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Master Data

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Purpose

The "Master Data" tab is the primary tab on Document Master where the bulk of the data for a document is specified to identify  the document, to specify ownership and responsibility, to define rules for change control and distribution, to maintain document status and security classification and to view linked parts for a selected document.

 

The tab displays the related data once a document number has been selected.

 

It provides a quick jumps to:

Document analysis to perform searches based on user-defined parameters

Document Distribution to perform distribution actions.

 

For new documents that are added, it is also applied to specify the 1st revision number for the document being added.

 

The rules displayed on this tab are also applied when other tabs on the Document Master function is accessed.

 

Security Settings / Who can change

Any user that has a security profile to which the function 'Document Master' has been linked, can access this tab. The level of access granted (e.g. add, change, delete, inquire) will determine the level of rights to this function tab. Certain fields can only be changed by Document management administrators (e.g. document type and change control option).

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Archived

Purpose

This field is presented as an option button and serves the purpose to identify the status of a Document as being archived.

The selection of this option also enables the  archiving date which must be specified.

 

Impact of changing the value

Archived documents will not be displayed for selection during Document Distribution.

hmtoggle_plus1Allow Document Link To Multiple Parts

Purpose

This field is presented as a checkbox, to specify whether a document of this type is allowed to be linked to multiple part numbers.

 

To check this option, the setting "Link to parts" must also be checked.

 

If you want to allow documents of this type to be linked to more than 1 part, check this option, else leave it unchecked.

 

The rule may not be in conflict with the same setting specified for the document type.

 

Impact of changing the value

Changing the value to checked (yes) will allow documents of this type to linked to many different part numbers.

Changing the value to unchecked (no) will only allow a document of this type to be linked to one part number, and only if the option "Link to parts" has also been checked .

 

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'

 

Tips

If documents of this type relates to the engineering baseline and thus associates with the technical definition of an item, this option can possibly be checked.

For drawings, where a drawing is specific to 1 part only, leave the option unchecked.

For specifications where the same spec can apply to multiple parts, check the option

 

Examples

The technical drawing for a specific part only, should have the option unchecked for a document type of e.g. 'Drawings'

For a specification or procedure e.g. surface treatment or a material spec that can apply to multiple parts, check the option to allow its linking to many parts

hmtoggle_plus1Allow Document Link To Parts

Purpose

This field is presented as a checkbox, to specify whether a document  is allowed to be linked to part numbers.

If a documents  relates to the engineering baseline of a product or item and thus associates with the technical definition of an item or its manufacturing process, this option must be checked to allow the association between the document and a part number.

 

If you want to allow a documents  to be linked to more than 1 part, also check the option 'Link to multiple parts'.

 

If the document type has no relation to part numbers (e.g. library books) leave the option unchecked.

 

When the document type is selected, the setting for this field will be defaulted as specified for the document type.

 

If the document type allows the link to parts, it will allow the box to be unchecked, but if the document type disallows the link to parts, you will not be allowed to check the box.

 

Impact of changing the value

Changing the value to checked (yes) will allow documents of this type to linked to a part number.

Changing the value to unchecked (no) will not allow a document of this type to be linked to a part number, but will still allow the document to be linked to other tables e.g. orders, employees, contracts and others.

 

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'

 

Examples

Documents that are technical drawings, specifications or procedures can relate to part numbers and the option must be checked.

Documents that have no relation to parts e.g. library books, magazines, company policies etc. should have the option unchecked.

hmtoggle_plus1Allow Associated Documents

Purpose

This field is presented as a checkbox, to specify whether a document of this type is allowed to have associated documents linked to it.

 

If a document  may have associated documents, check this option.

 

If the document should disallow the linking of associated documents, leave the option unchecked.

 

Keep in mind that documents linked as part of a structure are not affected by this setting (the setting "Allow lower levels" has an impact on document structures).

 

Associated documents are other documents that may also refer to a similar or associated topic or provide additional information that is worth viewing.

 

This rule defaults from the Document Types Table. The function will not allow the setting to be in conflict with the rule specified for the document type.

 

Impact of changing the value

Changing the value to checked (yes) will allow the document to have associated documents.

Changing the value to unchecked (no) will not allow a document  to have associated documents.

 

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'

 

Tips

If a document can associate with other documents that can be referenced, this option can  be checked.

It will not force the linking of associated documents, but will allow it should the need arise.

 

Documents that have associated documents can also display such documents at time of document distribution and thus simplify the process of selecting the documents to be distributed.

 

Examples

Documents that are, for example company policies or procedures may have this option checked. This will allow a document such as "Employee appointment procedure" to associate with a document such as "Employee resignation procedure".

hmtoggle_plus1Allow Lower Levels

Purpose

This field is presented as a checkbox, to specify whether a document of this type is allowed to have a document structure (thus having lower levels).

 

If a document may have a structure, check this option.

 

If the document should disallow the creation of a structure, leave the option unchecked.

 

Impact of changing the value

Changing the value to checked (yes) will allow the document to have a structure of parent- and components documents

Changing the value to unchecked (no) will not allow the document to have a structure (but associated documents can still be linked if the option "Allow associated documents" was checked.

 

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'

 

Tips

If the document can have a structure (similar to a bill of material for engineering parts), this option can  be checked.

It will not force the creation of a structure, but will allow it should the need arise.

Documents that have a structure can also display its lower level documents and associated documents at time of document distribution and thus simplify the process of selecting the documents to be distributed.

 

Examples

If the document can have a structure (similar to a bill of material for engineering parts), this option can  be checked e.g. a bicycle can have a structure of lower level documents such as drawings and specifications for component parts and materials (frame, handle bar, wheels, fork etc.).

hmtoggle_plus1Change Control Option

The option is defaulted from the Document Types Table when new records are added. The options govern whether document revisions can be added without selection of an approved Change proposal.  When the option is defaulted, only a user with the profile of a Document management administrator can override the defaulted option.

There following are available options that can be selected:

N (No control) where the user's access-rights to the function is adequate to allow revision changes and deletes without the need to select a related approved Change proposal

G (General Change proposal) where the user's access-rights to the function is required in addition to the selection of  a related approved Change proposal where the key fields to be added or deleted were predefined on the ECP key fields.

E (Engineering change proposal) where the user's access-rights to the function is required in addition to the selection of  a related approved Change proposal where the key fields to be added or deleted were predefined on the ECP key fields.

R (Engineering change proposal but key fields not predefined) where the user's access-rights to the function is required in addition to the selection of  a related approved Change proposal but without the need to predefine the  key fields to be added or deleted. Once a revision has been added or deleted the function will auto-insert the key fields for the selected ECP.

hmtoggle_plus1Comments

Purpose

This field is presented as a text field and is applied to specify comments or additional information related

to a Document. The Comments field is optional and has a maximum of 255 characters.

hmtoggle_plus1Created

Purpose

This field is presented as an option button and serves the purpose to identify the status of a Document as being 'created'.

The selection of this option also enables the creation date which must be specified.

This status thus specifies that a document has been created and is available for linking and distribution (unless the document has been frozen for distribution).

hmtoggle_plus1Disposed

Purpose

This field is presented as an option button and serves the purpose to identify the status of a Document as being disposed.

The selection of this option also enables the disposal date which must be specified.

 

The 'Disposed' setting can only be specified if the user is a Document management administrator.

Disposed documents will not be displayed for selection during Document Distribution

 

Impact of changing the value

Disposed documents will not be displayed for selection during Document Distribution.

 

Security Settings / Who can change

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

hmtoggle_plus1Distribution Media

Purpose

This field is presented as a text box and serves the purpose to specify  the media for distributing a Document.

 

The field populates a list of active document distribution media from the  table DOCUMENT_DISTRIBUTION_MEDIA.

The user cannot manually specify the value. The User must select one of the pre-defined listed values.

 

Specifying a distribution media assists in the process of document distribution to identify the preferred method e.g. electronic, original, hard copies etc.

 

The distribution media also has additional settings for the record on the table that specifies whether it implies electronic distribution, whether the original doc or a copy is distributed and whether receipts must be printed for receipt confirmation.

hmtoggle_plus1Document Control Level

This setting defaults from the Document Types Table for the selected document type. There are two available options that can be selected: D? Document Level or S? Sheets Level. Only a Document management administrator can override the defaulted value.

Document level implies that the document is controlled as an entity and that the document itself has revisions.

Sheet level implies that different sheets are controlled as separate entities and that every sheet has its own revision control, as may be the case with technical drawings.

For the purpose of displaying the currently active revision of a document, the system will apply the revisions for sheet #0 if the control level is "Document level" and the revisions for sheet #1 if the control level is "Sheet level".

hmtoggle_plus1Document Group Code

Purpose

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

 

The field populates active document grouping codes from the  table DOCUMENT_GROUPS.

The user cannot manually specify a group. The User must select one of the pre-defined listed document groups.

 

Similar to a Document type, that is applied to categorize documents into types, the Document group can group documents with similarities together.

 

The major difference is that where a document type also carries additional default values and rules that are applied to linked documents, the document group merely serves as a grouping attribute that can be applied in document searches.

 

A document may for example have a type 'Policies', but can have a group e.g. HR Policies or Procurement policies.

hmtoggle_plus1Employee Group Code

Purpose

This field is presented as a drop down list from which 1 of the valid pre-defined employee groups that are displayed can optionally be selected.

This field populates with active employee groups from the EMPLOYEE_GROUP Table. The field  is applied to associate a document with an employee group for distribution purposes. (I.e. if a document such as a weekly or monthly magazine is distributed to a group of employees it can be specified. It may also be a policy or procedure that is distributed to a specific group E.G. Cost center managers or Buyers.)

Keep in mind that the concept of Project groups also exists and can also be applied during distribution. A project can thus also have a list of document distribution employees (this is defined via the function 'DOCUMENT PROJECT DISTRIBUTION'). If documents can thus better relate to a project, it is recommended that a project group rather than an employee be defined for distribution purposes. Both can however serve the same purpose.

 

Population and Display Rules / Data Source

Valid employee groups are populated from the table EMPLOYEE_GROUP where active = 1 (yes)

hmtoggle_plus1External Organization Contact Person

This field populates with predefined external contact persons from the External Contact Person Table for the Organisation specified as the external owner. This identifies the person that can be contacted to obtain the document or to suggest alterations/revisions.

hmtoggle_plus1External Organization

This field populates with valid organisations from the External Organisation Table. If a document is not an internal document, the external owner must be identified via this field.

hmtoggle_plus1Internal Author

This field populates with valid employees from the Employee Master Table. If a document is an internal document, the author/designer of the drawing, specification, procedure, policy etc. must be identified via this field.

hmtoggle_plus1Internal Document

This field is supported by a checkbox, to specify whether the document is an internal document or not. If checked, the system identifies the document as company owned. If not checked, it implies that the document ownership is external (e.g. a document supplied by your customer or a document drafted or designed externally)

hmtoggle_plus1Life Cycle Phase

This field populates from the Document Life Cycle table. A suggested value is defaulted from the Document type but can be changed. The field describes the current life cycle of the document as per user-defined values (concept, production, obsolete etc.)

hmtoggle_plus1Location

Purpose

This field is presented as a drop down list from which 1 of the valid pre-defined document locations that are displayed must be selected.

 

The field serves the purpose to specify the location of a document.

 

Predefined locations may include the office # or building- or department name e.g. Configuration office OR Admin building OR Room 19A etc.

 

The location is originally defaulted when the document type is selected but can be changed.

 

Impact of changing the value

None other than the new value that will be defaulted as the location when new documents are added. No effect on existing documents.

 

Population and Display Rules / Data Source

Active locations for documents are populated from the table LOCATION_MASTER where the location applies to documents and has thus been linked in the table LOCATION_APPLICATION with an application of 'D' (for Documents).

hmtoggle_plus1Master Data Tab

This tab contains the master data for a document.  It uniquely identifies a document via

its Document number and allows for numerous   descriptive fields such as the document title, type, group and others.
 

It also contains the document ownership (internal or external) and rules for creating lower level structures, associated documents, the linking to parts and change control. It also displays the current document status (planned, created, archived or disposed) and will raise comments in red text if the document is disposed or if the current active revision is frozen.

A document is thus added (registered) via this tab and its data and rules are maintained via this tab. This tab is thus applied to add a new document, its 1st sheet and revision number.

The tab also provides quick jumps to the Document Analysis function and Document Distribution function and shows a list of linked parts for a selected document where applicable.

If mandatory characteristic have been specified for the Document Master table and document type, the system will prompt the user to specify such values when a new document is added and the appropriate screen will be popped-up for data entry.

 

Document master data is inserted to the table Document_Master

hmtoggle_plus1Planned

Purpose

This field is presented as an option button and serves the purpose to identify the status of a Document as being planned.

The selection of this option also enables the planned date which must be specified. The planned date should be the target date for the document's completion and registration.

 

The planned status is thus applicable to documents that have not yet been created and registered, but have an allocated document number and forms part of a document plan for new documents to be created.

 

Impact of changing the value

Planned documents will not be displayed for selection during Document Distribution.

hmtoggle_plus1Responsible Person

This field populates valid employees from the Employee Master table. A suggested employee is defaulted from the Document type but can be changed. The specified employee is regarded as the document controller and is the person that can change the primary data for a document. Employees acting for the responsible person, as well as Document management administrators can also update data fro a document (within the constraints of rules on the document type).

hmtoggle_plus1Security Class

This field populates from the Security Classification table. A suggested value is defaulted from the Document type but can be changed