HVPNLDMS - USER-MANUAL - Ver 1.2

HVPNL Document Management USER MANUAL-PROJECT URJA
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Implementation of IFS Applications at

HVPNL
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PROJECT : URJA
Document Delivery:
HVPNL Document Management User Manual
Document Created By
IFS
Reviewed By
IFS/MSAT
Version
v1.0
IFS Applications 7.5 SP6 IEE
2014 IFS
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Document Revision History

Revision
A1
Date
Module
10th Nov
Document
2014
Management
2014 IFS
IFS Consultant
Remarks
Satwik G S
Created
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Table of Contents
1.0 Purpose of this document .................................................................. 4
2.0 Assumptions ....................................................................................... 4
3.0 To Be Process Reference ................................................................... 4
4.0 Instruction Manual- Key Areas........................................................... 5
4.1 Document Management Basic Data .......................................................................... 5
4.1.1 User Setting ............................................................................................................. 5
4.1.2 Document Basic ....................................................................................................... 6
4.1.3 Access Template for Document class ...................................................................... 7
4.1.4 Application (Define Document File Type) ................................................................. 8
4.2 Document Revision ................................................................................................... 9

4.3 Send Document by E-mail....................................................................................... 10
4.4 Document Distribution ............................................................................................. 10
5.0 Document Management Process ..................................................... 10

5.1 Document Management Process ............................................................................ 10
5.2 Document Structure in Document Management Process ........................................ 22
5.2.1 Document Sheet .....................................................................................................22
5.2.2 Document Revision .................................................................................................25
5.2.3 Document Structure ................................................................................................28
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1.0 Purpose of this document

The purpose of this document is to provide step by step instructions to the person, to carry out different
transactions in IFS Applications based on the To Be processes finalized for Document Management
Process. This document will act as a user guide and can be also referred as trouble shooting guide in a
limited manner.
2.0 Assumptions
It is assumed that the person, who is referring this document, has undergone the IFS training for the
Document Management Process module as per the finalized curriculum. The person should also know the
domain function of the module.
3.0 To Be Process Reference

This document contains execution instructions for the following To Be processes. Refer To Be process
document for Engineering.
S. No.
Module
To
Be
Document
Reference
Process Description- Documents Attached
IFS Document Management
1.
Document
Management
IFS DMS To Be
Document- Ver
V1.pdf
2014 IFS
IFS DMS To Be
Document- Ver V1.pdf
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4.0 Instruction Manual- Key Areas

This Manual includes the following key areas of Document Management Process
1. Document Management
2. Document Distribution
3. Document E-mail Information / Notifications
4.1 Document Management Basic Data

4.1.1 User Setting
Use this window to define Local Checkout path for the documents. This is one time setup for a PC.
Path: Document Management\Basic Data\User Settings
Enter the local path where your documents will be checked out. For example: D\IFS Checkout. A value in this
field is required to check out a document locally. If this field is empty, you will be prompted to select a check
out path for the document the first time you check out a document. That selected path will then be saved to
this field.
After Initial Check-in, delete Local file:
If this check box is selected, the local copy of the file is deleted after the file is checked in to the repository.
Note: this check box only controls the "first" check in, i.e. when there is no file connected to the document
and you make a check in.
Overwrite Read only File name:

If this check box is selected, files that have been specified as read-only will be overwritten when viewing,
printing or mailing other files with the same file name.
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4.1.2 Document Basic

Path: Document Management\Basic Data\Document Basic\ Document Basic (Tab)
Use this tab to enter document classes. A document class groups similar documents and each document
must belong to class. You will enter both a class name and a description for your document class.
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Click Create New.

Enter Doc Class, Doc Class Description and Save
4.1.3 Access Template for Document class

Use this tab to create a default access template, which will be connected to a document class. The access
template will be used when a new document revision is created, or when the access template is run
manually from the Document Info/Access tab. A template may include both persons and groups.
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Click Create New

Enter Group ID or Person ID.
Provide Access like Admin or Edit or View Access. All the access can also be granted and Save.
4.1.4 Application (Define Document File Type)

Path: Document Management\Basic Data\EDM Basic
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Use this tab to register the application that is used to create and edit documents, and the file extension of
that application. When connecting an existing document to a document revision, only files with the
document types registered here will be available for selection.
4.2 Document Revision

The Document Management Process uses the Document revision hence a brief on
document revision is explained as below.
Each document title consists of one or more revisions. The title information is common for all its revisions.
To each revision, you can connect one EDM file or an approval process. You can register originals, and you
can create a document structure. You can also connect a number of business objects.
There are two ways of viewing the information on document revisions. You can choose the Overview Document Revisions window in the navigator to access an overview window displaying all document
revisions, or you can query a subset of document revisions. It is possible to maintain information in this
overview window, but status changes can only be accomplished in the Document Info window.
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In the Document Info/General tab, you can maintain revision information and manage status changes. New
document revisions are not inserted here because a new document revision is either a new document that
must be inserted in the Overview - Document Titles window or a new revision. A new revision can be
created using the right mouse button options.
4.3 Send Document by E-mail

This activity is used to send a document file by e-mail. A copy of the document file is attached to an e-mail
message, and data from the document revision is automatically entered into the text field of the message.
You only need to address the e-mail and send it.
The selected document revision must have a connected document file.
You must have view access to the document revision.
You must have a mail client with MAPI support installed on your computer
4.4 Document Distribution

Use this activity to create a document distribution list. This list can be created using the Document
Distribution Wizard or one row at a time using the Overview - Document Distribution window.
The user ID you logged with must be connected to a person in Person/Overview - Persons
window.
The persons who are inserted into the document distribution list must be registered in the
Person/Overview - Persons window.
You must have selected one or more documents before using the menu option for document
distribution.
5.0 Document Management Process

5.1 Document Management Process
1. Creating Document Titles:
The user should be Use the following document Class for creating the Document Title for any new
Document.
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2. RMB on the Document class Item and Select Document Info
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Doc Info
3. The Document Info Screen will have access to various TABS as given Below.
a. Info Tab Notes as required can be Entered as per the Contract.
b. Status of the Doc Title will be Set as Preliminary with Revision 1
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4. Document Info Screen >> Access Tab the data will flow as per Master Definitions. Here Authorized
Users can Add or modify the Access to suitable Users as shown below.
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Access
5. Document Check In Process for relevant Document to be reviewed by respective Authority.
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CheckIn
6. The Respective Document can be viewed by the Other Parties who has the Access as given.
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The document View will have look from respective Checked in Folder for modifications.
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7. Now this document will be mailed to the defined users for their further action.
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Send Mail
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Outlook
Will
Appear
as
Given
Below.
Mail
received
by
1(31)
Users
for
further
action.
7. The Document Distribution for accessing the same to Other Users of this group.
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Doc. Dist.
The Document Distribution Gets Completed with Wizard with Steps Given below.
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8. The Distributed Document is Visible in the path: Document Management>>Distribution>>Query on

Doc Number as given below.
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This is the process of adding Documents to the Document and Distributing to users.
The above process will be repeated by other users with creating new Document Sheets after
they finish the entries to the Document Management If required Similar to this another
Document is Created for the Feedback and re-circulated as Feedback Document on the
Original Document.
5.2 Document Structure in Document Management Process

5.2.1 Document Sheet
Use this activity to create a new sheet for an existing document.
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New Sheet
The new window appears for the as Wizard for completion of New Sheet.
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The Procedure for making New Sheet is given below.
Open the Document Info window.

Query for the document revision from which you want to create a new sheet.
Select Create New Sheet to open the Create New Sheet Wizard. To change the revision and revision
note on the document title at the same time that you create the new sheet, select the Change
Revision on Title check box and enter new values in the New Title Revision and Title Rev Note fields.
The Select Previous Sheet Number field will display a default value, but if you want to place this
sheet after a sheet other than the suggested one, you can change the value by selecting one from
the list.
Enter the sheet number of the new sheet in the New Sheet Number field.
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Optionally, if you want to create a new sheet in between two other sheets, select the next sheet
from the Select Next Sheet Number list. This will ensure that the previous and next sheet values on
the new sheet will be correct.
The New Sheet Order field should automatically display a value. If no value appears, enter the
internal numerical sort value for document sheets, i.e. the value that the system uses to sort the
document revisions if there are many sheets on a document title.
Optionally, enter notes about the revision in the New Sheet Note field.
If you want to copy data from the original document sheet to the new sheet, first select the Make
the new sheet copy of this sheet check box and then select the appropriate options to indicate
which data to copy.
If you want to change the object connections that are being copied, click Next and then select the
object connections to copy.
Click Finish.
5.2.2 Document Revision

IFS Revision in Document Management:
Use this activity to create a new revision for an existing document. Selecting the Create New Revision
command opens the Create New Revision wizard that will guide you through the process of defining a new
revision, and copying parts of the old revision to the new revision. If the old revision has connected objects,
those object connections can be moved to the new revision. If the old revision is a structure document, the
new revision can replace the old revision within the structure.
When the Copy Access check box is selected, if the person creating the new revision is not the same person
that created the previous revision, the previous creator will lose his administrator access on the new
revision. The reason is that the original creator should not by default have full access to all later revisions. If
you still want the original creator to have administrator rights, then you can update the access line manually
after the new revision has been created. Alternatively, a document group with administrator rights can be used.
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New Rev.
The dialog box appears for New revision Entry as given Below.
Revision Entry
& Rev Text Is
Must
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The Procedure to Create New Revision is explained.
Open the Document Info window, and retrieve the target document.
Right-click anywhere on the General tab and then click Create New Revision to open the Create New
Revision - Step 1 wizard.
Optionally, click the Change Revision on Title check box and enter values in the New Title Revision
and Title Rev Note fields. This is used for information purposes only. When we use many sheets and
those sheets have different revision levels, this represents the overall revision level of the whole
document.
Under the New group, enter a new revision code in the Revision field and the revision text in the
Revision Text field. These values are required to move to the next step. Click Next.
Select the Update Allowed During Approval check box if you want to update the document after it
has reached the approval process.
Under From Old, select one or more of the Copy Structure, Copy Approval Process, Copy File, Copy
Access and Copy Record Data check boxes to specify the options when copying from the old revision
to the new revision.
If the old revision has connected objects, they appear in the Create New Revision - Step 2 of the
wizard. You can move the object connections to the new document revision. By default, all the
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object connections with the Last Revision status are selected. You can override these selections and
select some or all of the object connects to move to the new revision.
Click Next to open the Create New Revision - Step 3 of the wizard.
If the old document revision is a structure document and has parent structure documents, they are
listed in the Create New Revision - Step 3 of the wizard. You can connect the new revision to the
parents (thus replacing the old revision in the structure) only if the parents have the Preliminary
status. Approved or Released structures cannot be changed.
Click Finish to create the new revision. Object connection changes and structure changes will also be
made if applicable.
5.2.3 Document Structure

Document Structure:
Use this activity to show a document's substructure in the Document Structure Navigator window. You can
display an entire substructure of documents and navigate through the structure. Selecting a document in
the navigator displays that document's data in the right of the navigator (in the Document Info window.
Creating Structure of Document:

Path > Document Info>>Consist Of Tab
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Steps for the Document Structure navigator:
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From the Structure you will be able to go to any document which is connected and view.
Document Structure Procedure:
Open the Document Info window or the Overview - Document Revisions window.
Query for a document in the Document Info window or in the Overview - Document Revisions
window
Select the document, right click, point to Document Substructure, and then click Show In Navigator
to display documents in the Document Structure Navigator window.
Expand nodes in the navigator to display the different substructure levels. Selecting a document
displays its data in the Document Info window.
2014 IFS
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HVPNL Document Management USER MANUAL-PROJECT URJA

Implementation of IFS Applications at

HVPNL Document Management User Manual

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

Document Revision History

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

4.2 Document Revision ................................................................................................... 9

5.0 Document Management Process ..................................................... 10

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

1.0 Purpose of this document

3.0 To Be Process Reference

Process Description- Documents Attached

IFS Document Management

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

4.0 Instruction Manual- Key Areas

4.1 Document Management Basic Data

Overwrite Read only File name:

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

4.1.2 Document Basic

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

Click Create New.

4.1.3 Access Template for Document class

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

Click Create New

4.1.4 Application (Define Document File Type)

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

4.2 Document Revision

HVPNL Document Management USER MANUAL-PROJECT URJA

4.3 Send Document by E-mail

4.4 Document Distribution

5.0 Document Management Process

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

2. RMB on the Document class Item and Select Document Info

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

5. Document Check In Process for relevant Document to be reviewed by respective Authority.

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA

IFS Applications 7.5 SP6 IEE

HVPNL Document Management USER MANUAL-PROJECT URJA