Create Document File — Key Exercises

Required Data

This exercise requires that you have performed the following exercise:

Main Exercises

Purpose: The purpose of these exercises is to learn how to create a document file and connect it to a document title in IFS.

Windows:
Document Titles
Document Revision

There are three different ways to create a document file and connect it to a document title:

In this exercise, you will learn how to create a new file without using a registered template (although using a template is strongly recommended). You will also learn how to check in an existing document file.

Creating a New Document File Using a File Template and Document Macros

A document file template is a document revision with an attached file that is defined in EDM Basic/Document File Template tab. 

Each template is defined for a document class, a language, and a format. In this exercise, we will use an existing macro that will populate the document header with document data from IFS.

  1. Open the Document Titles window from the Navigator.
  2. Create a new title (F5) and enter the following information:
    Document Class Title
    700 (Word macro) Project Specification XX (where XX is your initials)
  3. Verify that the Object Connection and View Copy fields are both set to Optional.
  4. Save (F12) the new title.
  5. Select the row that you just created, and right-click and then click Document Revision. The detailed window for the first document revision of your document is opened, displaying the General tab.
  6. Verify that the language is set to English.
  7. Click Edit. In the Choose Macro window, click Run Macro. Microsoft Word is started, displaying a simple document template. 

Note: The document header is populated with information such as the document number, and revision.

  1. Click OK.
  2. Enter the following text (tip: use cut & paste) in the document:

Project Specification, New Race Car Project 2002
This project specification defines the timeframes for the development project of the new racing car that will be launched in end of year 2002. The specification is based on a pre-study, carried out in December 2000, that focused on the demands of the race drivers and their teams.

  1. Save the document as a .doc file by clicking on Save As on the File menu.
  2. Close the file in the Word application.

Note: You do not have to close the whole application, just the file. If the file is not closed, it may not be possible to check it in. 

  1. In the Document Revision window in IFS Document Management,  click Check In.

Note: The file status is changed from Checked Out to Checked In and the file is now available in the IFS/Document Management archive.

Creating a New Document File

In this exercise, you are going to create a completely new document file without using a document template. Note: This exercise requires that you have Microsoft Word installed on your client.

  1. Open the Document Revision window from the Navigator.
  2. Populate the window (F2).
  3. In the Document Class list, click the Assembly Instruction (Class: XXINSTR, where XX is your initials) that you created in the previous exercise. The detailed window for the first document revision of your document is opened, displaying the General tab.
  4. Click Edit.
  5. In the Document Application list, click WORD.
  6. Click OK.
  7. If the Choose Macro window opens, click Skip Macro. Microsoft Word should be opened with an empty document displayed.

Note: The document filename is automatically generated by the system, containing the title, class, doc number, and revision.

  1. Enter or copy and paste the following text in the Word document:

Assembly Instruction for Race Car 10-122, front wheel kit
This instruction describes how to assemble the front wheel kit of the BPR-2001 model. If any problem should occur, do not hesitate to contact the responsible support office in your country (telephone numbers are available at the end of this brochure).

  1. Save the document as a .doc file by pointing to Save As on the File menu.
  2. Close the file in the Word application.
  3. In the Document Revision window, click Check In.

Checking In an Existing File

In this exercise, you want to check in a file that you already created and saved on your local computer. Now you want to register the document and check in the file. Note: The main difference between this and the previous exercise is that we will immediately check in the file in this exercise, rather than editing it first.

  1. Open Microsoft Word from the Start menu in Microsoft Windows (i.e., not using IFS/Document Management).
  2. In the empty Word document, write or paste the following text:

Addendum to Assembly Instruction for Race Car 10-122, front wheel kit
With the new construction of the front wheel kit (valid from 280601), some additional information may be of help when assembling the wheel. If any problem should occur, do not hesitate to contact the responsible support office in your country (telephone numbers are available at the end of the Assembly Instruction).

  1. On the File menu, point to Save As, and save the file under C:/Temp, naming the file Addendum.doc.
  2. Close Microsoft Word.
  3. Open the Document Titles window in IFS/Document Management.
  4. Create a new row (F5) and enter the following information:
Document Class Title
XXINSTR 
(where XX is your initials)		 Addendum to Assembly Instruction
  1. Verify that the Object Connection and View Copy fields are both set to Optional.
  2. Save (F12) the new title.
  3. Select the row that you just created, and right-click and then click Document Revision.
  4. Click Check In.
  5. Browse to the C:/Temp directory, and click WORD in the File Type list. Right click on the Addendum.doc file, and then click Open.