This section describes the tasks to be performed before Pims R3 Document Control can be used for a new project. The following registers must be populated before entry of documents can commence. All registers listed below can be edited and new entries can/must be entered during the entire project.
Figure 1: Initial Setup flowchart
Register general settings and codes to appear in combo boxes. Edit the following Code types to suit your project. Some tabs contain domain-independent codes (apply to all projects in Pims), thus editing is only allowed for super users. Also note that some of these options are highly technical, and should be edited only by a trained Pims Administrator..
Constants are default values used in Document Control System. Set the constants and click “Save”. Clicking “Undo” will return all the previously saved data.
Figure 2: ”Constants” tab in “General Setup” Form
The table below provides a detailed description of the fields in the tab “Constants”:
Figure 3:”Settings” tab in “General Setup” Form
Following options are set in the Settings Tab:
Documents are identified by a Document ID, which can contain several attribute fields, separated with separator symbols. This forms a Numbering Scheme. Numbering Schemes are registered in “Document Numbering Schemes” tab and are assigned to document types.
Figure 4: “Document Numbering Schemes” Tab
The tab consists of 2 parts. The upper panel is for numbering schemes registration. In the lower part the parts defining each numbering schemeare registered. Based on these fields, their length and separators after them the Document ID will be generated.
In a number part you can enter either Separator or Length.
When Separator is used you will get the full code selected in Lookup Value Member with separator in the end in this number part of Document ID.
When Length is used you will get first specified number of symbols of the Lookup Value Member in this number part of Document ID.
Document ID is generated by wizard in this sequence: Number Parts, Sequence Number, Sheet Separator, Sheet Number.
Number of Digits fields set the number of digits for the Sequence and Sheet Numbers of Document ID. E.g. if it is set to 4 then your last part of automatically generated by wizard Document ID will be 0001 and 001 if it is set to 3.
The table below provides a detailed description of the fields in the grid “Numbering Schemes”:
|Numbering Scheme||Identifies a Numbering Scheme|
|Number of Digits in Sequence Number||Number of symbols in the last part of Document ID|
|Sheet Separator||The separator used for separating sheet digits (if any)|
|Number of Digits in Sheet Number||Number of sheet digits in the end of Document ID (if used)|
|Use for Tree View||Scheme to be used for Documents tree generation (e.g. Documents Explorer)|
The table below provides a detailed description of the fields in the grid “Number Parts”:
|Part No||Sequence number of the Numbering Scheme part in the Create New Document wizard second step and Document ID|
|Field Label||Label text of the Numbering Scheme part in the Create New Document wizard second step|
|Field Name||Field name of the Numbering Scheme part in the Create New Document wizard second step|
|Separator||Separator used after the Numbering Scheme part in Document ID|
|Length||Length of the Numbering Scheme part in Document ID|
|Look Up View Name||The name of the view the lookup will be generated from in the Create New Document wizard second step|
|Lookup Display Member||The displayed field after choosing a record from the lookup|
|Lookup Value Member||The value sent to the database after choosing a record from the lookup|
Document Control System supports only one scheme for correspondence, which is similar to document numbering schemes.
Figure 5: “Correspondence Numbering Scheme” grid
The table below provides a detailed description of the fields in the “Correspondence Numbering Scheme” tab:
|Part No||Sequence number of the numbering scheme’s part|
|Field Label||Label text of the numbering scheme’s part in the Create New Correspondence wizard|
|Field Name||Field name of the numbering scheme’s part to show values from in the Create New Correspondence wizard|
|Separator||Separator used after the numbering scheme’s part in Correspondence ID|
|Length||Maximum length of the numbering scheme’s part in Correspondence ID|
|Look Up View Name||The name of the view using which the lookup will be generated in the Create New Correspondence wizard|
|Lookup Display Member||The displayed field after choosing a record from the lookup|
|Lookup Value Member||The value saved to the database after choosing a record from the lookup|
Distribution Matrix is used for automatic document distribution setup (e.g. review, internal and external distributions). For more details about functionality of Distribution Matrix refer to the corresponding chapter.
The fields used for distribution matrix are defined in Distribution Matrix Setup tab.
Figure 6: “Distribution Matrix Setup” Tab
The table below provides a detailed description of the fields in the grid “Distribution Matrix Setup”:
|Label||Field name in Documents table to control the new records in DistributionSetup created by the matrix|
|Field Name||Field name to show in Distribution Matrix form|
|View Name||The name of the view to generate the Distribution Matrix lisboxes from|
|Lookup Value Member||The value used for matrix code when selecting a value in listbox|
|Lookup Display Member||The field of text to show in the Distribution Matrix listboxes|
|Sort Order||The order of matrix parts|
Figure 7: “Document Types” Form
Identify and register the document types that you intend to use in the project, for example “Isometric”, “Report”, “P&ID” or “Specification”. The document types entered here will determine which document types are available when creating new documents.
The table below provides a detailed description of the fields in the form “Document Types”:
|Document Type||Abbreviation used to identify the document type|
|Description||Short description of the type|
|Document Numbering Scheme||Numbering scheme of the document type|
|Replace Cover Page (default)||Sets the default if the cover page to be added when the “Merge into distributable PDF” functionality on revision files of the document with this type will be used|
Select completion steps for the selected document type and provide optional information like percent completed when step is achieved, whether the step requires a review or not and whether the step is included in auto planed steps when new document of this type is created.
When Document Type is registered, steps applied to all document types in General Setup Steps are added automatically.
In order to uncheck Auto Plan field make sure Auto Plan Delay value is not set.
The table below provides a detailed description of the fields in the tab “Completion Steps”:
|Step||Abbreviation used to identify the step|
|Description||Short description of the step|
|% Completed||Progress value in percent|
|Require Review||Determines whether a revision with this completion step would require a review, or whether it is optional. This will be used for status filtering.|
|Auto Plan||Adds the step to the document planed steps when new document of this type is created.|
|Auto Plan Delay||The number of days to add to the creation date in the Planned Date field in the auto-planned step.|
|Sorting||Identify the order you desire the listing of steps to appear in lookups|
Figure 8: "Templates" tab of “Document Types” Form
Each Document type can have several templates to be used in document creation. To be able to use the template, it should be uploaded in the Document Types form under Template tab and all templates tags, which have to be updated with document’s metadata, need to be added in Template Tags tab.
All defined tags should be present in the MS Word file as Bookmarks. To insert a Bookmark in a Word document, select text to place a bookmark, select “Bookmark…” from Insert Menu, type in a Bookmark name which should be the same as in Template Tags grid, and click “Add”.
You can skip filling the Bookmark Name value if the name is the same as Field Name value.
The table below provides a detailed description of the fields in the tab “Templates”:
|File Name||Template file name|
|File Size||Template file size|
|Description||Description of the template file|
The table below provides a detailed description of the fields in the tab “Template Tags”:
|Bookmark Name||Name of the bookmark in MS Word document|
|Field Name||Field name which value is used in the bookmark of the MS Word document|
|Update on Finalize||Updates the fields to the latest values when creating distributable document.|
Register all companies you anticipate you will be corresponding with. This information is used when registering new documents, correspondence and transmittals.
Figure 9: “Companies” form
The table below provides a detailed description of the fields in the form “Companies”:
|ID||Abbreviation used to identify the Company|
|Name||Full name of the company|
|Address||Postal address of the company|
|Phone||Telephone number of the company|
|Fax||Fax number of the company|
|Email Address||Contact Email of the company|
|DC Center Email Address||Email address for Document Control related correspondence|
For consistency of data, Pims contains a global company register. However, in order to provide projects with a relevant list of companies, projects associate companies from the global register with their domain. The data related to the company is still maintained within the global register.
Some DCS specific data can be maintained in this register only: e.g. DC Center Email Address
To associate a company with your project, create new record, and then hit the down-arrow in the drop-down box to the right of the ID label (highlighted in yellow below):
Figure 10: “Company ID" field
This will bring up a list of the existing companies in the global register. If the company you want to add is not in the list, select the button to the right of the drop-down box. This will bring up a form to register a new company in the global register, and upon completion of the form, this company will be associated with your project.
Figure 11: "Create New Company" dialog
All subsidiaries of a company are displayed under Subsidiaries tab. Subsidiary companies are configured in the global register by specifying parent company to the subsidiary.
The table below provides a detailed description of the fields in the tab “Subsidiaries”:
|ID||Abbreviation used to identify a subsidiary company|
|Name||Full company name|
|Address||Postal address of subsidiary company|
|Phone||Telephone number of subsidiary company|
|Fax||Fax number of subsidiary company|
|Email Address||Contact email of subsidiary company|
All persons in the system related to the selected company are displayed in Attentions tab. To add person to a company open “Project Setup\Persons” form, choose person and select company in Company ID field. This enables you to select persons who can receive (attention) the documents when preparing an Outgoing Transmittal.
Figure 12: “Attentions” of Companies form
The table below provides a detailed description of the fields in the tab “Attentions”:
|Initials||Abbreviation used to identify a person|
|Name||Full name of the person|
|Email Address||Persons email address|
All persons that will be involved in any distribution or responsible for any Document Control activities will need to be assigned a specific Role. The information is used in various look-up functions in the application e.g. receivers of reviews or distributions.
Figure 13: “Roles” Form
Note that Groups and Actions tabs are available for roles with DCS Administrator role type.
The table below provides a detailed description of the fields in the form “Roles”:
|Role||The short name of the role|
|Role Type||In DCS Roles form you will be able to work only with DCS subset of role types|
|Description||Full name or description of the role|
Fill in the list of team members for a role. A team member can be assigned to several Roles.
The table below provides a detailed description of the fields in the grid “Team Members”:
|Team Member ID||Abbreviation used to identify a person|
|Full Name||Full name of the person|
You can assign entire user groups under a role. The second grid lists group members.
Figure 14: “Groups” tab
The table below provides a detailed description of the fields in the grid “Groups”:
|Group ID||Abbreviation used to identify a group|
The table below provides a detailed description of the fields in the grid “Group Members”:
|Last Name First Name||User’s full name|
In actions tab you can grant administrative permissions for the users and groups with current Role to perform specific actions in Document Control System
Figure 15: “Actions” tab
The table below provides a detailed description of the settings in “Actions” tab:
Figure 16: “Distribution Groups” form
The Distribution Groups are used to define groups of team members, in order to save time when specifying documents’ Internal Distribution and Review receivers.
The table below provides a detailed description of the fields in the form “Distribution Groups”:
|Group ID||Abbreviation used to identify the Distribution Group|
|Description||Description of the Distribution Group|
Members of the Distribution Group are added by choosing a person from Team Member ID dropdown. Team member has to be under DCS role type and have registered email and login. Other fields are automatically populated.
The table below provides a detailed description of the fields in the tab “Members”:
|Team Member ID||Abbreviation used to identify a team member|
|Full Name||Full name of the person|
|Email Address||Person’s email address|
“Export Setup”form contains settings for documents and their attachments information to export to Excel. The actual export process is performed from the “Documents” form.
Figure 17: “Export Setup” form
An Export Specification contains the details of the format of the export. The table below provides a detailed description of the form “Export Setup”:
|Export Specification||Abbreviation used to identify Export Specification|
|Description||Description of Export Specification|
|Date Format||Date format used in exported file|
|File Heading||Text in the heading of the file|
|Include date in heading||Indicates if the exportation date should be included in the header of the file|
|Include column heading||Indicates if the column headings should be included in the file|
|Mark Document as Exported||Indicates if the exported document(s) should be marked|
Document and attachments information is exported to separate files. Register columns which will be exported to the documents and attachments. Register destination column names, source fields of the document or attachment or value for the destination field, set filter to source field and column sort order in exported file.
The table below provides a detailed description of the tabs “Documents”, “Attachments”:
|Destination||Name of the column in the exported file|
|Source||Field of the document or attachment which will be exported to export|
|Sorting||The column order number|
In this form receivers are registered for selected fields configured in General Setup. Later when new documents are created these receivers are automatically added in review, internal validation, internal distribution and external transmittals setups.
Figure 18: “Distribution Matrix” form
There are two views available for Distribution Matrix: Form view and Datasheet view. Form view mostly is used for receiver modifications on selected fields. Multiple selections of values are available in fields’ lists: Ctrl is used to select distinct values, Shift – to select all values between first and last selected value.
The table below provides a detailed description in the receiver type tabs of “Distribution Matrix” form:
|Action Type||Receivers action type|
|Format||Format of the distribution|
Datasheet view is used for all defined matrix codes and receivers overview. Only receivers remove function is enabled in this
Figure 19: “Distribution Matrix” form datasheet view