Figure 20: Register New Documents/Revisions Flowchart
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”:
|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|Superseded||Indicates if the document is superseded. Superseded labels will appear with more information in the tooltip about which document is it being superseded with.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.
The information tab contains additional document metadata fields. Most of the lookups e.g. Originator Company, System, Facility are configured in the Setup.
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”:
|Tag No||Abbreviation used to identify a tag|
|Comments||Comments to the tag|
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
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
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”:
|Description||Group description or users full name|
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).
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.
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.
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.
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.
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”:
|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|
|Prepared Date||Date revision was prepared. Set automatically when validation process is initiated|
|Prepared By||Person who prepared the revision|
Figure 30: “Copy Files From Another Document” dialog
Revision Files Actions:
The table below provides a detailed description of the fields in the tab “Revisions Files”:
|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.
Differences from internally produced documents:
Figure 31: “Revisions” Tab of externally produced document
Incoming transmittals are defined on files level which allows specifying which file was received on which transmittal. The list of transmittals numbers is automatically populated up to the revision record – Incoming Transmittals field. This automation can also be used the other way: by setting Incoming Transmittals field on revision record, all files will be automatically registered as received on this transmittal. Setting the default Inc.Transmittal.No stops working when there are more than one number on the revision level.
The revision is considered as current revision when both Revision and Revision Date fields are filled. Furthermore the date of new current revision must be higher than previous current revision date. Between the revisions with the same revision dates the later created revision is considered as current revision. Only current revision may be sent for review, distribution or transmittal.
To set Revision date use validation buttons. It is possible to manually update Revision Date field if you are a member of a role with “Modify Finished/Unfinished Revisions” actions set.
The current revision can be sent for review and receivers can provide their comments. The purpose of the review process is most often to create a new revision of an internal document or send comments in a “Review Return” outgoing transmittal to the originator of an external document.
Documents metadata, document files and their metadata can be exported using ”Document Actions / Export…”. After you click this button, you will be prompted to choose the export system.
On top of the form you can see filter of documents to export – by default it is the same filter as in Document Register form before exporting.
Figure 32: “Choose Export” dialog
In the top of the dialog the filter used for documents to export is shown.
Select the export system (specification) you wish to use and click OK. In case there are confidential documents in the export, you will be notified about it.
Next, you will be prompted to specify where you wish the exported document files to be located:
Figure 33: Folder browser
Select the folder and hit OK. This will start the export procedure. After the procedure is finished the revision files will be downloaded and you will get the information about the documents and revision files saved in Excel files.
Pims allows you to reserve blocks of numbers. Click “Other Tasks / Block Numbers…” from the toolbar. By default, the attribute information will be filled based on the currently selected document. Specify the From and To Sequence Numbers, and hit OK to reserve a block of numbers.
Figure 34: “Block Numbers” dialog
Document Control System allows to supersede documents in case there is a reason to replace a document with another one. Choose a document and click “Other Tasks / Supersede document…” form common tasks. A dialog will appear:
Figure 35: “Supersede Documents” dialog
Choose documents in Superseded By dropdown and add them to the grid bypressing “Add” button. To finish superseding document click “OK”. Superseded and superseding documents are identified by a label next to Comments fields in Main part of Documents form. By hovering over the label you will see Document IDs of superseded/superseding documents.
Superseded documents are not visible in the documents form by default. In order to view superseded documents use corresponding filter from filters in common tasks.
Also there is functionality to remove superseding of the document by clicking “Other tasks/ Unsupersede Documents” from common tasks.