Set Document Access — Key Exercises

Basic Data Setup

Creating a Document Class

Purpose: The purpose of this exercise is to create a new document class that will be used later when creating an access template.

Windows:
Document Basic/Document Classes

1. Open the Document Basic window and click the Document Classes tab.
2. Create a new row (F5).
3. Enter a class called XXMANUAL (where XX is your initials) and a short description (e.g., Product Manual). 
4. Save the new document class record.

General Exercise for Document Basic

Creating an Access Template

Purpose: The purpose of this exercise is to set up an access template for the document class you created above. This template will then define the default access for all new documents of that class.

Windows:
Document Basic/Access Template

1. Open the Document Basic window and click the Access Template tab.
2. Populate the form (F2).
3. In the Document Class list, click XXMANUAL.
4. Click in the table and create a new row (F5).
5. In the Group ID field, select 10 (Administration) from the List of Values.
6. To permit the group to only view documents, clear the Edit Access check box.
7. Create another row (F5).
8. In the Person ID field, select ALAIN from the List of Values, and select both the View and Edit check boxes. 
9. Save (F12).

Result: All members of the Administration group will only be able to view documents. ALAIN will be able to both view and edit the documents (including the document data).

General Exercise for Document Basic

Define Object Types for Access Control

Purpose: The purpose of this exercise is to set up object types for access control.

Windows:
Document Basic/Object Types for Access Control

1. Open the Document Basic window.

2. Click the Object Types for Access Control tab.

3. Create a new record (F5) and enter the following information:

Note: The Engineering Project functionality must be available in your system and the project object must be made document-aware for this object type to be displayed. 

4. Save the information (F12).

General Exercise for Document Basic

Enter Default Object Access Level

Purpose: The purpose of this exercise is to learn how to enter the default access levels to be used for object types when objects are connected to documents.

Windows:
Document Basic/Default Object Access Levels

1. Open the Document Basic window.

2. Click the Default Object Access Levels tab.

3. Create a new record (F5) and enter the following information:

Note: The Engineering Project functionality must be available in your system and the project object must be made document-aware for this object type to be displayed. 

4. Save the information (F12).

General Exercise for Document Basic

Create Project

Purpose: The purpose of this exercise is to learn how to create a project to be connected to the document

Windows:
Projects

1. Open the Projects window.

2. Create a new record (F5) and enter the following information:

3. Save the record (F12).

Required Data

Creating a New Document

Purpose: The purpose of this exercise is to create a new document that is going to be used in the main exercise.

Windows:
Document Titles
Document Revision

1. Open the Document Titles window from the Navigator.  You are now ready to register a new document.
2. Create a new record.
3. In the Document Class field, select XXMANUAL (where XX is your initials) from the List of Values.
4. In the Document No field, enter a document number, or leave the field to have a number assigned by the system. 
5. In the Title field, enter Racing Product Manual and change the value in the View Copy field to Optional. 
6. Save the record (F12).
7. Select the new title, and right-click and then click Document Revision.
8. Click the Access tab.

Note: The default access template that you selected for your class is automatically populated in the Access tab.

Connect Object to Document

Purpose: The purpose of this exercise is to connect the project to the document so that the document will receive the project access lines.

Windows:
Document Revision/Connect Object

1. Open the Document Revision window and click the Connect Object tab.
2. Enter the following information corresponding to the project object.

3. Save the information (F12).

Main Exercises

Purpose: The purpose of this lesson is to learn how to edit access for a document revision.

Windows:
Document Revision/Access

Enter Document Access

This exercise shows you how to give access to a specific person.

1. Open the Document Revision window from the Navigator.
2. Query for the document that you created.
3. Click the Access tab. The Definition tab is enabled by default.
4. Create a new record (F5) and enter the following information:

5. Save the record (F12).

View Access Results

This exercise shows you how to view how the document receives access.

1. Open the Document Revision window from the Navigator.
2. Query for the document that you created.
3. Click the Access tab and click the Result tab.
4. Click Generate Results.
5. Observe how the document revision receives its access lines.