PIMS User Guides

Register New Documents/Revisions

Figure 20: Register New Documents/Revisions Flowchart

1. “Documents Register” form

This register contains all information about documents and drawings registered in the system. The form consists of the document information and several tabs with additional information, such as Revisions, Internal Validation, Internal Distribution, Review, Outgoing Transmittal, Engineering Tags. References, Plans and Confidentiality permissions for confidential documents. The general information about the document is located in the master (upper) part of the form and the Information tab (in the lower part). For more comfort while searching for documents there is Filter By panel under the navigation grid and Advanced Filters in the toolbar.

Figure 21: “Documents Register Form” Form

The table below provides a detailed description of the form “Documents”:

Field Description
Document ID Code used to uniquely identify a document in the project
Alt. Document ID Code used for alternative identification of the document
Document Group Highest level of categorizing documents e.g.: Documents/Drawings or Administrative/Technical
Document Type Document type is not necessarily dependent on Document Group, but is a more detailed categorization e.g.: Calculations, Datasheets, Procedures, etc
Title Title of the document
Current Rev. Current revision of the document – automatically maintained by the system set to the number of revision with the highest Revision Date set. Most actions with a document is performed on files of current revision
Current Step The step of the document’s current revision
Issued For Review Date and time when the document was sent for review last time
Comments Comments to the document’s record in the system
Confidential Indicates if the document has restricted access
Voided Indicates that this document should not be used any more
Superseded Indicates if the document is superseded. Superseded labels will appear with more information in the tooltip about which document is it being superseded with. This field is not editable directly but instead by related using toolbar items
Critical Flag field to identify and easily filter documents critical for the project
Required by Operations (DFO) Flag field to indicate that this document will need to be “Turned Over to Operations” by setting the date in corresponding field.
To Be Issued as Built Flag field to indicate that this document will need to be “Issued As Built” which is a revision step

Next to Document Type field there is specific icon indicating that Document ID follows Document Numbering Scheme. Hovering cursor over the icon will show Document Numbering Scheme of current Document Type.

If the document is superseded or supersedes other documents it will be shown with a label next to Comments field. Hovering cursor over the label will show superseding and superseded documents IDs.

Information tab

The information tab contains additional document metadata fields. Most of the lookups e.g. Originator Company, System, Facility are configured in the Setup.

Engineering Tags tab

If you have a fully populated Engineering Tag Register, you can associate documents with one or more engineering tags. Register the tags by choosing a Tag No.

Figure 22: “Engineering Tags” tab

The table below provides a detailed description of the fields in the tab “Information”:

Field Description
Tag No Abbreviation used to identify a tag
Description Tag description
Comments Comments to the tag

References Tab

Document can reference other documents revisions and document revisions can reference correspondence. The connections are set under References tab.

To associate document with other documents revision select referenced document revision in Document ID dropdown in Documents grid.

To associate document revision with correspondence select Document revision and Correspondence ID in Correspondence grid.

The other fields in these grids are for informational purposes and are populated automatically.

Figure 23: “References” tab

Plan Tab

Revision steps could be planned. Auto plan steps, set in Documents Type form, are populated automatically when registering a document. Also you can manually set up planned steps and track the document delivery terms.

Figure 24: “Plan” tab

Confidentiality Permissions

The access to the document can be restricted by making a document confidential. Once the confidential check-box is marked the “Confidentiality Permissions” tab will appear, which allows you to select the users or user groups to share the document with.


Figure 25: “Confidentiality Permissions” tab

The table below provides a detailed description of the fields in the tab “Confidentiality Permissions”:

Field Description
Group User group
Description Group description or users full name
Owner Group owner

Notice that the document is not visible to the user groups that have no permissions to the document.

Even if a user is not in the access list of the document, a user will see documents and only those document revisions that were sent to this user for internal distribution or review.

Document ID and Title of confidential documents you don’t have permissions to can be viewed by clicking “Common Tasks/Confidential Documents List...” from taskbar (Only available if system setting “List Confidential Document IDs and Titles” is enabled in General Setup).

2. Creating New Document

New Document Wizard

To create a new document click New Document / New Document Wizard… from common tasks and follow the wizard. The document will be created with a Document ID in accordance with the Numbering Scheme defined for this type of document.

Document wizard is a 3 steps wizard. In the first step you have to fill Document Title, Group and Type fields.


Figure 26: "New Document Wizard” step 1.

Based on chosen Document Type the second step fields will be generated. Fields for document types are set in Document Numbering Schemes in Setup. Distribution Matrix Fields are configured in Distribution Matrix Setup and appear if they are not included to Document Numbering Scheme for current document type.

Preview Document ID is used to preview Document ID before the document is created. Document ID sequential numbers can be edited if “Manually Define Sequential Numbers” action is enabled for the users Role.


Figure 27: "New Document Wizard” step 2.

After filling the fields in the second step you can click “Finish” button to end the wizard and create a new document.

By clicking “Next” you will see the third step, a new document will be created and you won’t be able to go back or cancel the wizard. Note that the third step is available if “Producing Documents” and “Enable Extended Wizard” settings are on.

The third step allows adding templates and other files to created document revision.


Figure 28: "New Document Wizard” step 3.

To upload the file a revision Step should be chosen. Once you have uploaded a file you will not be able to change revision step, revision or revision deadline in the wizard.

Copy Previous Document

Often when entering series of documents, only a part of the information changes for each new entry. The data that changes for each document would typically be one or several of the following fields: Document ID, Title, Document Type and document meta data.

In order to provide for an efficient entry of new records a feature that copies the current record into a new document has been introduced.

Use the “New Document Based on Current” button from the “New Document” menu in common tasks – the system automatically creates a new entry with the same data as the record that was selected.

Creating Document Manually

Alternatively, you can also create a blank document record by filling in the Document ID, Document Group and Document Type fields directly and the information fields will be automatically populated by values from the ID. Note that specific Document ID you enter must conform to the Numbering Scheme for the selected Document Type if the system setting “Enforce Document ID Validation Against Numbering Scheme” is turned on.

3. “Revisions” Tab

A Document in Pims may contain any number of Revisions, and any given Revision may contain any number of files. The Revisions Tab allows you to view the information and files related to the different revisions of a document.

There is a difference between revision tab of the internal and external documents.

Internally produced documents
A document is considered internal if Originator Company field is equal to the Master Company field in setup.
 
Externally produced documents
A document is considered external if Originator Company field is NOT equal to the Master Company field in setup.

Revision tab of Internally produced document

You can perform set of actions to the revision and revision files of an internal document. Note that “Enable Producing Documents” should be checked in General Setup to make specific buttons and fields visible.

Figure 29: “Revisions” Tab of Internally produced document

The table below provides a detailed description of the fields in the tab “Revisions”:

Field Description
Step Step identification. Usually determines document progress
Revision Revision number that is unique for the document
Date Revision date. If set – revision is considered finalized and can become Current Revision
Exported Date Date when the revision was last exported
Review Status Current revision’s status of the review (acceptance code)
Responsible Revision responsible person. Gives elevated permissions to prepare and distribute this revision
Reason for Issue The reason for issue of the revision. By default it is step description and could be changed by a user with specific role action or responsible
Comments Revision comments
Prepared Date Date revision was prepared. Set automatically when validation process is initiated
Prepared By Person who prepared the revision

Revision Actions:

Copy Files From Selected Revision into new revision
Creates a new revision and copies the chosen revision step and files into the created one
 
Copy Files From Another Document (Current Domain)
Opens the dialog where Document ID and Revision in current domain can be selected to copy files to selected document revision
 
Copy Files From Another Document (Another Domain)
Opens the dialog where Document ID and Revision from all domais can be selected to copy files to selected document revision

Figure 30: “Copy Files From Another Document” dialog

Finalize Selected Revision Without Validation
Allows setting Revision Date without Validation process
 
Initiate Validation of Selected Revision
Activates the validation process to set the Revision Date. Normal users cannot modify Revision Date manually and must use one of these functions to finalize the revision

Revision Files Actions:

Create from Template
Creates an Original file from template. Original files can be merged into Final file. The Final file’s name could be changed and it is distributed
 
Create Cover Page
Cover page is added as a first page automatcally, replacing first page of first document if specified in Merge into Final PDF dialog. (needs Producing Document setting to be on).
 
Merge into distributable PDF
This function will merge several original files into a PDF and mark the type as distributable (type name is defined in setup). The feature is disabled if a distributablefile already exists for the revision

The table below provides a detailed description of the fields in the tab “Revisions Files”:

Field Description
File Name Specifies name of the file
Type Specifies file type: original, distributable or review responsible comments.
File Size Size of the file
Checked Out By Shows the person who checked out the file

Upload/Download, Check Out/Check in and Delete functionalities are implemented in the grid.

Note only Revision Responsible and administrator can add Original files.

Externally produced documents Revision tab

Differences from internally produced documents: