Create Document Title and Revision — Key Exercises
Basic Data Setup
Document Class
Purpose: The purpose of this exercise is to set
up the basic data required for running this particular functionality. In this
exercise, you will create a document class for use in categorizing documents.
The document class and document number are part of a unique key for a
document.
Windows:
Document Basic/Document Classes
Document Revision
- Open the
Document Basic window from the Navigator and click
the
Document Classes tab.
- Create a new row (F5).
- Enter a
class called XXINSTR (where XX is your initials) and a short description (e.g.,
Assembly Instruction).
- Save the new
document class record.
General exercise for Document
Basic
Create a Document Archive
Purpose: The purpose of this exercise is to set
up a document archive for your document.
Windows:
Document Basic/Document Archive
- Open the Document Basic window from the Navigator and click
the Document Archive tab.
- Create a new row (F5).
- Enter a archive called A and a short
description (e.g., Archive A)
- Save the new
document archive (F12).
General exercise for Document
Basic
Main Exercises
Purpose: The purpose of this lesson is to learn how to
create a new document and enter document data into the system.
Windows:
Document Titles
Document Revision
You are about to create an assembly instruction for a racing car. In this
exercise, you will register the instruction as a new document title in IFS/Document Management. The document will be registered under the previously
created class. When the title is created, you will enter data about
the document and its first revision.
Creating a Document Title
- Open the Document Titles window from the Navigator.
You are now ready to register a new document.
- Create a new record.
- In the Class field, select XXINSTR (where XX are your
initials) from the List of Values.
- In the Document No field, enter a document number. To have a
system-assigned number, leave the field empty and note the
document number for your new title.
- In the Title field, enter Assembly Instruction, and set the View Copy
field to
Optional.
- Save the record (F12). A new document title, along with its first sheet and revision
has been
created.
Adding Additional Document Revision Information
- Open the Document Titles window.
- Select your new record, and right-click and then click Document
Revision.
The Document Revision window opens.
Note: The Document Revision window is the main
window for IFS Document Management in which most document operations are
performed. Each tab represents
different properties for the selected document issue.
- Click the
General tab. Review the information or enter
additional information about the document revision.
- In the Attributes area, verify that the language is set to English.
Note: When the File Status field is empty, no document files
are attached to the document revision.
Enter Correspondence and Archive Information
- Open the Document Revision window and
query for your record.
- Click the Correspondence tab.
- Verify that your user ID is set in the
Responsible Person field. If not select your user ID using the List of
Values.
Note: The responsible person is used when
automatically distributing documents using the Distribute check box.
- Enter today's date in the Letter Date
field. (Field format: YY-MM-DD.)
- Enter a date 2 weeks from now in the Latest
Response Date field.
- Select A in the Archive No field.
- Select the In check box.
- Save the record (F12).
Viewing Document History
- Open the Document Revision window and click the
History
tab. This tab logs events that happen to the
document revision, like status changes, checked in or out, and access modified.
-
What has happened with your document revision so far?