Document Manager Overview
In Unifier, the Document Manager maintains all the files and documents for a project. Each project/shell includes its own Document Manager, and another Document Manager resides at the company level. The manager ensures that employees and project/shell members are always using the most current versions of documents and makes accessing and distributing documents efficient. Files in the Document Manager are stored on the Unifier file server. In the application, they can be organized into a folder structure to categorize them and make them easily available, much like a filing cabinet.
The Document Manager is integrated with business processes. Unifier users can initiate a business process directly from the Document Manager and automatically attach files and folders to it. In addition, you can design a business process to automatically publish its records, along with their comments and attachments, to the Document Manager. In effect, this produces a detailed audit trail of the record information through the business process (for both workflow and non-workflow processes). Depending on how the administrator sets up the business process, it can be automatically published to the Document Manager when it reaches a specific step in a workflow, or whenever an email notification is sent regarding the status of the business process, or both. (Refer to the uuu_dm_record_info_path element description in the Unifier Data Reference Guide.)
In Unifier, the Documents node in the navigator is where all project documents—such as drawings, spreadsheets, image files, Microsoft Office files—are stored and managed. Users can store documents directly in this node, or organize them into folders under this node. Users can upload, download, revise, or mark up all project documents from this node. The Documents node has check-in/check-out, document lock, and revision history features for version control.
The Unpublished Documents node is the temporary, automatic repository for files that have been uploaded from local machines and attached to business processes, but which have not yet been published to the Documents node. When a user uploads a file from a local machine and attaches it to a business process, the document is automatically stored in the Unpublished Documents node with a link to the business process to which it belongs (unless a path to a folder has been configured using the uuu_dm_publish_path data element; see note below). The link to the business process allows the administrator to review where the document originated from. This way, the administrator can control the documents that are accessible in the Document Manager. For example, a subcontractor might submit a Request for Information (RFI) with attached documents requesting input from the architect. The attached documents can be traced to the original business process through the link, and the documents will become available in the unpublished node. The administrator can then review the documents, decide where to store them, and publish them to the Documents node; or the administrator can decide not to publish them at all.
Notes:
- Creating Document Manager Attributes is optional and all default properties will apply.
- Drawing files are handled with the base file listed, and the associated reference files bundled with it, similar to a zip file.
- For document-type business processes With Folder Structure, you can specify that a configured folder path be appended to the folder structure. This appended path is based on the path configured in the uuu_dm_publish_path data element on the business process form, and the selection of the Append Line Items Folder Structure to AutoPublish Path option. See Designing an Upper Form.
Document Attribute forms can contain fields that are numbered using auto-sequencing. This functionality requires that the Document Attribute form contain up to two data elements that are based on the SYS Auto Sequence data definition. You can create any number of data elements (fields) using this definition. Fields using this definition provide auto-sequencing of unique numbers for all documents created. The content of the field is automatically generated based on the format for the auto-sequence data elements that is configured in Unifier. Data elements that use this data definition:
- Are always read-only
- Can be placed in a hidden block
- Are available for Mobile configuration
- Can be selected as a display element of a Data Picker
- Can be added to Integration, marked as Output only
- Cannot be selected as a linked element
- Cannot auto-populate or reverse auto-populate
- Cannot use a hyperlink
- Cannot be part of a Dynamic Data Set definition
To set up SYS Auto Sequencing for the Document Manager, go to Company Workspace (Admin mode) > uDesigner > Document Manager > Folder and Document Attributes > Open > Data Elements. See Auto Sequence Tab for more information on using the Auto Sequence tab.
In This Section
Design Requirements for the Document Manager
Creating Multiple Attributes Forms
Last Published Monday, June 3, 2024