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Document Master

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Purpose

The Document Master contains the master records of all documents in your Organization and uniquely identifies a document via a user assigned document number.

The documents can be of various types (drawings, specifications, magazines, books, procedures, policies, catalogues and others) and can be available in hard copy or electronic format.

The document master record contains descriptive data to identify  the document, to specify ownership and responsibility, to further describe its attributes, to define rules for change control and distribution and to create document structures where applicable.

 

Document Types and groups are applied to group similar documents together.

 

The Document Master function is thus applied to register and control all documents in your Company for which you need a master record for the purposes of identification, change control and distribution.

 

Documents linked to the same Document Type must therefore have adequate similarities with regards to their level of identification and the manner in which change control is exercised.

Documents can thus be identified and can be described via the standard fields provided.

It can also have additional descriptive attributes that are user-defined via the characteristics functionality.

It can contain keywords for document searches

It can have associated documents linked to it

It can have a multi-level structure (as in the case of MRI documents)

It can be linked to parts or even multiple parts

It can be linked as a resource to part operations and will then be printed on shop floor documentation such as the Order traveler

It can auto-control part revisions

It may or may not have change control applied to it for the addition or deletion of document revisions

It fully interfaces with the system's change control processes

It can be distributed to employees, project groups and External organizations

It allows for the linking to External objects (drawings, specifications, scanned documents, pictures and others) to obtain an electronic view of the document

It allows for control at document or at sheet level and the latter allows for multiple sheets per document with individual sheet titles and revision control at sheet level

It allows for identification of the current document status and the phase in its life cycle

If linked to parts, linked documents are exposed in Product structure navigation functions

It allows for linking to other tables and key fields (i.e. orders, employees,projects, contracts, change proposals and many others)

It allows for a security classification that is applied and enforced during distribution

It provides a quick jump to  Document analysis to perform searches based on user-defined parameters

It provides a quick jump to  Document Distribution to perform distribution actions

 

Prior to the register of documents via this function, some set-up of other data is required.

These include:

1.  Document Types (to be able to associate a document with a specific type such as drawings, specifications, policies etc). The document type also contains a number of default values and rules for documents to be linked to a specific type.

 

2.  Document Life cycle (to be able to specify the phase of its life cycle applicable to a document (e.g. concept, advanced model, production model, industrialization phase, obsolete, disposed and others which are all user-definable)

 

3.  Security Classification (to be able to specify the security classification and ranking applicable to a document (e.g. confidential, secret, top secret, not classified and others which are all user-definable)

 

4.  Document Groups (to be able to associate a document with a specific group such as Quality procedures, HR procedures, MIL specs, DIN specs, Internal drawings, Library books and others which are all user-definable).

 

5.  Employee Group (to be able to associate a document with a specific predefined  employee group). This is optional but can become handy when documents need to be distributed as this provides the opportunity to specify a group to which a number of employees have been pre-linked.

 

6.  Location master (to predefine physical locations for documents and to then specify the location for a specific document (e.g. a filing system reference, an office number, or many others, which are all user-definable)

 

7.  Distribution Media (to be able to specify the media via which a document is distributed (e.g. hard copies, original, electronic and others, which are all user-definable)

 

8.  Document Revision Status Types (to be able to specify the status applicable to a specific document revision (e.g. in process, red line, registered and others which are all user-definable)

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active Rev

Purpose

This is a read-only  field that displays the currently active revision from the table DOCUMENT_REVISION for the document selected in the field "Document Number".

 

If the document is controlled at document level, the active revision for sheet # 0 will be displayed.

If the document is controlled at sheet level, the active revision for sheet # 1 will be displayed.

 

See field "Control level"

 

Impact of changing the value

The value cannot be changed via this field. Revisions are maintained via the tab "Revisions"

hmtoggle_plus1Document Number

Purpose

This field is presented as a combo box, to specify and maintain  the valid document master records in the system.

It is the primary key for the table Document_Master and a  value must thus be entered for this field, up to a maximum length of 50 characters.

This number uniquely identifies a document that can be either an internal or external document.

 

To add a new document, a unique document number must be typed in this field (which will enable the 'Add' button if the user has add-rights for the function Document Master).

 

To view an existing document, a document must be selected from the list. The list is populated with Document_Number , Document_Title and Document_Type from the table Document_Master

 

Impact of changing the value

The document number cannot be changed.

hmtoggle_plus1Document Title

Purpose

This field is presented as a text field and is applied to specify and maintain  the valid description/title for a document

A title must be entered for this field, up to a maximum length of 255 characters.

 

Impact of changing the value

None other than displaying the new title wherever a document number is displayed on related functions

 

Tips

A Document that is controlled at sheet-level, will also allow a detailed title/description to be allocated to every sheet.

The field thus presents a description./title for the document in general.

hmtoggle_plus1Document Type

Purpose

This field is presented as a text box and serves the purpose to specify and maintain  a valid document type for a Document Master record.

Examples may include drawings, specifications, magazines, books, procedures, policies and others.

 

The field populates active document types from the  table DOCUMENT_TYPES.

The user cannot manually specify a document. The User must select one of the pre-defined listed document types and once selected, the system will suggest a number of enforced and default values and rules for other fields on the Document Master record.

Some of these default values can be overridden, but some are enforced and can only be altered if the user is a Document management administrator.

 

The Document Type is used to identify a document as belonging to a document commodity  It does not only serve the purpose to do reporting and searches by type, but also contains business rules that will be applied to a document e.g.  the level of identification, change control, allowance for structures, linking to parts, linking of associated documents and document distribution.

 

Impact of changing the value

The document type can be changed but may cause conflicts regarding rules of the previous vs the new value (control level, linking , allowing structures etc).

For this reason, the option to change the document type for a selected document is only enabled if the user has a profile with 'Document Management administrator'

 

Examples

Examples of document types may include Drawings, Specs, Procedures, Policies, Magazines, Manuals, Catalogues, Contracts etc.

 

Security Settings / Who can change

The option to change the document type for a selected document is only enabled if the user has a profile with 'Document Management administrator' and Document Master change-rights

hmtoggle_plus1Mri

Purpose

This field is presented as a checkbox, to indicate if a Document  carries the status of an MRI (Master record index).

 

Checked = Yes

Unchecked = No

 

Impact of changing the value

None, other that the document having MRI-status or not

 

Population and Display Rules / Data Source

If the field carries a value of 1, the check box appears as checked, meaning 'yes'

If the field carries a value of 0, the check box appears as unchecked, meaning 'no'