is created in the layer.

Embedded Document Considerations
There are several key issues that should be considered when setting up embedded documents:

• To upload a file or document, the layer must have an attribute field with Document assigned as the data type. This usually entails manually generating the field after the layer is created or imported.
• Virtually any file can be uploaded using the embedded document function. XMap does not open the file so there is no internal compatibility or formatting issues. Instead, the action of opening the file triggers the appropriate application as assigned within the Windows® operating system. For instance, if bitmaps are normally opened with Microsoft® Paint, clicking an embedded bitmap will launch that application as well.
• Embedding a document creates a new version of the file that is distinct from the original that was uploaded. If the original is edited, these changes will not be reflected in the embedded version.
• Access to the file or document is through the local or central XMap database within which the GIS layer is stored. Unlike a URL which works by recording the path to the original file, embedding the document allows it to be opened at a remote location.
• If multiple files are associated with a single object in a layer, a separate document field will be needed for each file. For instance, if there are four photographs associated with a GIS object, four document fields will be required.
• OpenSpace GIS layers with embedded documents will be significantly larger, which is an important consideration when synchronizing or manually sharing OpenSpace transfer files.

Setting up a Layer to Allow Document Embedding
Before uploading a file, the layer needs to be configured to allow documents to be embedded through the creation of a document field. This is done using the following steps:

1. In the GIS tab, click the Attributes button and select Design View.
2. Click the Options button and click Add Simple Field.
3. Type a name for the field, which will appear as a column heading in the attribute table.
4. From the Data Type drop-down list, select Document.
5. Click OK.

Note that a document field cannot be created using a formula so the Add Formula Field option does not offer Document in the data type list. If Add Constrained Field is selected, Document is available as an option in the data type list, but the only constraint that can be applied is to assign a specific document as an initial value. This means that all new objects will include a copy of the same embedded document. This does not, however, assign the document to existing objects in the layer.

Uploading Documents
There are two methods for embedding a document within an object in a layer:
From the Attributes Tab
In the Attributes, Datasheet View, scroll to the document column and locate the required object in the attribute list. If no document is present, the cell displays the word <null>. When the cursor is positioned over this cell, an arrow automatically appears and, after clicking the arrow, a drop-down list is displayed. Initially, the only option is Upload, which opens the Upload File dialog box from where the required file can be selected. After uploading the file, the file name will appear in the cell.
From the Map
After positioning the cursor over the appropriate point, line, or polygon on the map, right-click and select Documents. If no existing document is present, the only option will be Upload, which opens the Upload File dialog box as described above.
Opening, Editing, and Saving Embedded Documents
If a document or file has been uploaded and associated with an object in a GIS layer, there are several additional choices in the Documents drop-down list on the map or in the attributes table. The list now includes View, Save As, Upload, and Delete. Additionally, if the file is in an editable format such as text, Edit is also available. The Edit option allows the file to be modified and the changes saved into the database.

The ability to edit an attached file is the most powerful feature of the embedded document tool. Any version of XMap 7 can be used to access files that are directly tied to their appropriate geographic location and additional information or notes can be added to the files right at the jobsite.

Distributing GIS Layers with Embedded Documents
XMap’s data synchronization function is a perfect complement to the embedded documents tool. Data synchronization provides a quick and efficient tool for distributing updated GIS layers throughout a company or organization. Because embedded documents reside in the OpenSpace database, these files are also synchronized—ensuring that the most up-to-date documents are available to those who need them most.

If a synchronized layer contains a document field, the recipient of the layer has the option to upload a file or edit an existing embedded document. As part of the subsequent synchronization process, the uploaded or updated file is automatically added to the central GIS database and is available to all XMap users in the company.

When an OpenSpace transfer file is created by exporting a GIS layer from XMap, any embedded documents that are associated with that layer are incorporated in the file and can be accessed when the file is imported by another XMap user. This process can be used to efficiently distribute geographically referenced files in situations where synchronization is not being used.

Using Embedded Documents with XMap Forms
XMap Forms, another new feature of XMap 7, provides a user-friendly mechanism for collecting or editing GIS layers and their accompanying attributes. If a form that includes a document field is created, the form provides buttons for uploading, deleting, and, if appropriate, editing the file. If an image is embedded, a thumbnail of the image itself is displayed in the form. Clicking this thumbnail opens an enlarged version of the image.

Document fields are compatible with forms created for use in XMap, but they cannot be used in a form created for the Earthmate PN-40, DeLorme’s handheld GPS receiver and data collector.

Embedded Documents at Work
In virtually all GIS applications, the embedded documents functionality in XMap offers a valuable supplement to the attribute management capability of the software and provides the means to manage files in the context of their geographic location. This allows convenient site-specific access to the documents that are associated with that particular location. Examples of embedded documents at work in specific industries include:

Oil and Gas
Attach pipeline maintenance reports to each pipeline segment. As each pipeline is inspected, the field technician can complete and automatically submit the report to comply with the necessary regulations.

Real Estate
Attach multiple building photographs to each property in the GIS layer. Add a field to attach detailed property specifications or information about comparable properties.

Natural Resource Management
Upload photographs to provide a visual context to data sampling locations in habitat or environmental impact studies. Using XMap Forms, click the GPS button to automatically create a new point and assign each photograph to the correct location.

One-call Administration
Assign a copy of a one-call ticket to each proposed dig location in a GIS layer. Automatically distribute the ticket to field crews using XMap’s synchronization tool.

Wind Energy Development
Embed detailed meteorological data pertaining to proposed wind farm sites. Upload a spreadsheet with details of the properties within a designated area of impact.

Surveying and Engineering
Upload scanned or digital copies of engineering blueprints and plans. Use XMap as a project management tool allowing efficient access to the appropriate sheets at each site of the project.

Utility Mapping
Embed detailed wiring diagrams at each junction location or utility access point. In the event of an emergency, the necessary repair information can be accessed by simply right-clicking at the current location on the map.

Delivery and Dispatch Management
Attach a copy of the shipping details to all delivery locations. At each site, right click the map to display the delivery list.

The enhanced embedded documents functionality in XMap 7 extends the attribute management capability to include complementary information in external files or documents. By offering the option to edit the contents of these associated files and allow the uploading of files in virtually any format, the data collection capability of XMap is limitless