Document Details

Document details window is the centralized location from where almost entire document related operations can be carried out. Comprehensive information on the properties assigned to the documents are available here. Wrench ensures that the document details window contains entire information about a specific document.

Document details window can be opened by clicking the document number that appears as a hyperlink.

Document Details window

The document details window comprises of the following.

The left navigation bar
A customizable tab strip where different operations can be displayed as tabs
A grid that displays different information
A view selector

Figure: Document Details window

The left navigation bar is further divided into the following sections

Operations from the tab strip

In the tab strip of the document details window, different document related operations are displayed as tabs. These tabs can be added or removed from the tab strip. Only five operations can be displayed in the tab strip at a time. The remaining operations are displayed under the tab More.

Figure: Operations from document details window

Different operations that can be carried from the document details window are explained in the following section.

Send

This option is used to send documents to next stage after completing the work. You can send a document using a guided workflow or an unguided workflow. For more information on sending documents refer Sending Documents through a workflow

Check Out

Entire Documents managed by Wrench are stored on a central server. When files have to be taken from Wrench into the local machine for editing, it has to be checked out. On checking out, the file is locked by the user for editing. The checked out document is opened in the native application and user can make the necessary changes to the document. A checked out document is indicated by a red tick mark.

To check out a document

Click Check Out

Check Out window is displayed

Enter the details in the Check Out window
Click OK to continue

Check In

Check In is the reverse operation of Check Out. It is the process of sending a document back to the server after editing. The Check In button is enabled on the menu only if the selected document is checked out. A red tick mark indicates whether the selected document is checked out. On checking in a document the version number increases.

To check in a document

Click the option Check In

Check In window is displayed

Enter the details in the Check In window
Click OK to continue

Undo Check Out

After checking out a document, editing and saving the document sometime you may need to cancel the changes made. You can use "Undo Checkout" option to cancel the changes made after checking out a document. The edited file is removed and the file on the server will be retained so that the original remains without any changes.

Upload

Instead of checking out the document, editing it and checking in the document; the document can be replaced by updating the latest document. While Replacing an open or read only documents the system returns a message asking for the confirmation of the operation. On confirmation the document is replaced with the uploaded last saved version of the document.

To upload a document

Click Upload

Upload window is displayed

Select a file to upload with which you want to replace the existing file
Select a specter file that will be attached along with the replace file

Figure: Upload window

Click Upload to continue with the replace process

More Information: Click the hyperlink More Information to view additional details like current Version of the document, Internal Revision Number and Revision Number

A document can also be replaced by dragging a document to the drop zone in the smart folder grid. Here you can select a file Upload option.

To upload a document by dragging to drop zone

Select the smart folder where the document that has to be replaced is located
Drag the document to smart folder pressing down the left mouse key and when the drop zone is displayed, release the mouse key.

A message box is displayed

In the message box click Upload to replace the file in the selected smart folder

Bulk Upload window is displayed.

If the File Name (name of the file in the local drive) and the existing Document file name matches, in the Bulk Upload window status column, the status is displayed as Match found.

For Example: If the file name of the document in the local drive is ABC.txt, for fulfilling the matching option, the file name of the document in Wrench has to be ABC.txt

Figure: Replacing the document

Click Upload button to replace the file

NOTE: The file matching option by default would be File Name=Document File Name. You can select different options from a drop-down list. If any other options from File Matching Options is selected for replacing, the selected option would be saved in the cache as the default option. If you want to select files for replacing from the Bulk Upload Documents window, click Browse and select files for replace.

Different file matching options available in the drop-down list are as follows.

File Name = Document File Name
File Name = Document Number
File Name = Client Document Number
File Name = Vendor Document Number

Bulk Upload

Instead of replacing a single document, a set of documents can be replaced together using the Bulk Update option.

To bulk update documents

Select multiple documents from the local drive
Drag the documents to smart folder pressing down the left mouse key and when the drop zone is displayed, release the mouse key.

A message box is displayed

In the message box click Upload to replace the file in the selected smart folder

Bulk Upload Documents window is displayed.

Figure: Bulk Upload of documents

The matching option selected is File Name = Document Number. If the File Name (name of the files in the local drive) and Document Number of files in Wrench match, in the Bulk Replace window status column, the status is displayed as Match found. In case you want to select a different set of files for replacing, click Browse and select files for replace.
Once files are selected for replacing in the Bulk Update Documents window click Update button

The files are uploaded successfully.

Forward for Information

With this option you can notify users about the status of a document. In addition a user who is not a part of the workflow would be able to access the object which is being sent through a workflow. Thus you can send an item to a user who is not in the workflow stage for additional comments or help.

To forward a document

In the document details window click Forward for Information

Forward window is displayed

Figure: Forward window

Click To button to select the recipients for the document
Select an End Date and Alert Date from a date picker. Due date is a date that specifies when the activity would be due. Alert date is a date on which the recipient has to be alerted.
Click Forward to forward the document or task to the selected users for information.

Forward Settings: You can specify who among the mentioned recipients can forward the task/document information to other users.

To define forward settings

In the Forward window click Forward Settings window

Can Forward window is displayed

Figure: Can Forward window

Select the check box next to a user to specify that the user can forward the information to others
Click Ok to save selection

The selected users will be able to forward the received task or document to another user.

Select this option to close the work in your workspace. The work will be open in other user's workspace until they act upon it

Complete

Select this option to complete a document if it has gone through all workflow stages. User in the last stage of the workflow can complete the document using this option.

To complete a document

the document details window click Complete

Complete window is displayed

Figure: Complete window

Enter your remarks or comments and click OK to continue

Reassign User

Using this option you can remove users from workflow stages and assign a new user to workflow stages.

To reassign users to a workflow stage

In the document details window left pane click Workflow

The workflow assigned to the document is displayed

Select the stage where you want to re-assign workflow resources
In the workflow window toolbar click Reassign

Figure: Reassigning Resources

Click To..to remove or add resources
User List window is displayed. Here you can add additional resources or remove existing resources.
After re-assigning resources click Save to store changes.

Figure: Saving Resources

The stage resources are reassigned successfully.

Create Transmittal

Reply to correspondences can now be sent to relevant stake holders through a transmittal. For ease of sending the reply through a transmittal �Create transmittal' option is available in document details window.

On selecting this option Transmittal Type window is displayed.

You can select the transmittal type and the document transmittal window is displayed.

Here you can enter values for the fields in the window.

For more information on creating transmittals refer Creating a Transmittal.

Send Mail

While working with some documents in Wrench, it might be required to send documents by outlook mail to others for verification, review or approval. Send Mail option can be used to accomplish this.

The Send Mail option in the navigation bar assists the user in sending external mails from Wrench with the selected documents as attachments in the mail. Documents and document attachments can be send using this option.

To send mails

Click the option Send Mail

Mail window is displayed.

Figure: Send Mail window

Enter the mail recipients
Enter a subject and content for the mail
Click Attach File to add attachments to your mail

Attachment selection box is displayed

Select the check box next to the attachment type

Selected attachment type is displayed in the mail window. When the mail is send the selected attachment types are sent along with the mail.

Click Send Mail to send the mail.

Notify

Notify operation is used to send a message to a user. The content of the message will be related to a document in most cases. The user who sends the message can provide more clarity to the messages by inserting the document/Task metadata values.

To send a notification

Click Notify

Notification window is displayed

Figure: Entering values in notification window

In the To: field enter the recipients for the notification
Enter a subject for the notification
Enter a notification message. Here a notification can be inserted using the # sign. When you type # sign a list of document properties are listed. Select a document property from the list.
You can also enter the # sign followed by a character. Document properties starting with that character is displayed. This helps in quick selection of document properties.
Click Notify button to send the notification.

Delete

You can permanently remove the document from Wrench using the delete option. This helps in removing redundant documents and thus saving disk space

Release

Select this option to release a completed document

Obsolete

A document is considered obsolete when it is no longer in use. An obsolete document is usually retained for knowledge preservation . This means the information contained in the document can only be used as a reference but cannot be used for any other purpose. Obsolete documents are removed from the point of use.

For Example: If you need previous specifications to be viewed by others for reference without using it the document can be made obsolete

Revoke

Revoking an obsolete document restores the status of the document to the point at which it was made obsolete.

For Example: A document Test.Doc was in work in progress status while it was made obsolete. Now on revoking this document the status is again preserved to as work in progress.

Replicate

A replication request for the selected document can be raised using this option.

To raise a replication request

Click Replicate

Replicate window is displayed with a list of servers

Figure: Replication window

Select the check box next to the server to which the document has to be replicated
Click Replicate to start the replication process

Pin to smart folder

Using this option you can pin the documents to Smart Folder. The pinned document will be available in the selected smart folder irrespective of the rules based on which the smart folder is created. It is also possible to unpin documents from the smart folder.

Update

Different document properties can be updated from here. On clicking Update a pop-menu containing the following options are displayed.

Client Comments: Usually the client marks their comment on the document and sends it back. This comment file is updated into Wrench along with approval status code details, received back date and other details.

To update client comments

Click Update>>Client Comment

Update Client Comment window is displayed

Figure: Updating Client Comment

Enter values for the following fields.

Select a File: Click this field to choose the comment file

Approval Status Code (Internal): Select an approval status code from the drop-down list where a pre-defined list of codes will be available.

Fields Approval Status Code (Client) and Approval Status Description is filled in based on the internal status code selected.

Receive Back Date: This is the date on which the document was received after client comments. Select the date from a date picker.

Client Reference Number: Enter the client reference number

Revision Required: Define whether revision is required. Select Yes or No from a drop-down list

Click OK to store changes

Internal Approval Status Code: Approval status code defines the customer's response on a document that has been sent for customer approval. For Example: If a document is rejected by customer, the document will have to be revised as per suggestion and the overall percentage of progress (in creating the document) will drop considerably as it needs a lot of rework. The approval status codes are applied to each customers (in customer master). Every Client follow unique Approval Status Codes. To accommodate this Wrench saves the various Approval Codes with corresponding internal codes.

To update approval status codes

Click Update>>Internal Approval Status

Update Internal Approval Status code window is displayed

Figure: Updating internal approval codes

Select Internal Approval Status Code from a drop-down list

The description corresponding to the selected code is filled in

Select the receipt date from a date picker
Define whether revision is required. Select Yes or No from a drop-down list
Click OK to continue

Receipt Details: Documents are sent by vendors to the contractor through transmittals. For the purpose of identification these transmittals have a unique number . On receipt of these transmittals document controller updates the transmittal number and transmittal receipt date into Wrench. These details are used for future reference and communications.

To update receipt details

Click Update>>Receipt Details

Update Receipt window is displayed

Figure: Updating receipt details

Enter the transmittal number of the external agency. External agency could be the client, vendor etc.
Enter the date on which the transmittal was received
Click OK to continue.

Attach

Different types of associated files can be added as attachments to the selected file.

Figure: Adding Attachments

To add attachments

In the menu click Attach
In the ensuing menu click the attachment type

The following types of associated files can be attached to a document.

For more information adding attachments to a file refer Document Details>>Attachments

Add Reply

Using this option you can add a reply to a correspondence document. In case a genealogy is mapped to the correspondence type, the reply is added to this genealogy. Or else reply is added to the genealogy under which the parent correspondence is saved.

To add a reply

Click Add Reply

Document Addition window is displayed

Enter values for fields in the document addition window. For more information on working with document addition window refer Adding a Single Document.

The reply is added to correspondence genealogy defined

Open for Commenting

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

To open a file for commenting

Click the smart folder in which the document is stored

List of documents is displayed

Select the document that you want to open for commenting and double-click

Document Details window is displayed

In the tab strip click More and in the pop-up menu click Open for Commenting

Open for commenting window is displayed. Here you can select main file or specter file for commenting purpose by clicking the respective radio button

Figure: Open for commenting box

If the radio button next to option Document is selected, the File Selection window is displayed
Select the document that you want to open for commenting and click Open

If the radio button next to option Specter is selected, the specter file available in the document attachment will be downloaded.

Save the document and open the document in a PDF editor like Adobe Reader.Enter your comments and save the document.

Attach Comments

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

To attach comments

Select the document to which you want to attach comment
Click Attach Comments

Comment dialog box is displayed

Click the field Select a file
Open File window is displayed. Select the comment file from the location where it is saved.

Figure: Attaching Comments

Enter the purpose of attaching the document in the Purpose of attachment field.
You can also select the purpose of attaching the document from a drop-down list.
Click the down arrow next to Purpose of attachment to choose a purpose from the drop-down list.
Enter your Remarks. This is not mandatory.
Click OK to continue

Your comment file is attached successfully

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

Click Consolidate Comments

Consolidate Comments window is displayed. Here details of comment files attached by different reviewers are displayed.

Figure: Selecting comment files

Select the check box next to the files that has to be included for consolidating
Click Preview to view the consolidated file.
Click Attach Consolidate to attach the consolidated comment file to the document
Click the Cancel button if you want to discard the consolidation operation.

If the operation is successful the following message is displayed

Click OK to continue

A single consolidated comment file is created as shown in the following figure. This file will contain comments marked by different users consolidated.

Figure: Consolidated comment file creation

Open for Review

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

Click Open for Review

The consolidated file is opened for Review

NOTE: The file opened for review will have the tag CONSOLIDATED_REVIEWED for the purpose of identifying the review file.

After reviewing the consolidated comment file, the file is saved.

Attach Review

The saved review file can be attached to the document.

To attach review file

Click Attach Review

Comment dialog box is displayed

Figure: Reviewing consolidated file

Click Select a File, to choose the reviewed consolidated file
Enter the review purpose or select the review purpose from a drop-down list that would contain a list of pre-defined review purposes.
Click OK to continue

Comment files, consolidated comment files and reviewed consolidated file would be listed under the comments sections in the attachments tab as shown in the following figure.

Figure: Comment files consolidation and review