Contents

Overview
Create, Revise, & Edit
Browse
Enquiries
Reports

Overview | Ones Own Technical Documents are defined as those which you have the right to create and revise. An Own Technical Document may have two types of attachment: The master which is attached to the Document. TDOC may be used to locate and launch the master, but it is NOT a replacement for a CAD management system. It is recommended that the root of filename for the electronic document and its document number are the same, with the extension reflecting the document type: e.g. MASTER1.cad. The published edition of a revision which is attached once it is published. It is STRONGLY recommended that published editions should be in a format that is not editable, but capable of being marked up, e.g. PDF format. In a similar manner to the naming of the master, the electronic versions of revisions is based on the master plus the revision: e.g. MASTER1_REV.pdf If the EDM system is enabled (See Setting to Work, Parameters and How TDOC Works, About EDM), then when an attachment is made to a document or revision, it is automatically moved to the nominated directory for Own Technical Documents. Consideration should be given to Revision numbering and Stages. In TDOC, the use of Revision Stages is optional, and with Revision Numbering is setup in the Parameters. See Setting to Work, Parameters. Project (or Secondary) numbering is NOT recommended unless absolutely necessary, and is set at Job level. See Administrative Registers, Jobs Register. The cycle of movements of an Own Technical Document are shown in the diagram below: There are three tasks, accessed from the Main Menu: Create or Revise a Document, Accessed from Technical Documents, Edit, Own. See Edit below. Issue a Revision of a Document. Accessed from Technical Documents, Issues, Own See Technical Documents, Issue Documents. Receive back a Revision of a Document with the recipient's Status and Comment. Accessed from Technical Documents, Incoming, and then Returns, Own - when the revision being returned was NOT issued to the recipient, Comment Sheets - for returns made by the recipient directly. The content of the Register of Own Technical Documents consists of the following key information: The Documents, with Document Number and Title The Revisions of the Documents, with Revision Number and Date The Issues of the Revisions with Recipient and Reason for Issue The Returns of Revisions of Documents with Status and Comment There are a number of ways to view the Register of Own Technical Documents. Browse the Register: see Browse below, Make a Tree View Enquiry: see Enquiry below, Generate a Report: see Reports below.
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Create, Revise, & Edit | The Edit function enables the creation and revision of documents, as well as being able to edit the details. When a document is created, its first revision is created at the same time. See Browse and Amend Details below.
Browse | The principal function of the browse is to enable the document to be amended or revised to be located. The context menu allows the following options to be toggled on or off: To show only documents relating to the JobNo of the currently highlighted document, Whether to show all revisions, or only the latest revision which is the default.
| The following additional information is shown: Whether the revision of the document has been issued, Whether there is an attachment, and whether it is accessible or not.
Amend Details | Apart from editing details of a document and a revision, there are four actions which can be taken by using the buttons to the bottom left of the screen: New: presents a screen without any information on it. Similar: presents a screen with the information from the document currently selected on the browse tab. Add Revision: presents a screen with the revision area without any information on it. Delete: allows removal of a revision of a document that has NOT been issued. Once all but one of a documents revisions have been removed, the document and its one revision may be removed. The screen is split into two areas for information about: The Document, The Revision of the Document. The information needed to register a document consists of: The JobNo, The Document No (and optionally a second reference viz the Project Document No), The Title, Document Type, and Size. For each revision, the following information is required: Revision No Stage (if required) Date of Revision Description of the Revision Location of hard copy DCN. This is an optional 5 character reference often used to identify a relevant Document Change Notice. Attachments may be made for the Master and for the Revision.
| When a revision date is entered it is validated to ensure that it is in sequence with the revisions. When the validation fails a warning is shown. For a new revision the following is an example: and when an existing revision is edited:
| The following actions are taken by using the appropriate button: Allocation of Groups to the document - See Technical Documents, Groups. Allocation of Keywords - See Work Package Management, Keywords. Keywords may be allocated to either: The document, or The revision of the document.
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Browse | The Browse is a means of conducting research within the document register. The browse has two levels of filtering: Basic filtering (through the context menu) which includes showing only documents relating to: A single JobNo A single JobNo and Allocated to a Group, which is specified. See Technical Documents, Overview, Document Filters. Complex filtering (accessed from the context menu) based on text within document and revision titles and comments, and five other filters.
Complex Filter |
Document List | The information about stages shown below varies depending on the settings for Stages in the Parameters. In particular, If stages are NOT enabled, then neither the stage nor date of the stage are shown. If stages are mandatory, the stage date is the same as the revision date and is not shown. If stages are optional, the information about the stage relates to the latest stage recorded.
| The context menu also enables: A document enquiry showing the document's revisions and their movements to be reviewed. Double clicking a document also launches the enquiry, from which: The revision of a document may be viewed if an electronic version exists, A detailed report of the document may be generated in the same manner as from the Enquiry, see below. A report listing the selected documents. Click to view sample Report.
Document Enquiry |
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Enquiry | The enquiry is similar to that generated for a single document from the browse, except that all Jobs and their Documents are shown. The context menu enables: The document to be viewed if an electronic version exists, A detailed report for the selected document to be generated.
Own Documents Enquiry |
| Click to view a typical report
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Reports | There is only one report for generating the Register of Own Technical Documents, but it has multiple options enabling virtually any report to be generated. There are other reports for expediting actions and maintenance activities, which are listed below. Options include: A range of documents only, Only Documents allocated to a specific group, Advanced filter options: as described above for the Browse. Various levels of information which are: Documents only, Documents and Revisions only, Documents, Revisions and Movements. Range of Revision Dates for selecting documents, Whether to report on all or just the latest revision, If Stages are enabled, to filter on stages. In order to assess the "scale" of a possible problem, a facility exists via the Count button to count the number of documents and their revisions which meet the specified criteria before a report is generated.
Specify Report |
View Reports | Click to view a sample Documents Only report. Click to view a sample Documents, Revisions and Movements Report.
Other Reports | Please see the following for reports and ways of expediting actions expected of other people on ones own documents: Technical Documents, Issue Documents, Reports, Technical Documents, Issue Documents, Acknowledgements, Technical Documents, Receive Comments, Comments Sheets. The following Maintenance reports are included in Technical Documents, Others Document , Reports: Linked Documents Incoming Document Numbers Document Metrics
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