Maintain Documents - Intergraph Smart Materials - Version 10.2 - Help - Hexagon

Intergraph Smart Materials Classic Help

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Intergraph Smart Materials
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Smart Materials/Smart Reference Data Version
10.2

Documents that can be used as attachments for requisitions, inquiries, or agreements are usually defined, stored, and maintained in a document management system. Smart Materials contains a list of documents, which can be grouped into a set of documents. Documents can either be stored manually on the D.10.11 Documents screen or by data load from an ASCII file on the D.10.01 Load Documents screen.

  • You must have the MODIFY LOADED DOCUMENTS privilege to modify documents that were loaded from an ASCII file. For more information about privileges, see User Privileges.

  • Only documents that have been stored manually can be modified.

  • If a document has been attached to a requisition, inquiry, or order, you are not able to delete it. As soon as the requisition, inquiry, or order has been approved, you cannot modify the document any longer if project default ZX_CD_CO is set to N.

This screen is a core workflow screen. For more information, see Core Workflow Screens.

By default, the data on this screen is displayed ordered by document code and revision. The display order is shown in the Ordered by field on top of the screen. To change the order criteria, you can click Order By ... at the bottom of the screen. Or, you can open the pop-up menu with a right mouse-click in any field and select the 'Order by this field ascending' or the 'Order by this field descending' menu items.

The Document Code field displays the name of the document.

The Manual indicator shows whether this document has been inserted manually or via data load from an ASCII file.

The SmartPlant indicator shows if this document has been retrieved from SmartPlant Integration.

The Rev field displays the revision number of the document. The default revision depends on the setting of project default ZX_DO_ORD. If ZX_DO_ORD it set to N (Numbers), the default revision is 0 (zero). If ZX_DO_ORD is set to L (Letters), the default revision is A.

Revision numbers can only be updated if project default ZX_UPD_RE is set to Y.

To create a new document revision, click Revision.

Numeric revisions are regarded as being newer/higher than alphanumeric revisions. For example, in the design phase of the project, alphanumeric revisions (A, B, C, ...) are used, and in the construction phase numeric revisions (0, 1, 2, ...) are used.

The Version field displays the document version coming from SmartPlant. This field is read-only.

The SmartPlant Rev field shows the revision of this document in the SmartPlant Foundation environment. This revision may be different from the revision of the document in Smart Materials because in Smart Materials the revision of a document must be unique. When you retrieve a document with the same SmartPlant revision but a different version, the software increases the Smart Materials revision by one.

The SmartPlant Version UID field shows the SmartPlant Foundation UID of the particular version of this document.

The document descriptions are displayed in the Short Desc and Description fields.

The Category field shows the SmartPlant document category. A category contains document types.

The type of the document is displayed in the Type field. For documents coming from SmartPlant, the document type belongs to a document category and may contain document subtypes. The subtype is displayed in the Subtype field. A subtype belongs to a document type.

The Title field shows the document title coming from SmartPlant. This field is optional and must not be filled.

The UID field displays the unique identifier of this document in the SmartPlant environment. This field is mandatory for documents coming from SmartPlant.

The Org. Document Code field displays the original document name coming from SmartPlant. This column is filled with the document name only if a conflict of duplicate document names occurs. To guarantee uniqueness within the software, the column docu_code is filled with a concatenation of the ID and a substring of the document code.

The SmartPlant Plant field shows the original SmartPlant plant that the document has been retrieved from. The SmartPlant Project field shows the original SmartPlant project that the document has been retrieved from.

You can enter the number of pages in the document in the No. Pages field.

The Document Date field displays the date when the document was created.

The Changed Date field displays the date of the last document change.

In the Comment field, you can enter any comment about the document, with a maximum length of 240 characters.

In the Client Ref. field, you can enter the client reference, that is, the name of the document that the client is using.

In the Partner Ref. field, you can enter the partner reference, that is, the name of the document that a partner is using.

The List of Units field displays a list of units concerning this document.

The project discipline in which the document has been created is displayed in the Discipline field.

You can enter the main material code in the Material Code field.

The List of Tags field shows the list of tag numbers related to this document.

In the Origin field, you can select a pre-defined origin from the LOV. An origin represents the office that is responsible for the information. You can double-click in this field to open the A.10.33 Origins screen where origins are defined.

Select a path type from the drop-down list in the Path Type field. The available values are

  • Physical

  • Link

  • DB Storage

  • Hyperlink

If you select the ‘Physical’ path type, the file name of the document is added to the value of project default ZI_WEB_DOC when you open the document using Open.

If the path type is 'Link,' the browser opens using the values in the Source Path and File Name fields when you click Open.

If the path type is 'DB Storage,' the document is stored in the database and is retrieved correspondingly.

If the path type is 'Hyperlink', enter a valid hyperlink in the File Name field. When you click Open, a browser opens using the hyperlink.

The Source Path field displays the path of the file containing the document. This field is not available for path type 'DB Storage'.

The File Name field displays the file name of the document, or the weblink in case of Hyperlink path type.

In the Format field, you can enter the format of the document.

The Author field can be used to enter the author of the document.

In the Changed By field, enter the person by whom the document was changed the last time.

In the Authorized By field, enter the person by whom the document has been authorized. Select the date of authorization from the LOV in the Authorization Date field.

In the Status field, you can enter the document status.

You can select the name of a parent document from the LOV in the Parent Document Code field. The Parent Rev field is automatically populated with the revision of the parent document.

In the Reference field, you can enter a library reference for the document.

The Directa Class field displays the document class in Directa, the Directa Type field shows the type of the Directa document, and the In Directa indicator shows whether the document is known by Directa or not. These Directa-related fields are not used or supported any longer.

You can click Order By ... button to change the order criteria or you can open the pop-up menu with a right mouse-click in any field, and select the 'Order by this field ascending' or the 'Order by this field descending' menu items.

You can use the Upload button to upload a file into the database or to any server or share within the network. If the path type is set to 'DB Storage,' the file is uploaded into the database. In all other cases, the file is uploaded to the selected server or share, and the path type is automatically set to 'Link.' Regardless of the path type, you first select the file that you want to upload from a file selection dialog box.

Select the file and click Open. If the file is to be uploaded to a server or share, you must select the destination from another dialog box that opens.

These destinations are set up on the A.10.38 File Destinations screen. For more information, see File Destinations.

If the selection of subdirectories is allowed for a destination (Sub Dir check box selected on A.10.38), a directory selection dialog box appears.

You can only select any subdirectory of the given destination path. An error message appears if you move up in the directory hierarchy or select a completely different drive or directory.

If subdirectories are available but you do not want to select any subdirectory, just click Cancel. This action uploads the file to the directory that was originally selected.

If you want to select a subdirectory, just click once on the name of that subdirectory. This subdirectory name is copied to the File Name field. Click OK to continue.

If you want to select a sub-subdirectory, double-click on the (first) subdirectory. This action gives you a list of the subdirectories below that directory. Then, click once on that subdirectory to select it, and then click OK.

With double-clicks, you can move down in the hierarchy, and with (single) clicks you select directories. Using the Cancel button, you can select the current directory if you have moved down too far or do not want to move down at all.

To upload the file to its final destination, DBA setting DOC_UPLOAD_DEST must be set because the file is saved intermediately on the application server. See DBA Settings for the details.

If the file is uploaded successfully, the Source Path and File Name fields are automatically populated with the appropriate values so that you can open the file using the Open button.

If you want to use your own code for uploading a file, you must set the project default ZX_DOC_CIP to Y and modify the library mar_custom. See Project Defaults for the details.

To link a file with the selected document, click Link. A box opens where you can select a pre-defined server path or share.

These destinations are set up on the A.10.38 File Destinations screen. For more information, see File Destinations.

Select the destination and click OK to continue. A file selection box opens where you can select the file to be linked.

Select the file and click Open to continue. The Source Path and File Name fields on D.10.11 are automatically populated with the appropriate values and the path type is set to ‘Link'.

You can click Open to open the file entered in the File Name field. If the document has been retrieved from SmartPlant, the document is opened within SmartPlant Foundation Desktop Client and SmartPlant Markup. It is necessary to have the software installed to make use of this functionality. If the document has not been retrieved from SmartPlant and the path type is set to 'Physical', the project default ZI_WEB_DOC must be set. Otherwise, the software is not able to find the file. For the other path types, no additional settings with respect to project defaults or DBA settings are required. If you want to use your own code for opening a file, you must set the project default ZX_DOC_CIP to Y and customize the library mar_custom. See Project Defaults for the details.

Click Revision to create a new revision of the selected document. A box opens where you can enter the new revision number.

Click Create Revision to continue.

This button is not available for documents that have been retrieved from SmartPlant Integration.