Introduction
This feature (abbreviated to DMS in parts of the system) gives you full control over the documents in projects, with advanced tools for creating, numbering and approving project specific documents.
The project specific documents that are created will have a unique numbering tied to the project. This gives you good control over all the documents that are to be sent to the customer in any project.
Configuration of Document Management Premium
Before you can use Document Management, you first need to define the different project types that should have the option to use the extra feature, which document categories should hold DMS documents, and where/why documents should be applied. This is done in Global Attributes under the Admin module.
BO configuration
Under the heading BO configuration you will find Project Type. In this field you can select existing project types or create new project types that should follow a DMS template. When you create or edit an existing type you should select Page Template. Then choose DMS Project for the projects that should follow this template. The workspace will then always be created with the Document Management Premium features.
QDMS configuration
Under the heading QDMS configuration you will find Document Category. In this field you can, for existing and new document categories, choose whether they also apply to DMS documents. In the Type field you can choose between QDMS, DMS or both document management systems. If a document category should include DMS documents, select Both, but if a document category should only apply to DMS documents, select DMS.
DMS configuration
Under the heading DMS configuration you will find the fields Document Status and Application. Under Document Status you will get an overview of the different statuses a document can have throughout an approval process. Under the Application field you can add custom applications with a code. Define where/why the document should be applied and enter a relevant code. The code will become part of the document name with the following string:
Project number - Application - Document Category - Sequence number - Document title
Eg: F8164-MEC-CL-001 Product checklist
Project settings in the workspace
Once configuration in Admin - Global Attributes has been completed, the general system values for using DMS are set. These can be changed later, but are now ready for use in the system.
Projects differ, and it now becomes relevant to define different values for individual projects that have been created. This is done directly from the project workspace's left-hand menu.
DMS Admin
Under DMS Admin you can assign employees fixed roles for approving documents created in the workspace. The different roles will then always be assigned to the defined employees when a new document is created and sent for approval. This is a simple list with people picker fields for the different roles.
Area of validity
Under Area of validity you can define specific areas for where documents apply for each individual project. This is a simple list with entries in the title field containing the area title.
Use in the project workspace
In the workspace of a DMS project you have Document Profile and Published Documents readily available from the start. In the Document Profile you will, just like the document profile in QDMS, create new documents and send them into a workflow. In Published Documents you will find all documents that have been through a workflow.
Create a new document
Click Document Profile from the workspace home page or from the left-hand menu under the DMS section. Inside Document Profile, click "New Document" right below the search bar.
A panel appears on the right-hand side with fields for you to fill in or select.
Click "Create Document" when you are finished.
| Field | Description |
|---|---|
| Document title | Title of the document |
| Application | Has the same function as department in QDMS, and defines where/why the document should be applied. The applications and code are defined in Global Attributes. The code is used as part of the document number. |
| Document category | Select which category the document belongs to. |
| Area of validity | Select where this document is valid. Options for area of validity are created in project settings in the left-hand tab of the workspace for the relevant project. |
| Included in | Select which document set this document is included in. Multiple selections are possible here. MRB - Manufacturer's Record Book MDL - Master Document List CMDL - Client Master Document List SMDL - Supplier Master Document List |
| Document chain | Select how strict control you want on this document. Ref. the values set in Global Attributes. Which document chain is used is set during creation of the new document. |
| Document responsible | Select the person responsible for following up the document. |
| DCC Verifier | Select the person who should ensure the correct document chain. This field is not mandatory. |
| Verifier | Select the person who should verify the document before it is sent for approval |
| Approver | Select the person who should approve the document and publish it. |
| Create from |
Select where you want to create the document from:
Once you have ticked one of the options above, you will get a drop-down menu based on the choice. For example, "DMS template" will show the different templates of that type. |
Document chain
In Business Online there are five different document chains. The different chains vary based on the degree of approval required.
- Default
- IFC-ABT
- IFR-IFC-ABT
- IDC-IFR-IFC-ABT
- DIC-IDC-IFR-IFC-ABT
| Abbreviation | Title | Description |
|---|---|---|
| DIC | Draft for Internal Comment | Early drafts of documents are shared internally for initial feedback and adjustments. |
| IDC | Issued for Discipline Check | Documents are sent for discipline specific checks to ensure technical accuracy and fulfilment of project requirements. |
| IFR | Issued for Review | Documents are sent to the client and stakeholders for conceptual and technical review. |
| IFC | Issued for Construction | Approved and final documents are issued to guide the actual construction and installation. |
| ABT | As Built | Documents are updated to reflect the actual work carried out after construction is completed. |
Send for approval
Once you have edited a document in the project's document folder and are ready to send it to the customer, you start a workflow.
Click the three dots to the right of the document name.
A panel appears on the right-hand side with fields for you to fill in or select.
Click "Send" once you have filled in the fields.
| Field | Description |
|---|---|
| Approval level | Drop-down menu for selecting the approval level |
| Deadline | Deadline for when the document must be approved |
| DCC Verifier | People picker field for selecting the person set as DCC Verifier |
| Verifier | People picker field for selecting the person who should verify the document |
| Approver | People picker field for selecting the person who should approve the document |
| Publishing format | The field for which format the document should be published in |
| Comment | Comment field for the document |
3-step approval
The documents in the project are reviewed and approved by several parties before they receive a final approval, which helps reduce errors and improves the quality of the documentation sent out from the company.
Access to document history
All documents have full version and revision history so that you can always retrieve an earlier version of the document.
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