| # Document Management Document Management provides general document management facilities to LN. Document Management ensures the efficient and secure use of consistent and reliable document information. Document Management provides the following features: Controlled access to Document Secure storage of document contents Document life cycle support Management of document revisions Viewing and editing the contents of all types of files, for example, CAD files and scanned documents Management of the relationships between documents and other objects in the LN database Documents Documents contain physical files or Hard Copies. Hard copies can be attached to a document revision. A document is a logical entity if no hard copies are attached to the document and is used to group other documents. Document Revisions A document revision enables you to track the life cycle status of document. Document revisions are created by default when a document is created. A document revision is uniquely identified by a document ID and document type. Document Life Cycle The lifecycle of a document from concept stage to completion stage. The document lifecycle involves various phases, such as In Design, Submitted, Approved, Released, Withdrawn, Expired, and Rejected. Document Management Configuration Tasks The LN administrator must perform the following tasks related to document management configuration: Miscellaneous tasks Tasks related to registering document hard copy details Tasks related to file management Document Types Assigned to every document. Each document type is assigned a revision mode that is applicable to all documents of that document type. The document mask and document revision mask can be dependent upon the document type. The document types determine whether the hard copies and files attached to document revisions must be assigned revisions. Examples of the type of documents a company keeps can be, safety regulations, assembly documents, wiring diagram, maintenance instructions, drawing documents and standard documents. Files You can save the contents of a document in one or more electronic files. To register any type of electronic file, you can link the electronic file to a document revision with the status In Design. The document type of the document revision determines whether the files are assigned with revisions, if any. The files must reside in directories that are registered in LN by the LN administrator. Import files to ODM The capability to import files to ODM enhances the document management functionality, enabling the user to import the files from a legacy system to ODM. You can link all the imported files to a single ODM Document or can link each of the files to a unique ODM Document. Additionally, you can link ODM Documents to LN entities like service order, purchase order, engineering items and so on. Hard copies A document and the documents contents can be stored as a hard copy in the form of paper, polyester film, and so on. The hard copies are stored in a specific location, depending on the ease of use and requirements. The definition of a hard copy includes the specification of the storage medium and the location. |