Working from Document Smart Folders
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Different document related  operations can be carried out from the Document Smart Folders. When a smart folder is selected the contents in the folder are displayed. Select a document from the list and carry out an operation. Operation can be carried out from the Pinned items on the tab strip and options in the More menu.               

Figure: Operations from the smart folder

Operation buttons are grouped according to operation type. Option to search for an operation will be available in the menu. 

On entering a keyword and tapping the ‘Enter’ key or clicking on the search icon, the items in the menu matching the entered keywords will be highlighted in yellow color. The number of matched items will be displayed in the search text box.



Use the up and down arrows in the search text box to navigate between the highlighted operation. The selected operation will be highlighted in yellow color. User can click on the ‘X’ icon to clear the search text.

Different operations that can be carried from the smart folder are explained in the following section.

Assign Workflow

Send

View Response Codes

Attach

Check Out

Check In

Undo Check Out

Download

Download with QR Code

Update Multiple Documents

Upload

Bulk Upload

Add Document

Export to Excel

Download Client Comments

Download Comments

Download Specter

Download Attachments

Downloading an attachment type from multiple documents

Create Specter

Update Options

Forward

Close

Complete

Notify

Delete

Release

Obsolete

Revoke

Replicate

Pin to smart folder

Unpin from smart folder

Add Reply

Send Mail

Revise

Log Details

Create Link

Create Copy

View

Replace with Template

Live Commenting

Add to Timesheet

Add to Correspondence

Download Reference Documents

Replace Reference Documents

In addition to this, the following important operations can also be carried out from the smart folder.

Adding different types of attachments

Adding and consolidating interdepartmental review comments

Downloading attachments

Adding attachments directly to smart folders

Creating Document Links

Adding different types of attachments

Different types of attachments can be added from the Smart Folder.

To add an attachment

  1. Click the Attach button.
  2. In the menu click the attachment type.

Different types of attachments and procedure for adding them is explained in the following sections.

Adding Specters

Adding Related Files

Adding Reference Documents

Adding Comment files

Adding Client Comments

Adding Markup

Adding Squad Check Comments

Adding Specters

Specter or shadow files are the PDF files which are stored with the native files. These are stored so that while sending transmittals only the specter files are sent. Also it can be defined that users can only view the specter files and not the native files, so editing and copying is not possible.

Specter is a non-editable version of the original Document. (For Example: Adobe PDF.) For security and protection of the original, a non-editable version of the original Document can be created, which will be referred for all downstream operations. This prevents the original being modified in any context as the original is never distributed.

You can add attachments, specter files, comments or markups to existing and also to previous revisions of a document. This facility enables the user to identify the Comments/Attachments of a particular revision at a later point of time.

To add specter files

Adding related file

Related Files are documents which are  referred to the original document.

For Example, "Assembling Instructions" is a related file to an "Assembly Drawing". In another context, "Organization Chart" is a related file to "Leave Application procedure" document.

To add related file

Adding reference documents

References which are attached to the document are displayed here. A new document (with all properties such as a genealogy ,document number, title, etc.) or  an existing document in Wrench can be added as a reference document.

During the life cycle of a document, different wrench documents are referred for developing the document. Such links to other wrench documents can be preserved along with the document as “Reference documents”. 

To add reference documents

Adding comments

Comments files are the files which are used by internal checkers. A comment file can be attached in the comments tab. In the case of interdepartmental reviews, review comments by different users can be attached to the document and the comments can be consolidated to a single document. The consolidated comment document  can be opened for reviewing and the reviewed document is attached to the main document as comment.

For Example: In the event of requirement of a change on the original design drawing, a document change request can be created for the original Document. The changes required are entered in a comment file and it is attached to the change request.

To add comments

Adding and consolidating interdepartmental review comments

When a drawing or document undergoes interdepartmental review, each reviewer opens the document and marks their comment on the document. For each reviewer a different document is generated automatically while opening the document for commenting. The reviewer then attaches this commented document  to the main document. If five reviewers open the document for commenting five separate  comment documents are created. Each of the document is attached to the main document by the reviewer as Attachments. The  different comments files can be consolidated to a single document. This consolidated comment document can be further reviewed and the reviewed document can be attached to the main document.

The following operations are available in the comments window of the Files tab. Using these options you can:

Open the document for commenting

Attach comments

Consolidate client comments

Review consolidated comment document

Attach Review

Open for Commenting

This option is for opening the main file or attaching specter  and commenting on it.

To open a file for commenting

Opening multiple document for commenting

Engineering designs are mostly made in multiple sheets. These sheets are required to be viewed together during the design reviews. Hence facility to download multiple documents for commenting is

To open multiple documents for commenting

Attach Comments

This option is for attaching comment file stored in the local system to the server. Comments can be attached from the Files tab in the document details window and smart folder.

To attach comments

Consolidate Comments

Comments entered by different reviewers in the attachment have to be consolidated to one single comment file. Consolidate Comments option helps you in carrying out comment consolidation.

To consolidate comment file

Open for Review

The consolidated comment file can be opened for commenting. Consolidated Comment file can be opened for review from Attachments tab in the document details window and from the smart folders menu.

To open for review

Attach Review

The saved review file can be attached to the document.

To attach review file

Adding client comments

Client comments reflect the client's remarks on various operations. Usually the client comments are attached to the documents.

To add client comments

Adding Markups

Markup is a means of highlighting a required change on a drawing/document. When a drawing is in the final stages of a design, the drawings are published for review. Corrections and comments are received electronically through markups. You can re-publish your drawings based on these comments. Doing all this electronically shortens review cycles, and results in a more efficient design process. The default document viewer used with Wrench Enterprise has a native facility to create markups. It means you can create comments without editing the original file. These are also similar to comments. The difference is, comments are mostly textual whereas markups are mostly graphical. 

NOTE: In order to understand how to create a markup it is recommended to refer the Autovue user manual.

To add markup

Adding Squad Check Comments

Process of circulating the document for the comments of respective disciplines is referred as  Inter-Disciplinary Commenting or Squad Check.

To add squad check comments

Adding squad check comments to multiple documents

In the document review process practiced in some organizations, when multiple documents are submitted for review, a single “Squad Check Comment document will be received from the review team, which will contain comments about all the main documents submitted for review. Hence the Squad Check Comment document is to be attached to each of the main documents.

To attach squad check comments to multiple documents

Downloading attachments

Different attachments types attached to a document or drawing can be viewed and downloaded from a separate window.

To download attachments

Adding attachments directly to smart folders

Different types of smart folders are available for different types of attachments. After selecting the respective attachment smart folder, attachments can be directly added to the smart folder.

To add attachment directly to attachment smart folder

Creating document links

For sharing documents with clients or vendors a link for downloading the documents can be generated. A link authentication user is selected before generating a link. Once a link authentication user is created the recipient of the document link need not authenticate to open the link.

To create document link

Creating Smart Folder links

Smart Folder links can be created from document smart folders and task smart folders.This will help users to access documents and tasks in WRENCH smart folders from external locations. 

To create smart folder link