Adding a Single Document
Previous Topic  Next Topic 


Wrench provides the facility to add single documents to wrench. This topic deals with the addition of single documents. The main topics discussed in this section can be accessed using this navigation table.

Navigation Table

To

See

Open the Document Addition window

Opening document addition window

Familiarize the document addition window

Understanding the document addition window

Select Files to add

Selecting Files

Select Templates to add

Selecting Templates

Assign genealogy to a document

Selecting genealogies

Assign document properties

Assigning document properties

Generate document numbers automatically

Automatic Number Generation

Add documents as reference

Adding documents as reference

Assign workflow to the document

Assigning Workflow

Add Document

Adding Documents

Generate mails automatically

Sending Notifications

Configure different views

Switching Views

Prerequisites

Only a user who is assigned "Add Right" in the specific Document genealogy can carry out this operation. User or User Group Security can be assigned at the Control Panel>>Security Center. For more information on assigning security right refer Control Panel>>Settings>>Security Center in the Administrator's manual.

NOTE: Documents can be added under the leaf-level genealogy.

Opening the document addition window

For adding and registering documents in Wrench, the first step is to open the document addition window.

To open the document addition window

Understanding the document addition window

For ease of use  document addition window is divided into different panes. Different operations like selecting a file, assigning a genealogy, assigning document properties and additional operations can be carried out from different panes in the document addition window. The panes are displayed one after the other. The elements that have to be displayed in the pane can be configured and saved in the Server. Different panes in the document addition window are displayed in the following figure.

Figure: Document addition window

Different panes in document addition window are briefly explained in the following section.

  1. Genealogy: A genealogy or folder can be selected under which the document is saved.
  2. File: Files that is to be added or uploaded to Wrench can be selected here. You can select a file or template. Also Specter files can be added to  the document
  3. Document properties: Basic and Advanced properties, Area Details and Custom Details can be assigned to the document here.
  4. Tool strip and More options: Additional options like assigning workflows, sending notifications and changing views can be carried out from here.

NOTE: In case a genealogy is not pre-defined for a folder, the genealogy selection window is displayed. Select a genealogy from the list and proceed. For more information on selecting a genealogy  see Selecting a Genealogy.

Normally for adding a document to Wrench, the following steps have to be carried out.

Selecting Files

Files or folders stored in specific locations can be browsed and added to Wrench. Files that have to be added to Wrench are selected from the File pane. You can add files or templates as a document in Wrench.

To select a file

Selecting Templates

A standard format can be created for certain documents and these formats can be used accordingly while adding new documents. These standard formats are referred to as templates. These formats are saved under different template names.

NOTE: When user selects a genealogy while adding single document, templates assigned exclusively for the selected genealogy is displayed. When user selects a genealogy and project, templates assigned exclusively for the selected project-genealogy combination is displayed. If templates are not available against the combination, templates assigned exclusively for the selected project is displayed. If templates are not available against the selected project, the templates assigned exclusively for the selected genealogy is displayed. When adding single document, if a project is selected, templates assigned exclusively for the selected project is displayed.

For Example: Purchase Order, Invoice etc.

To select a template

Attaching Specter files and Related files

After the originator creates a document or drawing, the PDF version of the document is created. While adding a document into WRENCH, the main document and the specter file is available with the user. 

When the originator creates a document or drawing, the originator creates additional input files. These additional input files that are used to create the document or drawing  have to be attached along with the document or drawing. Since the input files are attached as related files to the main document,  a facility to add related files while adding and uploading the subsequent revisions of the document into WRENCH is also available.

Hence a provision to attach related files and specter files is available in the document addition window.

To attach specter files

To attach related files

Selecting Genealogy

In WRENCH, files are usually stored under a specific folder or genealogy. Hence you have to choose a genealogy under which the selected files will be added.

To select a genealogy

Once the genealogy is assigned the Document Properties pane slides in. Document properties pane constitute of Basic Details and Advanced Details pane. Basic Details pane and Advanced Details pane will  appear collapsed. Click on the pane header to expand the pane.

Assigning Document Properties

Next step is to assign document properties. A document is identified by various properties assigned to the document. Only document properties that you need will be displayed in the document addition window. These properties can be defined according to the need of the organization and specific users. This operation is carried out by the administrator. Properties are classified to Basic and Advanced document details. 

NOTE: The properties displayed under basic and advanced details are the properties defined in the UI customization window in the server.


Figure: Basic Document Details

Basic document details

Advance Document Details

Custom Details

Custom Characteristics defined are displayed here. Enter the values for custom properties. 

Text type custom property will have text area instead of text box. A user can type in larger contents and jump to next line by pressing  Enter key. This allows the user to enter multi line contents.

Typing into the box, simultaneously expands the box. The box expands upto a certain limit, after which a vertical scroll bar appears for navigation as shown in the following figure. Larger box allows the user to have a better view of the typed in content, rather viewing the content in a single line text box.

On exceeding the maximum characters allowed a message 0 characters remaining is displayed at the bottom of the text window as shown in the following figure.

Creating LOV for custom property

When updating custom properties (of LOV type), occasionally it may be required to add a new LOV or edit an existing one. 

When the user attempts to select a value for an LOV type custom property, the custom property LOV selection pop-over is displayed. Here a hyperlink MANAGE THIS LIST is available.

On clicking the hyperlink, Manage LOV window is displayed.

Figure: Manage LOV window

In the window options to Add, Edit and Delete an LOV will be available. If the document is related to a Project, the project number is indicated in the top portion of the windo.

To add a new LOV

To import from master lov


Area Details

Select an Area Code and Area Description for the document.

To select area details

Tool strip and More options

In addition to the options mentioned in the preceding sections, more options related to document addition is available. The following options are available in the Tool strip.

Figure: More Options

Add as Reference

Assign Workflow/Change Workflow

Matching Tasks

Send Notifications

Switching Views

Parent WBS Level

Get Details

These options are discussed in detail in the following sections.

Adding documents as reference files

After the originator creates a document or drawing, the PDF version of the document is created. While adding a document into WRENCH, the main document and the specter file is available with the user. The main document is added and the Specter file or Reference document is added using Add Attachment option.

To add documents as reference

  1. In the Add Single Document window click Add as Reference.

Search window is displayed.

  1. In the search window enter a search criterion and click the search button.
  2. Search results are displayed. In the search results select the documents that you want to add as reference. Click Attach.

Attached documents are displayed at the bottom of the window.

  1. Click OK to continue.

Selected document is attached as reference.

Count of the documents referred is displayed as displayed as shown in the figure.

NOTE: When reference documents are added to Project documents, in the Add Single Document window, Project ID of the main document is mapped to the Project ID column of the referred document.

Get Details From Files

In many engineering scenarios, the draft document is prepared before it is added to the system. Hence before adding, some of the document properties will be available in the document. Since most documents are created from templates, it is possible to read these document properties from the file. It is recommended to do this so that user need not type these details when adding the document to WRENCH.

The facility to read details from documents depend on the following configurations:

  1. A template is assigned to the project, genealogy or the combination of project and genealogy.
  2. This operation has no dependency on “Character Updation Mode” setting - as this is a manual operation (on demand).

Option Get Details from the file will be available only when the ‘File’ option is selected. This is available in both single and multiple document addition window.


On clicking this option, system will detect the current template applicable. 

If a template is not found assigned to the project, genealogy or the combination, system will display the Document Template window. 

Select a Template from the window. Once a template is identified, details as mapped in the template will be read from the file and displayed in the ‘Add documents’ window.


Assigning workflow to documents

The documents in Wrench usually flow through different stages before it is released. This flow of documents through different stages before the work is completed is called work flow. The workflow can be defined stages as in guided workflow or without any definition like in unguided workflow. Guided workflows are used in case of engineering documents as the sequence of work and the stages in which the document will pass is predefined. In the cases like correspondence, the sequence of the stages and the persons required are not clearly know; hence unguided workflows are used. Resources are defined for each stage in a workflow and this workflow is assigned to a document. You can assign an unguided or guided workflow to the document. Guided workflows have pre-defined stages and are readily available, while unguided workflows are created instantaneously. 

To assign guided workflows

To assign To.. resources to the workflow

To assign Cc resources

Start workflow after adding document: A document added, before its final approval and release, go through various processes in the organization. A work flow is created defining these processes and this work flow is assigned to the document. On selecting the check box against Start work flow after adding the document, once the document is successfully added the work flow is started.

Planned Completion Date: Select a date on which completion of the document is planned.

  1. After entering all the details click Assign button to complete assigning of workflow.
  2. Click Remove button to cancel.

To assign unguided workflow

Linking Matching Tasks

Based on the matching option provided in Task Linking Matching Option in document genealogy default properties, matching tasks can be linked to the document. 

To link matching tasks

Sending Notifications

Notifications are automatically generated mails notifying the occurrence of an event. The notifications can be generated on events like documents getting added, documents getting revised, documents getting routed to another stage and on delays. Mails can be sent to selected users notifying the addition of a document.

To configure notifications

Assigning a Parent WBS Level

In the document default properties, if task linking is configured and for the option Auto Attach Documents to Task, value selected is Link; on clicking this option, a window for selecting Parent WBS Level is displayed. WBS Level can be selected from this window.

NOTE: Selection of a Project is mandatory for this feature to function.

In the Import template generated from Multiple Document Addition window, a new column Parent WBS Level is available. If a property set is defined, all the WBS levels of the specified Project in property set is exported.

Adding document

After entering all the properties final step is to add the document.

To add document

  1. In the document addition window click Add.

If all the required values are entered document is added successfully and a message is displayed.

Add as Released Document: If the checkbox next to this option is selected, document will be added as a released document.

NOTE: If one user adds a document and if the document number is already used (For example let Doc NO:21) then a validation message saying that the document number is already used; Do you want to use the next available Document number (says Document number :22). On clicking YES new document number is generated and the document is added. On clicking No, operation is cancelled.

Switching Views

Different views can be configured for the document addition in the Masters. These views can be selected from here depending upon your requirement.

To select a different view

NOTE: Click the check box next to Add as Released if you want to release the document simultaneously with document addition.

Dragging a document to the smart folder

A document can be dragged to a smart folder, attributes can be assigned to the document and the document is saved.

To drag a document to the smart folder