Contents

Overview
Receipt
Edit
Browse
Enquiry
Reports

Overview | Other People's Technical Documents are defined as those over which you no rights except to make comments. Each revision of an Other People's Technical Document may have an attachment, viz the published edition. 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. It is strongly suggested that the filename of the electronic versions of a document revision is based on the maker of the document plus the document plus the revision: e.g. MAKER1_DOCUMENT1_REV.pdf . This may involve renaming the document. 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 revision of a document, it is automatically moved to the nominated directory for Others Technical Documents. Project (or Secondary) numbering is NOT recommended unless absolutely necessary, and is set at Job level. See Administrative Registers, Jobs Register. Each revision of a document may have a system status and comment allocated to it. There are three ways to allocate this: When the revision of a document is received When a revision of a document is returned to you, and you adopt the reviewers status and comment By coordinating the status, viz entering at any suitable time, either Using the Coordination facility - see Technical Documents, Using the Document Edit facility - see Edit below The cycle of movements of an Other People's Technical Document are shown in the diagram below: There are several tasks, accessed from the Main Menu: Receive a Revision of a Document, Accessed from Technical Documents, Incoming, Others Receipt See Receipt below. Issue a Revision of a Document. Accessed from Technical Documents, Issues, Others 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, Others - when the revision being returned was NOT issued to the recipient, Comment Sheets - for returns made by the recipient directly. Coordinate the status and comment on a document. Accessed from Technical Documents, Edit, Coordinate Status See Technical Documents, Receive Comments, Coordinate. Return a Revision of a Document with your Status and Comment. Accessed from Technical Documents, Issues, Others, See Technical Documents, Issue Documents. The content of the Register of Others 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, from Whom Received, and Date etc , The Issues of the Revisions with Recipient and Reason for Issue, The Receipt back by you of Revisions of Documents with Status and Comment, The coordinated status and comment accorded by you to the revision of the document, The Return by you of Revisions of Documents with Status and Comment.
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Receipt | The receipt of Other Peoples Technical Documents is accomplished in three steps: Record the Transmittal Information Record the Revisions of the Documents received including: The Document, The Revision, Information about the receipt Inspect any electronic versions received and make the attachment.
Transmittal | The transmittal information consists of: Your JobNo, The name reference of the person / organisation from whom it is received, The date the transmittal was received. The default is "Today", and is entered automatically if the entry is left blank, The senders transmittal note reference. If this is left blank, a default made up of the first four characters of the name reference plus the date in YYMMDD format. There are two options to speed up data entry: Allocation of Groups to similar new documents. Once groups have been allocated to one document, then when the groups allocation facility is used for new and similar documents, the groups are "pre-selected", but NOT saved. Allocation of an own / system status. The available Reasons for Issue are matched with Return Status, and if a revision of a document is received for one of the matched "Reasons for Issue", then the matched Status is allocated, but NOT saved.
Detail |
| The detail of the document is split (as indicated in the overview) into three parts: Document. If the document is recognised by TDOC, then the details are completed, and may not be changed, and the word displayed indicating the state of the information (New or Similar) will be cleared. Revision. If the revision of the document is recognised, then the word displayed indicating the state of the information (New or Similar) will be changed to Duplicate. Before the information is saved, the attachment of an electronic version may be made. Alternatively these may be made either all together or singly using the Attachment tab. Action. This information relates to the "how and why". It includes the following information: Advice Only. This means that you have only been advised that a revision of a document exists, but have not been sent it. Information relating to the hard or soft copy of the revision is disabled. No. The number of copies received. Disabled and set to 0 for Advice. File Ref. The location of any hard copy or notes etc. DCN. The reference of a Document Change Notice if raised. It can be used for other purposes. Reason for Issue by the Sender. Disabled and set to <None> for Advice. Material of Issue (or media). Disabled and set to <None> for Advice. Incoming Document Number. This is generated automatically. See Setting to Work, Parameters, Technical Document Parameters. Validation is made as the revision date is entered to ensure that the revision and its dates are in an acceptable sequence. If this fails, then a warning is shown. The following is a typical example: The warning shows the existing and new revision and the existing dates, and any appropriate message. The option to allow the revision date to be out of sequence should be used with care. Usually the problem should be corrected immediately by using the Document Utilities module to transform the revisions so that they are in date sequence. Once the information has been saved, then The Group and Status buttons are enabled. For details of: The Group button: see Technical Documents, Groups, Allocation. The Status button: see Edit, Status below. The Attachment tab is enabled.
Attachments | The attachments tab serves two purposes: To view the list of revisions of documents recorded so far, To make the attachments.
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Edit | The principal function of the browse is to enable the revision or document to be amended to be located.
Browse |
Edit | All the information entered when recording the receipt of a document may be edited apart from: The JobNo The Document No The Revision No The Incoming Document No The following allocations may be made: Groups to the Document (also available when recording receipt). see Technical Documents, Groups, Allocation. Status to the Revision (also available when recording receipt), see Status below. Keywords to the Document, Keywords to the Revision.
| The revision revision date is checked, and if it is found to be out of sequence, then a message is displayed. The following is an example: A valid date must be entered.
Status | TDOC keeps the history of the system status for a revision of a document. A Document inherits the Status of the last revision to have a status, and indicates if this is NOT for the latest revision. The Issues mechanism checks that every revision of a document being returned has a Status. Inheritance is not considered. TDOC is designed to operate with a status for a revision of "No Status". Manually allocating such a status negates the checks.
| When the Status button is clicked, it is assumed that the user wishes to add a new status, so the mode is set to Add. If there is one or more existing status, pressing the Cancel button will put the user into Edit mode. The status which is current cannot be changed except by adding a new one which then becomes the Current Status.
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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, A single Maker for a single JobNo, A single Maker for a single JobNo and Allocated to a Group. Complex filtering (accessed from the context menu) based on text within document and revision titles and your own and other peoples comments, and four other filters.
Complex Filter |
Document List | The System Status for a documents is inherited from the last revision to have a status. The date shown is that on which the status was allocated.
| 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, Makers, and 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.
Others Documents Enquiry | Click to view sample Report.
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Reports | There is only one report for generating the Register of Other Peoples Technical Documents. One additional and important task is to ensure that documents which have been received and require to be returned have been allocated a Status and Comment, and then returned. There is a report dedicated to monitoring this. Both reports are similar, and have multiple options enabling virtually any report to be generated. There are other reports for expediting actions by third parties, and for maintenance activities, which are listed below. The selection options include: Documents originating from a single Maker, If a Maker is specified, a range of the Maker's documents may be specified using the Scope button. Documents received from a single source - Sender, Only Documents allocated to a specific group, . Range of Revision Dates for selecting documents, Whether to report on all or just the latest revision, 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 Scope | Once the JobNo has been selected, and if a Maker has been specified, the Scope button is enabled. Its use enables a range of documents for the specified Maker to be selected.
Specify Others Report |
| The Others Document Report may additionally be filtered by: Using the Filter button, advanced filter options as described above for the Browse may be applied Reason Received Status Reports with various levels of information may be generated as follows: Documents only, Documents and Revisions only, Documents, Revisions and Movements.
View Reports | Click to view a sample Documents Only report. Click to view a sample Documents, Revisions, & Movements report.
Specify Returns Report |
| The Returns of Others Documents Report may additionally be filtered by: Reason Received The requirement to Return a Document Reports may be generated for: Documents Not Returned, Document Returned, All Documents.
View Reports | Click to view a sample All Returns report.
Other Reports | Please see the following for reports and ways of expediting actions expected of third parties on other people's documents: Technical Documents, Issue Documents, Reports, Technical Documents, Issue Documents, Acknowledgements, Technical Documents, Receive Comments, Comments Sheets.
Maintenance Reports | There are three reports which assist with the management of information: Linked Documents - which allows the management of attachments to be monitored, Incoming Document Numbers - which shows the internal references generated by TDOC, Metrics - showing the quantum of documents and revisions etc managed.
Linked Documents | Click to view a sample report.
Incoming Document Numbers | Click to view a sample report.
Metrics | Click to view a sample report.
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