Document management in SPO/E Core - SmartPlant Foundation - IM Update 46 - Help - Hexagon

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SmartPlant Foundation / SDx Version
10
SmartPlant Markup Plus Version
10.0 (2019)
Smart Review Version
2020 (15.0)

The Document Management System in SPO/E Core is a comprehensive set of work process for document management, including the central allocation of document numbers, capture of document metadata, file archiving, distribution/review, subscription, check in/check out, and the online approval and transmittal internal and external documentation.

This supports full revision history and linking of documents to the PBS objects, tags, referenced documents, contracts, and disciplines. It also facilitates flexible document retrieval and manages engineering documentation/drawings, vendor documentation, and non-revisable administrative documents, including correspondence.

Central Document Allocation

In an integrated environment, the Central Document Allocation (CDA) feature is used to centralize document numbering which controls and prevents the duplication of document numbers/names in SPO/E Core. The CDA feature applies to only admin documents, which are non-revisable documents.

After a document number request is recorded in SmartPlant Foundation, the admin document (non-revisable document) is created, which reserves document numbers in SmartPlant Foundation. An email notification including the newly requested document number is sent to the user of the design tool. The admin document in SmartPlant Foundation exists as long as the design tool does not publish the requested document.

There are two CDA workflows preventing the duplication of admin documents:

  • DMS_Autoload Publish - Retrieves documents, reports, and drawings from engineering tools. This workflow is used when publishing back from the tool.

  • DMS_PublishDocument - Reserves document numbers/names in SmartPlant Foundation. In this workflow, the user is notified of the reserved document number to be used in the tool.

CDA is supported for Smart P&ID, Smart Instrumentation, Smart Electrical, and Smart 3D.

For more information on configuring CDA, see CDA Configuration in the Technical Documentation for SPO/E Core.

The following example explains how CDA can be used:

  • In SmartPlant Foundation Desktop Client, an admin document of type SPPID already exists and is related to a CDA work package. The work package is attached to the DMS_PublishDocument workflow.

  • In Smart P&ID, create a drawing using the same as an admin document that already exists in SPO/E, and publish it to SmartPlant Foundation.

  • By using the CDA feature, bundled with automatic workflows and a few manual system configurations, only the published admin document from the engineering tool is retained while the administrative document created in the SmartPlant Foundation Desktop Client is terminated. All of the properties and relationships are retained for the published administrative document.