Initial Exercise — Create and Maintain Document

Initial Exercise

Purpose: The purpose of this exercise is to introduce you to the basic functionality of Document Management, which entails:

• Creating a document title.
• Creating a document file from a template.
• Checking in a document file.
• Searching for a document using Search Domains.
• Viewing a document file.

Windows:
Document Titles
Document Revision/General
Document Search By Contents

Creating a Document Title

1. Open the Document Titles window by double-clicking on it in the Navigator. 
2. Create a new row in the table (F5). 
3. Click in the Document Class field, and select 700 from the List of Values, and click OK.
4. In the Title field, enter the title: Initial Exercise.
5. Save the changes (F12). Notice that the system has generated a document number. 

Result: A new document title and its first revision have been created. 

Creating a Document File from a Template

1. Open the Document Titles window.
2. Select the document title record you just created, and right-click and then click Document Revision. In this window, you can enter further information about the document.
3. Click the  General tab and verify that the Language field is set to English.
4. Click Edit. The document template is launched. 

   Note!

   If this is the first time using the IFS/Document Management application, you may get a question when clicking Edit. The system wants you to point out the directory where all checked out files should be stored. A suggestion is to use C:/Temp when performing these exercises. To do so, browse to C:/Temp in the window and then click OK.

5. Enter the following text in the document: IFS Document Management is a natural extension of the software that users are familiar with.
6. Save the document by pointing to Save As on the File menu in Microsoft Word. Make sure that the document file is saved as an .doc-file and not as an .txt-file.
7. Close Microsoft MS Word.

Result: A document file has been created from a template and is connected to the first revision of the document Title in IFS.

Checking In a Document File

1. Open the  General tab (populated with the document revision created earlier in this exercise), and click Check In.

Result: The document file is moved from your local computer to the Document Management file repository. This makes the document file available for all other users who have access to the document. 

Searching for a Document using Contents Search

1. In the Search bar at the bottom of the IFS Navigator pane define the indexed location (search domains) you want to use by clicking the drop-down list button in the Enterprise Application Search field.
2. Select Document Contents from the list.
3. In the Enterprise Application Search field, enter the following text: IFS Document Management.
4. Click the Search icon.

Result: The document revision you created earlier should be displayed in the right window.

Viewing a Document File

1. Click on the link in the Search Results window for the document you queried for in the previous exercise.
2. Click the Attachments tab in the context pane (Attachment Panel) below the window.
3. Click the Documents link. 
4. Right-click on the connected document and then click View Document.

Result: A copy of the document file is placed on your local check out path, and the file is launched in its original application, i.e., MS Word.