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).