| # Document Libraries Object Data Management uses logical libraries to store data in a hierarchical structure. The Document Management (DOC) module uses logical libraries to catalog documents. The libraries used to catalog documents are referred to as document libraries. Document libraries simplify the search for documents and enable you to manage vault areas for documents. When a user creates a document, the user must assign the document to a document library. The ODM administrator must set up and maintain document libraries, and assign a vault area to each library. If a document revision is submitted/released, the files in the document revision are checked in and moved to the vault area associated with the document library. You can set up document libraries that enable you to set up local vault areas. Individual users do not have to be aware of the physical location of the particular vault areas the users use. To create document libraries You can create and maintain libraries in the Libraries (dmsys0540m000) session. You can start this session from the general ODM Configuration menu. In that case, the session lists all libraries. However, if you start the Libraries (dmsys0540m000) session from the Document Management menu, the session only lists document libraries. To start Libraries To start the Libraries (dmsys0540m000) session, on the Object Data Management menu, double-click Document Management > > Documents > > Libraries. The Libraries (dmsys0540m000) overview session starts, which includes a list of all document libraries already defined: To create a new library To create a new library, take the following steps: In the Libraries (dmsys0540m000) overview session, on the File menu, click New. Enter an identifier for the library, if no identifier is automatically generated with the use of the mask system. Enter a description for the library. Note If you start the Libraries (dmsys0540m000) session from the Document Management menu, the family profile will be taken as FLIB_TREE, and does not appear on the session. If you enter the session from the general ODM Configuration menu, you must use the browse arrow to click this profile. To maintain the document library contents Document libraries can contain sub-libraries, documents, and vault areas. In the relevant library sessions, take the following steps: Set up library hierarchies: Assign libraries that will be sub-libraries of other libraries. View a list of the documents in a library. Assign a vault area to a document library: Attach an area to the document library. Note If you view the contents of a library, you can access the Documents (dmdoc1510m000) session and create a new document in the library. However, to move a document to a different library, you must directly start the Documents (dmdoc1510m000) session directly from the Object Data Management menu, and change the library to which the document is assigned. The files are then moved to the vault area that is linked to the new library. To open the Families Members with Count session for a library To open the Families Members with Count (dmsys9113m000) session for a library, from the Libraries (dmsys0540m000) overview session, on the appropriate menu of the Libraries (dmsys0540m000) overview session, click Attached Objects. The Families Members with Count (dmsys9113m000) session appears, which provides a list of the type of objects that you must include in the library, and the number of objects of each type currently included in the library. To create a library hierarchy To create a library hierarchy, take the following steps: In the Families Members with Count (dmsys9113m000) session, double-click the Libraries record. The Object Links (dmcom9110m000) session for libraries appears, which lists any sub-libraries already contained in the library: On the File menu, click New. A new record appears. Click the browse arrow to view the Libraries (dmsys0540m000) overview session, and either select an existing library to be placed in the parent library, or create a new library, as detailed previously. To assign a vault area to a library To assign a vault area to a library, take the following steps: In the Families Members with Count (dmsys9113m000) session, double-click the Vault Server record. The Object Links (dmcom9110m000) session for areas appears: You can assign multiple vault areas to a library. These vault areas are called the primary vault areas. You can link secondary or related vault areas to these vault areas. When the document revision is submitted/released, the user appears with the list of primary vault areas. If the user selects a primary vault area, the files are moved to the selected primary vault area and copied to the related vault areas associated with the current primary vault area. On the File menu, click New. A new record appears. Click the browse arrow to start the Areas (dmdoc5120m000) overview session, and either select an existing vault area to attach to the library, or create a new vault area. To view the documents in a library To view the documents in a library, take the following steps: In the Families Members with Count (dmsys9113m000) session, double-click the document record. The Object Links (dmcom9110m000) session for documents appears, which includes a list of all documents in the library: To display document library contents graphically In the Libraries (dmsys0540m000) overview session, click the library whose contents you want to display, and on the appropriate menu, click Browse. The Object Browsing (dmcomobjbrows) session appears which displays the library contents in a graphical manner: The following figure displays the documents and the subsections. The figure also displays the area and the subsections within the area. During submission or release of a document revision, the user must select one of the primary vault areas, and a copy of the file will be made in the related vault area, as well. Secondary or related vault areas can be linked to each vault area, which are used to have a copy of the checked in files. |