Create a New Document File
Explanation
You can create a new electronic document file in two ways:
- Click Edit to create a new document revision or to create a
document based on a template.
- Click Check In to attach an existing file(s) to the selected
document revision.
Prerequisites
- A document revision must exist and it cannot have an attached document
file.
- If you are creating a new document revision based on a document file
template, a file template must exist for the selected combination of document
class, language, and format in
EDM Basic/Document File
Template tab.
- The file type of the original document file must be registered in the
EDM Basic/File
Types
tab and its
document type set to Original.
- If the document requires a view copy, a view
copy file with the same name as the original file but with a different
extension must be created and stored in the same place as the original file.
The view copy's file type must then be registered in the
EDM
Basic/File Types
tab and its document type set to View.
- If there are several document files attached
to the document revision, in addition to the original file and the view copy,
you must then prepare these files before checking in the original.
This means that they will be checked in if they exist and if not, the original
file will be checked in anyway. The file types of these files must be
registered in the
EDM Basic/Application
tab and the document types must be configured under the selected
class in the Document Class Process Action window.
System Effects
- An original document file is connected to the document revision.
If an Extended EDM File is used, one or more extra
files may be checked in automatically by the system. The file types and their
number are determined by the Document Class Process Action configuration.
- The document file and the view copy file (if it exists) are checked in to the repository.
Please note that view copy document file is not checked in together with the
original document file when using IFS Web Client. IFS Enterprise Explorer
client must be used for this.
Window
Document Revision
Project
Navigator
Related Window Descriptions
Document Revision
Document Revision/General
Project
Navigator
Project Navigator/Project Documents
Procedure
Creating a new document file using the edit function
- Query for a document
revision in the
Document Revision window and click Edit. If there exist a file template
for the selected document class, language, and format two things can happen:
- If a file template exists, a copy of the file template opens.
- If no file template exists, a list displays and you select which
application ((e.g., Word, AutoCAD, etc.) the new file will be created in.
Click OK to open a new file in the selected application.
- If a macro is configured for the selected document class and process, that
macro is processed before the file is opened.
- When you have finished creating the document file, save it, and close it.
- Click Check In.
Using check in to attach an existing document file
If you have an original document file that is saved locally on your client
or network, you can attach it to the document revision by clicking Check In.
- Query for a document revision
in the Document Revision window and
click
Check In.
- Because the document revision does not have an
attached document file, a file explorer opens. Browse to the document that you
want to check in.
- Click Open to check in the selected
document file.
If you have several document files that should be
associated with the selected document revision (view copy and other files),
select the original file in the file explorer and the rest of the files will be
automatically checked in along with it (assuming the file types have been
configured).