# Document Management

## Key Features

| The basic Document Management features include all functionalities required for document acquisition, management and editing. In addition, standard PLM functions like a history function, reservation, revision, etc. are available. Special features of Document Management: Management of different Document Types Creation of a Document Structure Allocation of different objects to a document Release Procedures can be created depending on the document type Extended search functions with Classification Document Viewer and selection by means of Viewer Links to Creator Systems Manager Information for Document management configuration
| ### Document Types
| It is often the case, that a company maintains many different document types which are described in several ways. A 3D model will require different fields for its description than a customer offer. Special document types have been defined to prevent the necessity for all fields to appear for all types of documents in one mask. The standard provides the following document types: Stored Documents 2 D Drawings 3 D Models Physical Models Documents with File Location Archived Documents (On Paper) The Document Management can be customized and new document types can be created for each customer. Every document type includes general document information and type-specific information which is entered in the appropriate masks. If a document type needs to be changed because of organizational reasons or possible faulty entries, the Change document type function can be used. The following table shows the names of the document types as they are used in the Change document type function and in the main menu.
Document Types (Change document type function) | Document Types (main menu)
Drawing | 2D Drawings
Drawfile | Document with File Location
3D-Model | 3D Models
Archived_Doc | Archived Documents (on Paper..)
Physical_Model | Physical Models
Textfile | Stored Documents
When changing the document type all fields that are identical to both types are copied into the new type. All fields that are not used in the target type are deleted.
| Document Structure Regardless of the document type, structures can be created between different document types in order to model the dependencies between documents (e.g. 3D model and derived 2D drawing).
| Reserve Documents
| Every document can be reserved via the context menu (Organization > Reservation > Reserve) of each document mask to make it editable for one user only. Reserved documents are listed in the My Workplace tab of the browser and in the Reserved Documents with Files list (Start > Documents > Reserved Document).
| A reserved document is only listed in the browser or int he Reserved Documents with Files list when a file is assigned to it.
| Getting Started > Reserving Objects
| Progress Indicator / Review Process Every document is subject to the so-called review process. It enables to define any management-related processes. A document is always in a certain "status". This status is a combination of the maturity degree of the document (e.g. development, prototype, series) and its status (e.g. in process, in review, released, etc.). The status of a document can be seen in the State field (progress indicator). The progress indicator is a numerical value which is a combination of the maturity degree (first digit) and the status (second and third digit). During its lifecycle, a document undergoes the complete review process. Different privileges can be assigned to status changes. For example, the developer can set a document to the "In Review" status, but the document can only be released by the e.g. project manager.
| ### Allocations
| Besides the creation of document structures, there are further possible allocations: File Assignments Assignment to Items Allocations to Projects Assignment to Classification List Assignment to Folders Assignment to Method Planning Assignment to Notes Allocations to Companies and Persons External /Internal Document Allocation Allocation of an Distributor Allocation to Work Requests/Work Order s
| The document masks also list the different objects the document is assigned to. The respective tab (e.g. in Documents, in Projects, etc.) has to be opened in each document mask to show this list.
| #### File Assignment Besides descriptive data the "real document" can also be assigned to a document, e.g. a drawing saved as a file. This offers the advantage, that not only descriptive data can be displayed. Also the document (a Word document, a drawing, etc.) can be accessed with the appropriate Viewers. Files are then stored in a vault and protected by access rights. Using reservation and checking and unchecking functions, files can be requested for processing by any user. It is always ensured that the file is not processed by more users at the same time. The access to data managed with Agile e6 is only possible with the appropriate access rights.
| File Server.
| #### Assignment to Items A document can be assigned to an item, e.g. the item circuit board is assigned with the assembly plan of the circuit board. Or the item housing is assigned with the drawing of the housing.
| Item Management
| #### Allocations to Projects Is is also possible to allocate documents to different projects (e.g. the order for the project or a special drawing for a special product design). This allows to allocate documents directly to the project from within Project Management. The allocation is set in Project Management.
| Project Management
| #### Assignment to Classification List Documents can be classified to find identical or similar documents in order to prevent new constructions and to support the further usage with or without adaptive constructions. A class is used to describe a record with attributes which are not available in the meta data. Classes can be structured and inherited by sub-classes. In a Classification List documents are assigned to a class and attributes are defined. The assignment is set in the Classes module.
| Classes
| #### Assignment to Folder Documents can be added to folders. In order to do so, you must have a license for Workflow and a folder must be currently open. The advantage of folders is, that different objects (items, documents, projects, etc.) which belong, e.g. to a certain process, can be combined.
| Workflow
| #### Assignment to Process Planning Method Planning has been introduced in conjunction with STEP (Standard for the Exchange of Product Data). This standard is used to simulate the processing/production chain of a product. Both individual processing stages (states) and operations required for the progress from one processing stage to another are simulated. The dependence between process, operation, item, and resources are described in documents, which can be assigned to methods, operations, and processes.
| Method Planning
| Allocation of a Note to a Document In order to enter additional information for a document, a note can be added to the document master. The note is entered in a simple text field and managed together with the document. Optionally, it is possible to integrate e.g. a text system.
| Allocation of Companies and Persons In Document management it is possible to allocate a certain person or company to a document. If e.g. one company supplies an external document (e.g. logo), a company can be allocated to this document in order to uniquely identify the supplier. The same applies to allocations of persons to documents in order e.g. to make it easier to find a contact person.
| Companies and Persons
| Internal Document -> External Document Using the External Documents / Internal Document allocation it is possible to define a non-hierarchical relation to a document (as in the document structure). For example, the drawing of a supplier (external document) has been modified and stored in a separate numbering system (internal document). In order to create a link between these documents, this relation is used.
| #### Allocation of a Distributor A distribution list can be allocated to a document. When certain actions are performed on this document, a message is send. (e.g. a release note is send to the distributor when the document is released)
| Workflow
| Allocation to Work Requests/Work Orders When a released document is modified, an Engineering work request must be made. An authorized person decides whether the change is to be performed or not. If Yes, the engineering work request is transformed into a engineering work order, the document is set to the "in modification" status and a new document version is created. Documents can be allocated to the engineering work request and the engineering work order. (e.g. for the request: a description with the reason for the document modification, or for the order: documents which change due to the modification of the original document.)
| #### Displaying a File for a Document Using viewers allows to display a file which is linked to a document. If descriptive data for a document (e.g. a 2D drawing) is found, the drawing can be displayed on the screen by simply clicking a button.
| If a document has more than one file assigned, a selection window is opened, where the user can select all files he/she wants to view. All files are then opened in parallel (max. 100).
| #### Links to Creator Systems Document Management provides the base for links to CAD systems and other document creation systems. The documents created externally are managed by Agile e6 and can be loaded from and restored in the creator system directly from within Agile e6 .