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Document Type

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Purpose

The purpose of this tab is to create and maintain Document Types that can be applied on Document  Master to categorize and control Documents.

 

A Document Type  can specify certain document revision change control rules.

 

A Document Type  can specify default values for document location, responsibility and security classification.

 

A Document Type  can specify certain rules regarding document distribution.

 

A Document Type  can specify certain rules regarding the linking of a document to parts, the policy regarding document structures  and the linking of associated documents.

 

Once these default values and rules have been specified, functions such as Document Master and Document Distribution will apply the default values (to assist with data entry) and will enforce the rules that were specified when document master data is maintained, when document revisions are made and when documents are distributed.

 

Thus, in addition to aid with document identification and searches per type, it also plays a major role in the change- and distribution processes.

 

Pre-requisites:

A number of fields required to define a document type populates values from other tables where records must bu predefined. These are:

Responsible person (from Employee master)

Location

Security classification

Document Life cycle

 

 

Security Settings / Who can change

Any user that has a security profile to which the function 'Document Types' has been linked, can access this tab. The level of access (e.g. add, change, delete, inquire) will determine the level of rights to this function tab.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active

Purpose

This field is presented as a checkbox, to indicate if the Document Type is active or not. When Document master records are added, only an active document type can be selected to categorize the document.

 

If the checkbox is checked, the Document Type is active and if unchecked, the Document Type is no longer active.

 

When a new document type is added, the check box is automatically checked and disabled, with the result that any new document type that is created is regarded as being active.

 

Impact of changing the value

When Document master records are added, only an active document type can be selected to categorize the document. Setting the type to inactive will thus prevent it's future selection on new or existing documents in the Document Master.

 

Use in conjunction with

It is suggested that once the document type has been set to inactive, to view the tab "Linked documents" on the function Document Types to determine which documents in the database are still linked to this inactive document type in order to take corrective actions where deemed necessary.

 

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'

hmtoggle_plus1Add

Purpose

This command button is clicked to add a new Document Type in the system.

The button will enable if a unique (non-existing) document type is typed in the field "Document Type".

 

A number of validations will be performed by the system to ensure all specified values for the new record are valid and that all mandatory fields have been specified.

These are:

'Document Type' may not be spaces.

'Document Type Description' may not be spaces.

'Change Control Option' must be N (no control), G (general change proposal) or E (engineering change proposal) or R (ECP required but key fields not predefined)

'Doc Control Level' must be S (sheet level) or D (document level)

'Responsible Person' must exist as an Employee ID on Employee Master where status = 'A' (Active)

'Location'  must exist on table Location Master as Location ID, where the Active checkbox is checked and where the location allows an application for documents.

'Doc Life Cycle' must exist on table Document Life Cycle as Life Cycle Phase, where the Active checkbox is checked.

'Security Class' must exist on table Security Classification as Security Code, where the Active checkbox is checked.

'Link to Multiple Parts', can only be checked if 'Link to parts' has also been checked.

 

Security Settings / Who can change

Document Types add-rights required to add a new document type

hmtoggle_plus1Allow 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.

 

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 Link To Parts

Purpose

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

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

 

If you want to allow documents of this type 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.

 

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 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'

 

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.

 

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 documents of this type may have associated documents, check this option.

 

If the document type 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.

 

Impact of changing the value

Changing the value to checked (yes) will allow documents of this type to have associated documents.

Changing the value to unchecked (no) will not allow a document of this type 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 documents of this type 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.

 

If documents of this type may have a structure, check this option.

 

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

 

Impact of changing the value

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

Changing the value to unchecked (no) will not allow a document of this type 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 documents of this type 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 at time of document distribution and thus simplify the process of selecting the documents to be distributed.

 

Examples

If documents of this type 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

Purpose

This command button is clicked to change data for a selected Document Type in the system.

The button will enable if an existing document type is selected in the field "Document Type" and if the user has the required change-rights.

 

Similar to adding a new record, a change transaction will also  performed a number of checks to ensure all specified values for all fields are valid and that all mandatory fields still have values specified.

These are:

'Document Type' may not be spaces.

'Document Type Description' may not be spaces.

'Change Control Option' must be N (no control), G (general change proposal) or E (engineering change proposal) or R (ECP required but key fields not predefined)

'Doc Control Level' must be S (sheet level) or D (document level)

'Responsible Person' must exist as an Employee ID on Employee Master where status = 'A' (Active)

'Location'  must exist on table Location Master as Location ID, where the Active checkbox is checked and where the location allows an application for documents.

'Doc Life Cycle' must exist on table Document Life Cycle as Life Cycle Phase, where the Active checkbox is checked.

'Security Class' must exist on table Security Classification as Security Code, where the Active checkbox is checked.

'Link to Multiple Parts', can only be checked if 'Link to parts' has also been checked.

 

Security Settings / Who can change

Document Types change-rights required to change details for an existing document type

hmtoggle_plus1Change Control Option

Purpose

This field is presented as a drop down list from which 1 of the valid options that are displayed must be selected.

 

The option governs whether document revisions can be added or deleted without selection of an approved Change proposal.

 

There following are available options that can be selected:

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

 

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

 

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

 

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

 

When referring to key fields being predefined, it means the key of the data record to be changed or deleted must be exactly specified e.g. the Document number, sheet number and revision number.

 

When referring to key fields not being required, it means that an approved changed proposal listing the table  Document_revisions listing the transaction type (add/delete) will suffice.

 

Impact of changing the value

Changing the value will apply the change control options to all new documents (for that type) being added and will enforce the rule for the selected option when document revisions are added or deleted.

 

Population and Display Rules / Data Source

It populates the list of options from the table Column_Values where the Column_name is 'Change_Control_Option'

The table carries the code for the change control option. Join the code to the table Column_Values where  Column_name = 'Change_Control_Option' and Column_Value = Document_Types.Change_Control_Option

 

Security Settings / Who can change

Any user that has a security profile to which the function 'Document Types' has been linked with change-rights can update the option but do take note that once this option has been defaulted

to a Document master record, only a user with the profile of a Document management administrator can override the defaulted option on the Document Master function.

 

Tips

The options G (General Change proposal)  and E (Engineering change proposal) are the same in terms of how the rule is enforced. It simply indicates whether the document type relates to general documents versus engineering documents. Any change control option other than "N" (no control) provides an advanced audit trail of actual document revision changes and its authorization via the Change Proposal function.

hmtoggle_plus1Delete

Purpose

This command button is clicked to delete the record for a selected Document Type in the system.

The button will enable if an existing document type is selected in the field "Document Type" and if the user has the required delete-rights.

 

A Document Type cannot be deleted once it has been linked as the Document Type for 1 or more documents in Document Master.

 

Security Settings / Who can change

Document Types delete-rights required to delete a document type

 

Tips

A Document Type cannot be deleted once it has been linked as the Document Type for 1 or more documents in Document Master.

 

If the system prevents the deletion due to this rule, you may  set the status to inactive to prevent future use of this document type on Document Master.

 

Alternatively, you can inquire via the tab "Linked documents" to obtain a list of documents linked to the document type you intend to delete, then change the document type for the related documents and then re-attempt the delete transaction.

hmtoggle_plus1Description

Purpose

This field is presented as a text box, to specify and maintain the description of the document type.

A value 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 description on all functions where the document type and description is displayed.

 

Examples

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

 

Tips

Keep in mind that Documents in Document Master can also be linked to a document group to further categorize a document.

Whilst you may only have a document type for, e.g. Specifications, you may have multiple groups to further define "Specifications" e.g. MIL specs, DIN specs etc.

hmtoggle_plus1Document Control Level

Purpose

This field is presented as a drop down list from which 1 of the valid options that are displayed must be selected.

 

The option governs whether documents and specifically document revisions, are performed at document level or sheet level.

 

The current options are:

D (document level) and

S (sheet level)

 

Documents that are controlled as 1 entity, such as Word documents, Manuals, Policies, Procedures and Specifications normally carry a revision number for the document as a whole and should thus have

D (document level) as its specified Document control level. These documents will thus not be broken down to sheet level in the Document master.

 

Documents that are controlled at sheet level, such as Technical drawings with multiple sheets displaying different technical views of a product and can thus carry a revision number per document sheet should thus have

S (sheet level) as its specified Document control level. These documents will thus be broken down to sheet level in the Document master with every sheet having its own description and revision history.

 

Impact of changing the value

If documents are already linked to a document type, it is not recommended that the control level is changed, since the new option can be in conflict with existing sheets (or the lack there-of) on existing documents. However, the system will not prevent this change for  Document Type since every document in the database has its own control level specified and will retain its current control level rule.

 

Population and Display Rules / Data Source

It populates the list of options from the table Column_Values where the Column_name is 'Doc_Control_Level'

 

The table carries the code for the document control level. Join the code to the table Column_Values where  Column_name = 'Doc_Control_Level' and Column_Value = Document_Types. Doc_Control_Level

hmtoggle_plus1Document Life Cycle

Purpose

This field is presented as a drop down list from which 1 of the valid life cycles that are displayed must be selected.

 

The field serves the purpose to specify a default life cycle for new documents that are added in the Document Master.

If the document type relates to documents that are normally in a certain phase of their life cycle at the time of creation of the document master record, choose the applicable life cycle from the predefined list.

The Document Life Cycle field has a maximum field length of 10 characters and must be specified.

 

Predefined life cycles may include Concept, Production, Obsolete etc.

 

Impact of changing the value

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

 

Population and Display Rules / Data Source

Valid life cycles (Life cycle phase and phase description) for documents are populated from the table DOCUMENT_LIFE_CYCLE where Active = 1 (active life cycles).

 

Join the Def_Doc_Life_Cycle to DOCUMENT_LIFE_CYCLE. Life_Cycle_Phase to obtain the Phase description

hmtoggle_plus1Document Type

Purpose

This field is presented as a text box, to specify and maintain  the valid document types that can be applied on Document Master.

It is the primary key for the table Document_Types and a  value must be entered for this field, up to a maximum length of 10 characters.

 

Provision is made to enter a more detailed description of up to 255 characters via the field Document_Type_Description

 

Impact of changing the value

The document type cannot be changed.

 

Examples

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

 

Tips

Keep in mind that Documents in Document Master can also be linked to a document group to further categorize a document.

Whilst you may only have a document type for, e.g. Specifications, you may have multiple groups to further define "Specifications" e.g. MIL specs, DIN specs etc.

hmtoggle_plus1Distribution Copy Ref

Purpose

The frame "Distribution copy ref number option" provides a number of option buttons and 1 option must be selected.

 

The option relates to Document distribution and the manner in which copies are numbered during distribution.

 

This option can either serve as a default method per document type or can be enforced if the field 'Enforce_Copy_Ref_Option' has been checked (a value of 1  for yes)

 

The options to number copies are:

 

Auto numbering: This option does not apply to electronic- or original copy distribution but applies to actual hard copies only. This option will auto number the copy reference number by selecting the maximum copy ref number for the distributed document/sheet and adding the next number. Thus, if a document has a maximum copy ref of 41, it means that up to date 41 copies have been distributed to employees or Organizations and the next copy will be numbered 42.

 

Use distribution ID: This option is forced for electronic or original copy distribution. Since no actual hard copies are involved the copy reference number will take on the number of the allocated distribution ID allocated during document distribution.

 

Manual numbering: This option is not available for electronic- or original copy distribution but applies to actual hard copies only. This option will number the copy reference as specified by the user during document distribution.

 

This setting is thus applied during document distribution and the function Document Distribution can be viewed for more detail.

 

Impact of changing the value

Changing the value will apply the new options to all new documents (for that type) being added, either as a default or as enforced.

hmtoggle_plus1Force Project For Distribution

Purpose

This field is presented as a check box and checked = 'yes' and unchecked = 'no'

 

The setting relates to Document distribution and the manner in which documents are distributed to employees or external organizations.

 

If this setting is checked, the distribution of documents will force the selection of a Project and will display a list of linked employees for a selected project to whom documents can be distributed.

 

Thus, for a document type such as a contract, a project with a list of employees that have an interest in project documents and revisions can be pre-defined.

 

This limits the choices of employees to those pre-listed for a project during document distribution.

 

To only allow distribution via the selection of a project, check this field.

To allow distribution to any selected employee leave the box unchecked.

 

Impact of changing the value

Changing the value will apply the new setting for Document distribution.

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 a default location for new documents that are added in the Document Master.

If the document type relates to documents that are normally stored in a specific location, choose the applicable location from the predefined list.

The Location field has a maximum field length of 70 characters and must be specified.

 

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

 

This is purely a default value and can be changed when documents are added.

 

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_plus1Responsible Person

Purpose

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

 

The field serves the purpose to specify a default responsible person for new documents that are added in the Document Master.

 

The responsible person fields carries the employee ID of the person.

 

This is purely a default value and can be changed when documents are added.

 

Impact of changing the value

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

 

Population and Display Rules / Data Source

Employees from Employee_Master where status <> I (thus not inactive)

Join the Document_Types. Def_Responsible_Person to Employee_ID on Employee_Master to obtain the Surname, First name and middle name for the responsible person

hmtoggle_plus1Security Class

Purpose

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

 

The field serves the purpose to specify a default security classification for new documents that are added in the Document Master for the specified document type.

 

Documents requires a security class to enable a system check of the document's security ranking vs that of the employee that wants to view it or to whom the document is to be distributed.

 

This is purely a default value and can be changed when documents are added.

 

Document types can thus have a default classification of e.g. Top secret, Confidential, Not restricted etc.

 

Impact of changing the value

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

 

Population and Display Rules / Data Source

Active Security codes (With Description and Ranking) is displayed from the table SECURITY_CLASSIFICATION

 

Join the Document_Types. Def_Security_Class to Security_code on SECURITY_CLASSIFICATION to obtain the description and ranking.