PIMS User Guides

Initial setup (performed by administrator)

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

1. “General Setup” Form

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

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”:

Outgoing Transmittal Prefix
First part of auto-generated outgoing transmittal number
 
Outgoing Transmittal Suffix
Second part of auto-generated outgoing transmittal number
 
Outgoing Transmittal Sequential Number of Digits
Last part of auto-generated outgoing transmittal number. This part is auto-incremented with other equal conditions (values 1-9 allowed)
 
Correspondence ID Sequential Number of Digits
Number of symbols in the last part of auto-generated Correspondence ID. This part is auto-incremented with other equal conditions (values 1-9 allowed)
 
Default Revision ID
The default revision ID (8 characters max.)
 
Master Company ID
Code of company hosting the solution. Employees of this company will have elevated rights in some applications. E.g. will be able to see transmittals from/to all contractors
 
Default Review Deadline Days
The default number of days to add to review creation date to get review deadline (values 1-99 allowed)
 
Workdays Calendar
Workdays Calendar is used to count working days. E.g. if set, review deadline will be calculated by adding the number of working days by this calendar
 
DC Center Email Address
General email address to use in emailing functionality
 
Base URL
Web address of a “permalink” redirect page, where all emails’ links should point to
 
Win Auth Base URL
Same as above, but with enabled windows authentication possibility
 
Email Template Review
Template of a system-generated email when sending a review for current revision. Supports replacement tags listed in the help section below template fields
 
Email Template Review Tray
Tempalte of a system-generated email when sending a review from tray. Supports replacement tags listed in the help section below template fields. Several reviews will be combined into as little emails as possible
 
Email Template Review Comments
Template of a system-generated email when sending review comments to review responsible. Supports replacement tags listed in the help section below template fields
 
Email Template Internal Distribution
Template of a system-generated email when sending internal distribution. Supports replacement tags listed in the help section below template fields
 
Email Template Internal Distribution Tray
Template of a system-generated email when sending internal distribution from Tray. Supports replacement tags listed in the help section below template fields. Several documents will be combined into as little emails as possible
 
Email Template Review Cancellation
Template of a system-generated email when canceling the review. Supports replacement tags listed in the help section below template fields
 
Help (info only)
Description of replacement tags supported by email templates fields. Click on a template field to see all supported tags with explanations

Settings

 

Figure 3:”Settings” tab in “General Setup” Form

Following options are set in the Settings Tab:

Force Casing of Document Title
Sets the letter case used in the title of the Document
 
Auto-populate Review Tray when Current Revision is Added
Document revision is automatically added into review tray when current revision is added
 
Auto-populate Transmittal Tray when Ext. Review is Finalized
Document is automatically added into transmittal tray if revision has been received from incoming transmittal and review has been finalized
 
Review Deadline Auto Expire
Enables automatic expiration of reviews after deadline passes
 
Enable Producing Documents
Enables fields and buttons which are used to create files in internal documents:
  • Prepared Date and Prepared By fields in revisions grid
  • File Check-in/Check-out buttons
  • Copy Files From Previous Revision
  • Create From Template
  • Updating metadata in files
  • Wizard Page related to uploading template file
  • Creating cover page
 
Enable Files Preview and Markup Using Rasterex
Enables Rasterex View application for file preview and markup.
Rasterex is a third party producer of a multi-format viewer and markup software. The features related to Rasterex (RX) will be optional since they require a separate license
 
Enable PDF files markup in review
Enables fields and buttons used to review PDF files by using PDF annotations
 
List confidential Document IDs and Titles
Enables “Confidential Documents List…” button to view Document IDs and Titles of confidential documents. If unchecked, it will be impossible for users not having access to know about confidential documents existence
 
Enforce Document ID Validation Against Numbering Scheme
Enables entries of document IDs which do not follow Document Numbering Scheme. Applies to
  • Creating document manually in Documents form
  • Document wizard
  • Batch import
  • Contractors transmittals
  • Web forms
 
Enable Extended Wizard
Shows “File and Template upload” step in the New Document Wizard (note that producing documents should be enabled)

Document Numbering Schemes

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”:

Field Description
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”:

Field Description
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

Correspondence Numbering Scheme

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:

Field Description
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 Setup

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”:

Field Description
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

2. “Document Types” Form


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”:

Field Description
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

Completion Steps

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”:

Field Description
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

Templates and template tags


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”:

Field Description
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”:

Field Description
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.

3. “Companies” Form

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”:

Field Description
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

Subsidiaries

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”:

Field Description
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

Attentions

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”:

Field Description
Initials Abbreviation used to identify a person
Name Full name of the person
Email Address Persons email address

4. “DCS Roles” Form

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”:

Field Description
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

Team Members

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”:

Field Description
Team Member ID Abbreviation used to identify a person
Full Name Full name of the person
Login User’s login

Groups

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”:

Field Description
Group ID Abbreviation used to identify a group

The table below provides a detailed description of the fields in the grid “Group Members”:

Field Description
Login User’s login
Last Name First Name User’s full name

Actions

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:

Cancel Pending Reviews
Allows cancelling open reviews
 
Allow Changing CorrespondenceID
Allows entering new Correspondence IDs manually
 
Allow Changing DocumentID
Allows entering new Documents IDs manually
 
Change Review Deadline
Allows changing review deadline date for open reviews
 
Change Review Responsible
Allows changing review responsible of open review
 
Control Check Outs
Enables users to control checked out revision files e.g. cancel other users’ ckeck-outs
 
Control Confidentiality
Enables users to manage confidentiality and access lists to confidential documents and correspondence
 
Create Distributable Files
Allows creating PDF files to be used for distribution. The name of distributable file type can be easily changed
 
Create External Documents
Allows creating External Documents (originator company is not equal to master company)
 
Create Internal Documents
Allows creating Internal Documents (originator company is equal to master company)
 
Enable Editing All Attributes
Enables all metadata fields in Documents form for editing
 
Enable Editing Limited Attributes
Allows to edit only limited number of attributes, which are set in General Setup form
 
Manage Emails Log
Allow manual upload of messages into email logs grids
 
Manually Create Outgoing Transmittals
Allows to manually create Outgoing Transmittals
 
Manually Define Sequential Numbers
Allows users to change sequential numbers and sheet numbers in wizards
 
Modify Finished Revisions
Allows to update revisions that have revision date set
 
Modify Unfinished Revisions
Allows to update revisions that have no revision date set
 
My Tasks Form: Enable “Admin” Tabs
Enables administrative tabs in “My Tasks” Form

5.”Distribution Groups” Form

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”:

Field Description
Group ID Abbreviation used to identify the Distribution Group
Description Description of the Distribution Group

Members

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”:

Field Description
Team Member ID Abbreviation used to identify a team member
Full Name Full name of the person
Email Address Person’s email address

6. “Export Setup” Form

“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”:

Field Description
Export Specification Abbreviation used to identify Export Specification
Description Description of Export Specification
Type Export Type
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

Documents and Attachments

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”:

Field Description
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

7. Distribution Matrix

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:

Field Description
Receiver Receiver Person
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