Create Document File — Extended Exercises

Required Data

This exercise requires that you have completed the following exercises:

• Create Document Title and Revision

• Create Document File

Basic Data Setup

Creating a Document Class

Purpose: The purpose of this exercise is to create a document class that will be used for documents with multiple document files. 

Windows:
Document Basic/Document Classes

1. Open the Document Basic window and click the Document Classes tab.
2. Create a new class named XXECAD (where XX is your initials).
3. In the Description field, enter a short description (e.g., Electrical CAD drawings).

 General exercise for Document Classes

Configuring Document Class Process Action for Check In

Purpose: The purpose of this exercise is to define what document types that are going to be checked in along with the original document file, when using the XXECAD class (where XX are your initials) that you created earlier. 

Windows:
Document Class Process Action.

1. Open the Document Class Process Action window and click new (F5) to create a new process action.
2. Use the List of Values to enter the XXECAD class (where XX are your initials) in the Document Class field.
3. Select CHECKIN from the EDM Macro Process list.

Note: You can make similar configuration for the other processes in document management, like view and check out, deciding what files that are to be copied to your local check out path. This exercise focus on the check in process.

4. Select the No Macro in the Macro Option list, since we are not going to use any macro for this document class.
5. Save.
6. In the Document Type Column, enter the following document types (use the List of Values):

4. Save the configuration (F12).

Result: When checking in an original file to a document of the XXECAD class (where XX are your initials), the system is going to look for a hybrid file and a raster file. If there exists a hybrid file and/or a raster file with the same file name as the original file (except the file extension) located at the same place as the original file they will be checked in (and no macro will be run).

Note: The file extension that is configured for each file type can be viewed under EDM Basic/File Types tab.

Main Exercises

Purpose: The purpose of this lesson is to practice on how to check in a document with several document files.

Windows:
Document Revision

Create a new document title

In this exercise you will create a new document title of the document class that you created earlier (XXECAD, where XX are your initials). Later on you will check in several files to this new document. 

1. Open the Document Titles window.
2. Create a new document title (F5) and enter the following attributes:

3. Save.
4. Right-click and then click Document Revision to view the details of the document's first revision.

Create and check in multiple document files

In this exercise you will create one original document file and two secondary files, i.e., one hybrid and one raster document. These files will then be connected to the document you created earlier when checking in due to the settings in Document Class Process Action for this specific document class.

1. Open your Notepad editor, via the Windows Start menu.
2. Create three new text documents that you save locally on your computer (e.g., on C:/Temp) with the following file names and contents:

3.  Rename the files according to the table below:

Note: All three files need to have the exact same file name, except for the file extension (which in this case are txt, cg4 and cal respectively). The secondary files (hybrid and raster) also need to be placed at the exact same location as the original file. It is also important that you use the file extensions stated in this example, because they are the ones that are connected to the configured file types in the EDM Basic/File Types tab.

Note: These three files will represent the original drawing, the hybrid file and the raster file. Normally you would use a CAD application to generate these files (instead of doing step 2 and 3), but since not everyone doing this exercise have access to such applications we will use .txt-files.

4. Return to the Document Revision window for the circuit diagram in IFS Document Management.
5. Click Check In.
6. Browse to the original file (XXCircuit.txt, where XX are your initials) and click Open.
7. When the check in action has been completed, review the information in the Document Revision/File Refs tab.

Result: Along with the original file that you selected to check in, the system has also checked in the hybrid file (.cg4) and the raster file (.cal) according to the settings in Document Class Process Action. All file references should now be visible under Document Revision/File Refs tab.

Note: It is not at all necessary to have one file of each document type that is configured for the selected document class. The system checks in all the secondary files that can be found and ignores the ones missing. If there is only the original file present, only that file will be checked in and no secondary files.