Managing Documents in PeopleSoft Engineering
By providing pages that include an embedded document management system, PeopleSoft Engineering enables you to access and manage related documents.
This topic discusses how to manage documents in PeopleSoft Engineering.
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Page Name |
Definition Name |
Usage |
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DC_PNLGRP |
Control, by product and component, the document management buttons that the system displays in document components. |
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Document Details Page |
DC_DOC_DETAILS_SP |
View information about the selected document from the document vault. |
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DC_QRY_REQ_SP |
Make attribute selections to narrow the focus of your search. You can also use it to associate documents with the original document-enabled page. |
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DC_QRY_RESULT_SP |
Display each document in the database that matches the query criteria that you entered on the Query page. |
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DC_COPY_SP |
Associate or link documents to the originating page. |
Use the Component Options page (DC_PNLGRP) to control, by product and component, the document management buttons that the system displays in document components.
Navigation:
This example illustrates the fields and controls on the Component Options page. You can find definitions for the fields and controls later on this page.
With this page, you control the document management buttons that the system displays on any of the document-enabled pages. For demonstration purposes, we used the Revision Maintenance - Documents page. You could also use any of the other document-enabled pages as an example because the embedded document functionality, including Query and Search Results pages, is virtually identical.
After you select your business unit (and item ID), the system displays a list of all documents associated with the particular revision of the item. This list includes the document name and title, as defined in Documentum, and whether the document is fixed.
This table contains a summary of the buttons that you can click within document-enabled pages, and the actions that they perform.
Field or Control |
Description |
|---|---|
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Click to view document detail. |
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Click to query the Documentum database. |
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Click to view document contents. |
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Click to launch Documentum. |
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Click to fix or unfix versions. |
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Click to copy document associations. |
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Click to deselect all check boxes. |
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Click to select all check boxes. |
To access (query or view) associated documents in the document database from PeopleSoft pages, you must be signed in to Documentum.
The first time during a session that you click any of the buttons on the document-enabled page, the system prompts you to sign in to Documentum.
Note: Once you successfully sign in to Documentum, you'll remain signed in until you end your session by closing the browser.
Use the Query page (DC_QRY_REQ_SP) to make attribute selections to narrow the focus of your search.
You can also use it to associate documents with the original document-enabled page.
Navigation:
Click the Query button on any document-enabled page.
Field or Control |
Description |
|---|---|
Format |
Select the Documentum document file format. This isn't necessarily the same as the file extension. For example, you define a Microsoft Word document in Documentum as having a file format of msw6 (created with either Word 6.0 for the Mac or Word 6.0 or 7.0 for Windows), but the file extension is .doc. |
Search Options |
Except for the optional Document contains word(s) search and Version Option, each field has these search options:
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Specify to query by all versions or a specific version; CURRENT is the specific version default. When you query by all versions or by a specific version that isn't current, the document can only be associated with a PeopleSoft page as fixed. The specific version can be any version label defined in Documentum; however, if you specify a document as not fixed on a PeopleSoft page, the version label used to identify the current document is always CURRENT.
The Unit, Item ID, and Revision fields enable you to narrow searches based on PeopleSoft criteria. To access these fields, you must first have selected the Use BU/Item/Rev Attributes field on the Document Product Options page on the navigation. Before you enable this feature, you must modify document attributes within Documentum.
Searching by Using the Keywords Field
Within Documentum, you have the ability to maintain multiple keywords for each version of a document. The Keyword(s) field on the Query page enables you to search on one or more of these keywords. To search on more than one key word, separate each keyword with a comma.
Searching by Using the Document Contains Word(s) Field
If you have enabled full-text indexing of documents within Documentum, you can search within the document itself for strings that you enter here.
Use the Search Results page (DC_QRY_RESULT_SP) to display each document in the database that matches the query criteria that you entered on the Query page.
Navigation:
Click the Start Query button on the Query page.
Field or Control |
Description |
|---|---|
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Display document detail or view documents by selecting the Sel (select) check box and clicking either the Document Detail button or View button. Select the Sel check box and click OK to associate documents back with the originating document-enabled page. |
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Click the Select All button to include all documents to be associated. When you click this button, the system selects all of the Sel check boxes. |
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Click the Deselect All button to deselect all of the Sel check boxes. |
Use the Copy Document Associations page (DC_COPY_SP) to associate or link documents to the originating page.
Navigation:
Click the Copy button on any document-enabled page.
The fields on the Copy Document Associations page vary, depending on your Copy From selection from the available options.
Note: When you associate documents, the system retrieves the document name and title from the document database at the time the document is associated with a page. If you change the name and title later in the document database, the change isn't automatically reflected within PeopleSoft pages. You must disassociate and reassociate the document to PeopleSoft pages to reflect changes to name and title. However, all other document attributes (such as author and format) aren't stored within the PeopleSoft pages, so if any one of these attributes is changed in Documentum, you don't need to reassociate the document with the page.
You can disassociate documents from a document-enabled page by clicking the Delete button associated with the row that you want to disassociate. Disassociating documents from pages has no impact on the document within the document database because it does not delete the document.
Viewing Documents
Field or Control |
Description |
|---|---|
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Click the View button on the document-enabled page to launch the selected document for viewing only. When you view a document using PeopleSoft pages, the system retrieves a local copy of the document from the Documentum server (by using Documentum RightSite). |
Editing, Checking In, and Checking Out Documents
Field or Control |
Description |
|---|---|
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Click the Launch Documentum button on the document-enabled page to access documents for check out, check in, canceling checkout, and editing. You perform these functions directly within Documentum applications. |
Fixing Documents
Field or Control |
Description |
|---|---|
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Click the Fix Vers (fix version) button on the document-enabled page to fix this document association on this page to the specific document version currently selected. The fix only applies to the document as it relates to the current page. Therefore, if you fix the document to the Revisions Documents page, the system doesn't fix it to any of the other document-enabled pages, such as ECR and ECO. When you fix an associated document to a page, the currently displayed version of the document is permanently associated with the page, without regard to future document revisions. When you fix a document to a PeopleSoft page, subsequent versions of the document aren't automatically associated with this page. Typically you won't fix a particular document to the page until the version of the document is final. As an example, you might find it necessary, during the life of a particular ECO, to set associated documents to not fixed so that as engineering checks in new versions of design documents, they are always visible from within the ECO page. Once the ECO is approved, the design documents can be fixed to permanently associate appropriate versions with the PeopleSoft page. Changing a document to fixed does this:
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Click the Unfix Vers (unfix version) button on the document-enabled page to unfix a fixed document, thereby reassociating the page document with the current version. Warning! If you unfix a document and then fix it again, the fixed document becomes by default the latest (most current) version, as defined within the document database, and might not be the same as the version that was originally fixed. For example, you fix a document to a PeopleSoft ECO page at version 1.0, and afterward you check versions 1.1 and 1.2 of the document into the document database. Then, if you unfix and fix the document again in the ECO Page, the fixed version of the ECO page is 1.2 instead of the 1.0 version prior to unfixing. This enables you to correct a document association that has been fixed prematurely. Likewise, if you fix the document at version 1.2, but it should have been fixed at 1.0, you can query the document again for version 1.0. When you query a specific version, it is associated with the page as fixed. Note: Be sure to delete the original document association, if you want. It's possible to have more than one version of the same document associated with a page. |
Depending on your document management requirements, you might want to modify Documentum and potentially PeopleSoft page objects and PeopleCode to meet your own business requirements. One such example is document revision numbering techniques. This can include:
Adding the Revision field as a user-defined attribute.
Modifying Documentum code to generate the revision number.
Modifying page objects and PeopleCode to gain access and visibility to revision numbers within the PeopleSoft system.
Printing documents from the client is dependent on the client software that you are using to view documents. To print a document, you must first launch the document in view mode.