Add Document

Your default 'Project' will be based on your 'Last Project' used. However, this can be changed to a different Project if it requires another Project. The Register can be selected by either selecting from the dropdown option or typing a code or description that possibly matches a Register in the list.

Field	Description
Register	It displays the list of Registers a User has access to. You can select a Register either by selecting from the dropdown list or typing a code or description in the field that potentially matches a Register from the list.

Document Tabs - Count Information

As information is added to the Document, Tabs are also updated with that additional information. This functionality automatically sets for the Attachments, Conversation, Workflows, Routings, Comments, Cross References, and Media tabs when those pages are added.

However, for some Registers configured with 'Use as Transmittal Register = True', a Transmittals tab will also be displayed in the Document form entry. Revisable Registers will have a Transmittals tab in its Document form entry (this allows access to the Transmittal or Submission used to deliver the Drawings).

The Details tab is updated to reflect the Document Number and other pertinent information regarding the document, and the other Tabs are updated with the count of records added to that specific Tab.

Transmittal Registration - Transmittals Tab

Document Form Screen

A Register's documents can be viewed in the detailed Form Entry view, based on how the Register has been configured. It provides the ability to add more information to a document; this includes uploading attachments, sending conversations, routing the Document, cross-referencing, adding comments, and initiating a Workflow against the document. The document form entry comprises - Action bar, Tabs, and fields.

Note that you are not allowed from using Document Form tabs until the Document is Saved. Whenever you attempt to use any of these Document Form tabs, a warning message will be presented, e.g. 'The Document must be saved and created first in order to utilize the Attachment section.'

Details Tab

The Details tab reflects the fields configured in the Register Designer for the Register that has been selected. Every field and drop-down value are entirely based on the Project's (or Company's) chosen configuration for the Register.

Fields can be non-mandatory or mandatory for entry to enable the User to save the Document. Fields marked with a red asterisk ( * ) are mandatory.

Document Status field uses colour code as configured in the Register Designer.

Notes for Drop-down fields control (applicable to all screen with fields that has drop-downs):

1. When typing in a search text in a drop-down field and no result is selected, then the control loses focus then the field will be blank.

2. When typing in a search text in a drop-down field and no results are found, a message will be shown, 'No Records Found' just like the lookup control.

Label/Icon	Description
	This red 'Unsaved' label will appear once a new Document is not yet saved; or whenever the Document is modified. This label ensures the User never forget to save the change.
	This red 'Exclamation' icon is displayed once the new Document is not yet 'Published' or not available to the 'Public' yet. This label disappears only when the Document is already set to Published (ie. the selected Status = Published) and a green check-mark will appear.

Document Form Entry - Snapshot

Feature - Document Snapshot AC.mp4

Document Snapshot provides an immediate snapshot summary upon opening the Document in regards to its overall status, activity, and visibility.

By default, Snapshot is open and the Status matrix is visible when opening a Document; however, you can opt to minimize it by clicking the arrow up.

Labels	Description
Info icon	Shows the Document Process Cycle & When Needing Attention
Shared	The date when the Document got Published
Due Date	The date set in Respond By Date
Document Status Attribute Constant	Shows if the Document is Active, Outstanding, Closed, or Cancelled
No of Days	No of days the Document is set to Active/Outstanding/Closed/Cancelled from the Published Date
Workflow Status	Shows if the Workflow is In-Progress, Completed, or No Workflow
Routing Status	Shows if the Routing is In-Progress, Completed, or No Routing
Visibility	A user who has access to this process registers and the company that is listed on this document.
View users with access	Shows all Users with access to the Documents

New unsaved Document

The Document tabs (Attachments, Conversations, Content, Workflows, Routing, Comments, Cross References, Media & History) are disabled on a Document until it has been saved.

Labels	Description
Register Name	This is located at the top left-hand side of the screen and beside the Vertical Menu icon.
Project Filter	Displays Projects you have access to. Your default 'Project' will be based on your 'Last Project' used. However, this can be changed to a different Project if it requires another Project.
Details Tab	It displays the Details tab notes [Register Generated] when the document has not yet been saved; but once already saved, the Document number will then be displayed. HINT - Click the Info icon to view the Document Number Structure.
Other Tabs	Other tabs include Attachments, Conversations, Initiate Workflow, Routing, Comments, Cross References, Media, and History.
Fields	Fields displayed on the Details tab are configured in Instant Install or customised by the Projection Implementation Team.

Sample auto-generated Document No info message showing the Document Number format.

The status drop-down has a Published column, it displays a green tick icon against the row if Status is configured as Published.

Action Bar

The Action bar consists of 'Actions' that change depending on the Tab within the Document. This is clearly indicated to the User what you can do on that particular Tab.

When you are on the Details Tab, you will be presented with the following 'Actions'

When you are on the Comments Tab, you will be presented with the following 'Actions'

Action	Description
New/Add	Use to add or create a new Document for the register.
Save	Use to Save the document changes.
Initiate Workflow	Use to Initiate a new Workflow.
More	Selections for the form/report generation - Microsoft Word File, Preview - Output Form as PDF, Generate and Save as PDF. The copy function is also found in this Action.

Other Tabs

Please refer to the following links:

Attachments Tab

Conversations Tab

/wiki/spaces/S6Help/pages/1359545456

Workflows Tab

Transmitted Tab (for Transmittal Register)

How Do I?

There are two ways a user can add a new Document to a Register:

How Do I Create/Add New Document via Add Document button?

1. Add by clicking Add Document button

1. Select the Add Document button to open the 'Select Register' pop-up window.
2. You will be required to select from the Select Register pop-up window the Register to use for the Document.
3. You can select the Register by either using the drop-down selection or typing into the Register field to show a potential Register that matches the entered value and then selecting from the list.

How Do I Add a New Document by Selecting Add Document button on a specific Register in the Left Menu?

1. Add New Document by selecting Add Document button on a specific Register in the Left Menu

1. Selecting the 'Add Document' button on a specific Register in the Left Menu e.g. SI will lead you directly into the new Document form screen defaulted with your last Project used.
2. Fill out the fields and save the entry.

Examples of Use