Overview
When opening the Browse menu entry in Document Manager, user sees all Documents available in system listed in a Tabular view. For more details on this view see chapter "Tabular View" on page Graphical User Interface and Basic Functions.
Further details on the graphical user interface are on page Graphical User Interface and Basic Functions.
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General Information
The workspace area for the management of Documents offers users different functionalities described in brief in the following table as well as in more detail in the next chapters.
Toolbar in Tabular View
|
Button Icon |
Button Name |
Description |
|---|---|---|
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Content language |
Displays available information on Document in the selected language |
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Free text insertion field |
Allows user to insert search string |
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Execute search |
Starts search process after all search criteria were set |
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View |
Allows user to view the details of a Document |
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Create |
Allows the creation of a new Document |
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Edit |
Allows user to edit a Document |
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Delete |
Allows deletion of selected Document |
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Start workflow |
Allows starting a workflow for selected Documents. |
View
Document details may be visualized from two perspectives each displaying different attributes:
-
meta-information
-
complete content
Document Meta-Information
This operation is performed via selecting in tabular view the ID link or the IRDI link of the desired Document. This way user has the possibility to open a Document in a view mode where all the meta-information of the Document are displayed.
Table with available tabs containing attributes with brief description:
|
Tab |
Description |
|---|---|
|
General |
Contains basic information on the Document, such as the ID, IRDI, name, language, type, date of creation, repository type and the attachment. |
|
Attribute |
Tab Attribute displays Extended Attributes of the selected Document. |
|
History |
Displays historical information on the selected Document (e.g. what version it has, version date) |
|
Release |
Displays the release the Document was created on (the Supplier chosen at Create). |
|
Log |
Displays information on changes executed by users on the selected Document (e.g. details on what was edited, by whom, timestamp, the change source). Logging information is visible only for users with administrator rights. |
Detail Page Displaying Complete Content
This operation is performed via selecting from tabular view the desired Document by ticking the check-box, then option View. System opens view Document interface.
Here user sees all Document attributes and the value which was defined for them at Creation or at Edit.
For more information, please see below chapter "Create".
Create
The workspace area for the creation of Documents can be accessed via toolbar option Create. System opens create Document interface. This workspace offers users the possibility to define values for all the needed attributes. These are structured in separate tabs and described in brief in the following table.
Documents can be created by users assigned to at least Documents Manager Editor role.
Tab General
In this tab user may see what attributes a Document has and define values for them as described in following table:
|
Attribute Name |
Input Option |
Description |
|---|---|---|
|
Type * |
Selector |
Field is mandatory. Allows user to select a Type for the Document. |
|
Repository type * |
Selector |
Field is mandatory. Allows user to select a Repository type for the Document by following criteria
|
|
Supplier |
Selector |
Allows user to select a Supplier for the Document. |
|
Organization Unit |
Selector |
Allows user to select an Organization Unit for the Document. |
|
Title * |
Free text insertion field with autocompleter |
Field is mandatory. Allows user to set a Name for the Document. |
|
Name * |
Free text insertion field with autocompleter |
Field is mandatory. Allows user to set a Short Name for the Document. |
|
Language neutral |
Check-box |
Allows user to set Document as not having a certain language as attribute, as being agnostic to languages. Field is checked by default as configured in system but editable. If check-box is unticked, fields "Multilingual" and "Language" are generated. |
|
Multilingual |
Check-box |
Allows user to set Document as having several languages as attributes. |
|
Language * |
Selector |
Field is mandatory. Allows user to select one or more languages (in case of multilingual Documents) for the Document. |
|
Business document version |
Free text insertion field with autocompleter |
Allows user to set a business document version to the Document. This may be useful for instance if different Documents are added to different producers. |
|
Country * |
Selector |
Allows user to select a country as attribute for the Document. Field is generated only for Document Type "Safety datasheet". |
|
Valid from * |
Calendar date selector |
Allows user to set a date representing the start of the validity period of the Document. Field is generated only for Document Type "Safety datasheet". |
|
Valid to * |
Calendar date selector |
Allows user to set a date representing the end of the validity period of the Document. Field is generated only for Document Type "Safety datasheet". |
|
Special Document ID * |
Free text insertion field with autocompleter |
Allows user to set an ID for the Document of Type Special. Field is generated only after "SPECIAL" is selected as Type. |
|
Status |
non-editable |
Allows user to view the Document status that was generated according to system configuration. |
|
Last inspection |
Calendar date selector |
Allows user to set a date representing the last inspection of the Document. |
|
Valid |
Check-box |
Allows user to set Document as valid. Field is checked by default as configured in system but editable. |
|
Predecessor |
|
Field is generated only after "STANDARD" is selected as Type. Link is redirecting user to Documents list of standards where a predecessor standard may be searched for and selected. Selected standard is inserted in create Document dialog displaying following attributes: ID, IRDI, Name, Language, Format and Size. |
|
Internal Attachment |
Check-box |
Field is unchecked by default. The check-box is ticked only for system generated Documents which have no meaning for user (e.g. searchable documents used for full text search). |
|
Attachment * |
"Attach new" link |
Field is mandatory. Field is redirecting user to a "Browse" dialog where user may search for and upload needed file. Drag-and-drop function is also a possibility to add the file. After file is uploaded, it is inserted in Create Document dialog displaying following attributes: Name, Format and Size. |
|
Full Text Searchable |
Check-box |
Allows user to define new created Document as marked to be sent to Search Engine. That means that Document automatically receives the Search Engine flag and is sent by default to Search Engine. |
Note: User with Administrator rights has the possibility to control the validity of SDS (Safety Datasheets) Documents. There setting that gives users the possibility to control the validity of SDS Documents is the Control Interval and is located in Document Manager / Configuration / General / Advanced / Document configuration / Document control interval (days). Here user can insert the desired number of days. e.g. 182
The "validity to" field in Create Document page is also validated with a custom validator which checks that the date is not greater than the date calculated for control interval, namely the control date.
Therefore, when the control date is reached, the process creates tasks to check the Documents. Afterwards, the control date is incremented with the control interval.
For example:
Suppose there is a SD-Document with validity_start = 1 Jan and validity_end = 1 September. The tool will check if the Document is still valid. If today is 2 September, it will be reported as being not valid anymore. The Document will have the control_date = 1 Jan.
When control interval is exceeded (e.g. current date >= control_date + interval) - e.g. 1 July, the system will create a task to control the SDs again and will change the control_date to 1 July.
SDS Documents are valid only in the time range specified for the Document (between validity_start and validity_end). Based on control_interval (set in configuration - e.g. 6 months), the system creates a task when control date is reached (control date = validity_start +
control_interval). When the task is created, control_date is shifted by control interval.
Setting of validity interval and selection of country are available for users in Create/Edit Document.
Also in Document Types tabular view, under toolbar option 'Edit', system allows user to specify for Document Type (needed for SDS) if country and validity are required.
Tab Attribute
In this tab user can define which Extended Attributes are assigned to the Document. Extended Attributes might be used as controlling tools for better managing the business objects they are assigned to, in this case Documents.
All available Extended Attributes are listed in section "Available attributes" and by selecting desired Extended Attribute(s) in section "Available attributes" and moving them to section "Assigned attributes", user sets current Document as having assigned all Extended Attributes in section "Assigned attributes".
User has following moving options:
Copy all → Moves all Extended Attributes from section "Available attributes" to section "Assigned attributes" without user needing to select any of them
Copy → Moves only the Extended Attributes that were selected by user from section "Available attributes" to section "Assigned attributes"
Remove → Removes only the Extended Attributes that were selected by user from section "Assigned attributes" to section "Available attributes"
Remove all→ Removes all Extended Attributes from section "Assigned attributes" to section "Available attributes" without user needing to select any of them
Below 3 tabs (Text field, Binary field and Link) are used to store information that will be send to an external system (Search Engine), additionally to the attachment of the document.
When creation of a Search Engine document for a business object is triggered, then all the information transferred to Search Engine is stored in these 3 fields below.
They are not editable, cannot be added or modified from the general user interface, they are only created/updated/deleted by a BSH script for creation of a Search Engine document for a business object.
Tab Text field
Tab "Text field" is used to transfer Attributes and Properties of a business object to Search Engine.
Tab Binary field
Tab "Binary field" is used to transfer an image of a business object (only one / document) to Search Engine.
Tab Link
Tab "Link" is used to transfer internal and external links to Search Engine.
Edit
In order for user to edit a Document, first the desired object needs to be selected by check-box from the tabular view, then option Edit needs to be selected. System opens edit Document interface.
Here user may change the value of every attribute described in Create chapter as well as the Extended Attributes.
In order that performed changes to be applied, user needs to store changes by selecting Save option.
For more information, please see above chapter "Create".
Delete
In order for user to delete a Document, first the desired object needs to be selected by check-box from the tabular view, then option Delete needs to be selected. System organizes deletion without confirmation from user and after process is completed, user is informed of the outcome via a console message that deletion process has successfully ended.
Note: if Document is assigned to a business object, e.g. an Item, system will not organize deletion process and inform user via console message as follows: "Document "..." is associated with "ITEM:...", therefore it cannot be deleted."
After Deletion process is completed, Document cannot be restored.