Training IFS Document Management. Introduction What it does: –Attach files to IFS objects (e.g. attach an CAD drawing of a part to an inventory part)

TrainingTrainingIFS Document Management

Introduction Introduction

What it does:– Attach files to IFS objects (e.g. attach an CAD

drawing of a part to an inventory part) – Control access to files allowing some to view

and some to change, etc. – Track and control revisions of drawings or

other files. – Maintain a history of file changes.

Examples:Examples:

Attach photos to Sales Parts (e.g. EK-1315)

Attach PO confirmations to POs Attach CAD drawings to part numbers Attach invoices to customer orders Attach email messages to projects Attach equipment manuals to part numbers Attach a single file to multiple objects Attach related files do an IFS document folder

Training AgendaTraining Agenda

The following topics will be discussed:– How to set up document management on your

computer – How to attach a document to an object – How to check in a new document – How to approve a document – How to control access to a document – How to view a document that has been

attached to an object

How to set up document How to set up document management on your computermanagement on your computer1. To set document management up on your

computer you only need to select a local directory for IFS to use for file operations. This only needs to be done once per computer.

2. Choose a file location on your local computer for temporary storage of the files. (My documents is a good choice)

3. In IFS go to Document Management/Basic Data/User Settings

How to set up document How to set up document management on your computermanagement on your computer

4. Click the Browse button and navigate to the folder you chose in step 1

5. Click Ok

How to attach a document to an How to attach a document to an objectobject1. Open any object in IFS that has a paper

clip Icon available on the menu bar. 2. Click on the paper clip 3. This will open the Connected Objects

Window

How to attach a document to an How to attach a document to an objectobject

4. Right-click in the detail section of the window and select “Create New Document”

How to attach a document to an How to attach a document to an objectobject

5. Select a document class from the list of values.6. Enter a descriptive title name in the title field 7. Click OK

How to attach a document to an How to attach a document to an objectobject8. A new line will be created in the

“Connected Objects” window.

Result: A new document has now been attached to the object. However no file is associated with the document until the document is checked in.

How to check in a new documentHow to check in a new document

1. Highlight the new line created in the “Connected Objects” window.

2. Right-click and select “File Operations/Check in document”


3. Select the appropriate file type in the “Choose file for Check-in” dialog box and then navigate to the file you want to check in.

4. Click Open.


Result: The file is now associated with the document.

If the file is in its final version, it should be approved and then access should be set so that other users can view the file.

How to approve a documentHow to approve a document

The file is now attached and it can be checked out for editing before it is approved.

Only one user can check out the file at a time.

Once the file is approved it can no longer be checked out for editing.


1. To approve the document:2. Open the “Document Info” Window.

Highlight the new line created in the “Connected Objects” window.

3. Right-click and select “Document Info…”



4. Right-click in the header of the document window and select “Status/Approve”

5. The status field should now say “Approved”. The file is now locked and cannot be edited. To change the drawing, a new revision would need to be created.

The last step is to give other users access to the document. (if other users need to edit the file, access will need to be granted before the document is approved)

How to control access to a How to control access to a documentdocument1. Right-click in the header of the document

window and select “Access/Set all Access”

All users will now have access to this file. You can also grant access to individual users

or groups. See help to learn more about granting access

to users.

How to view a document that has How to view a document that has been attached to an objectbeen attached to an object1. Open an object in IFS that has a

document attached to it. 2. Click on the paper clip 3. This will open the Connected Objects

Window

How to view a document that has How to view a document that has been attached to an objectbeen attached to an object

How to view a document that has How to view a document that has been attached to an objectbeen attached to an object5. Highlight the item you want to view,

right-click and select “File Operations/View Document”

6. The following window will appear:

7. Select “View Copy” then click “OK”

How to view a document that has How to view a document that has been attached to an objectbeen attached to an object8. If you have viewed the file previously

you will get the following dialog box

9. Click yes to view the document.

Documents

Training IFS Document Management. Introduction What it does: –Attach files to IFS objects (e.g. attach an CAD drawing of a part to an inventory part)