Files

"Files" group shows details about other documents that has relationship with the selected document. A document may have two types of relationships with another document. "Association" is one kind of relationship, which is built and maintained manually after the document is added to WRENCH Enterprise. The types of association are further organized in to the following categories.

Specters

NOTE: File types that are only used by a user is displayed here. File types are configured from the Administrative Settings section.

Adding different types of files or attachments

In the files group of the document details window, different types of files can be added. For adding a file type you have to select the respective file type.

To select a file type

On the document details window tab strip click Files.

Figure: Selecting attachment types

Different attachment types and number of attachments under each attachment type are displayed here. Following options are available in this window.

Show All Reference Documents: On clicking this option Reference Documents window is displayed. In the window reference documents attached to the main document is displayed. Reference documents can be downloaded and viewed from this window.

Download All: On clicking this option entire attachments are downloaded. Files are compressed to a ZIP file and the ZIP file is automatically downloaded. Unzip the compressed files and extract the documents.

Comment: Commenting, Review of Comments and Consolidation of Comments can be carried out from here. On clicking this option a menu that contains different commenting options is displayed. For more information on commenting options see Adding and consolidating interdepartmental review comments.

You can carry out different operations with an attachment and these are explained in the following sections. In addition adding different types of attachments are explained in the following sections.

Adding Specters

Adding Related Files

Adding Reference Documents

Adding Comment files

Adding and consolidating interdepartmental review comments

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 files

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 files

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”. Documents registered in WRENCH or a new document can be added 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 is available in the comments window of the Attachments tab. Using these options, you can attach comments, consolidate client comments, review consolidated comment documents.

Open for Commenting

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.

Markups are allowed on the following types of attachments. Such markups created are listed under the main document, since these attachments are parts of the main document itself.

Specter
Related File

Whereas commenting on the following types of attachments will get attached as markups of the respective document.

Client Comment
Squad check comment
Reference document

On saving, comments made on the attachment types specified above will be saved as markups under the main document.

NOTE: 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

Security handling while managing attachments

The following section briefs the way in which security is handled while managing attachments.

Attachments added by a user can be removed or modified only by the creator of the attachment or by the admin group users having replace/remove attachment right in the genealogy.
Even if the users (other than the creator and the admin group users) have replace/remove permission for the attachments in that genealogy, they will not be permitted to remove/modify the attachments added by other users
When the user other than creator/admin group users tries to remove/replace the comment/related file/markup a validation message “Only creator and administrators having remove/replace permission can modify the <<attachment type>>” is displayed.
Specter files can be deleted by those who have permissions regardless of who created it. The auto created specters are created under the name of admin. These also can be deleted by others with adequate permissions.