Set Document Requirement Options — Extended Exercises

Required Data

This exercise requires that you have completed the following exercises:

Main Exercises

Purpose: The purpose of this lesson is to show how to set the requirement options of a document.

Windows:
Document Revision/Title

Setting View Copy Requirements

A view copy is a PDF copy of the document file that is checked in with the original file. If the View Copy Requirement field is set to Required, you will receive an error message when checking in if the view copy is missing.

  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 are your initials) that you created in the previous exercise.
  4. Click the Title tab.
  5. In the Requirements area, change the View Copy field to Required.
  6. Save (F12) the changes.
  7. Click the  General tab.
  8. Click Edit.
  9. If the Choose Macro window opens, click Skip Macro. The document is launched in the Microsoft Word application.
  10. Review the document, and close the document file and Microsoft Word.
  11. Click Check In. A prompt is displayed stating that there is no view file.
    Note:     If a view copy is required, you cannot check in the document file without the view copy.
  12. Click No.
  13. Click the Title tab.
  14. In the View Copy list, click Optional.
  15. Save (F12).
  16. On the  General tab, click Check In. The document file is successfully checked in.

Setting Object Connection Requirements

To ensure that a document revision is connected to the business object(s) that it describes, you can change this setting to Required.

  1. Keep the Document Revisionwindow open for the same document used in the previous exercise.
  2. Click the Title tab.
  3. Change the Object field in the Requirements area to Required.
  4. Save (F12) the changes.

Result: If you try to release a document revision which does not have any object connections, the release will not succeed.

Setting Destroy Requirements

The destroy setting can be set to either Yes or No. This setting, which does not affect any other settings in the system, only indicates that the document revision should be removed when it has expired.

  1. Click the Title tab in the Document Revision window (still populated with the Assembly Instruction).
  2. In the Destroy list, click Yes. 

Result: The document revision will now be removed from the system when it has expired. Because this flag does not affect anything in the system, you will receive no error messages.

Setting Safety Copy Requirements

You can enter safety copy requirements. This setting, which does not affect any other settings in the system, only indicates that a safety copy should be created for this document file.

  1. Click the Title tab in the Document Revision window of the Assembly Instruction.
  2. In the Safety Copy list, click Yes.

Result: A safety copy will now be created for this document file. Because this flag does not affect anything in the system, you will receive no error messages.