Document Management Overview

2. Document Management Overview Purpose of the documentation management system in OPERATION SMART Generic • Like most document management systems our doc management system stores templates and creates documents from a required template, uses revision control for change monitoring and a general work flow system to check documents or have documents approved; • Our doc management system also auto-creates directories on the user defined document server in accordance to configuration management methodologies. Specific • Create documents under a company and site (customers etc.). The system auto-creates a directory on the document server in relation to the company and site; • When project related then the system auto creates a directory on the document server in relation to the company, site and project; • When creating a document with reference to company, site/s and/or projects the applicable documents are stored under the relevant directories. Within the application the documents are displayed in a table view that are applicable to the client, site and/or project. • All documents can be linked to over 30 screens throughout the application.

4. Templates must be entered into the system before documents can be created in the system. Unlimited document templates entries. Main entries and pathway where template is stored. Templates are usually stored under a document server. Filters templates to the logged in company, site and division. This means that other companies, sites and divisions linking to the same application will not be able to see each others info (query blocked). Permission lock

5. For presentation purposes we are going to register a document to a specific client and project.

6. Obtaining the company name that the document will be linked to

7. From the menu the user clicks on the ‘Client Code Register’ and then from a ‘Custom Filter dialog box he or she enters the required company Once the table view is filtered the user can double click on the company name to take him or her to the next screen as per the next slide.

8. Setting up the company on the document server for the first time. When a document is to be linked to a company for the first time the user clicks on the ‘MAKE DIRECTORY’ command button in order to auto create the document path where the documents are to be stored. Only the projects and documents relating to this client will be displayed. The Parent Path is auto-populated from the ‘Defaults’ screen. The ‘Defaults’ screen is usually populated during system implementation

9. If a project is required and the document/s required are linked to a project then the user must first click on the ‘NEW PROJECT’ command button. If a document is required that is not linked to a project then the user can click on the ‘NEW DOCUMENT’ command button in order to go straight to the document management screen

10. Once the project information has been captured then the user clicks on the ‘MAKE DIRECTORY’ command button to auto create the directory on the document server. Once this has been completed the user can then click on the ‘CREATE NEW DOCUMENT’ command button to open up the Document Management screen.

11. By this time the application should have auto-created document directories under the document server. For this example the document server is the local host.

12. Now the document needs to be created from the required template. Several inputs are required as follows: • Enter Document Name • Select Document Category • Select Document Type • Select Document Medium (filters the template selection) • Select the required template • Click on the ‘Create Document’ command button and follow the instructions directly thereafter. • Click on the ‘Open Document’ command button to open the document

13. Documents can be transferred (copy or move) and returned at the click of a button. • Document transfer to local drive with a click of a button – On implementation local drives can be set for people wanting to take documents home. When completed the document can be returned with a click of a button. • Backup documents to another directory (copy function) • Document replacement – This allows the user to overwrite the current document with another document. This means that user can create documents anywhere and once complete they can register a new document in the application and overwrite it with the original. • Create Revision for Trial Editing. Useful feature for CAD operators when needing to alter an existing document for trial purposes only. On approval the main document can be overwritten from the Revision Register. Please Note: If a user requires to use the application at home he or she needs to currently make use of the folder synchronisation function. However, folder synchronisation only allows the user to edit existing data and not add new data. For more information please speak to a systems administrator.

14. When the document is first opened it stores the date and time created, modified etc into the revision register. From hereon the application will compare changes in these dates and times and prepare the document for auto-revision entries wherever applicable.

15. Revisions are auto-populated however the user can ask the application to be prompted before revising the current document. When prompted to revise the document the document name changes. The last character/s are altered to the revision number. If the client does not want to be prompted to revise the document the main document will not change, only the revision document names are altered. Once again the last character/s are altered according to the revision number. The 1st and 2nd revisions will both be a zero (0). This is due to the 1st revision being input from the template. The application requires this for immediate time and date comparisons. By double clicking on the ‘Revision’ field the single form revision screen will open and allow the user to view old revisions as per the slide to follow.

16. Document Revision Register Indicates to the user where the revision is located on the document server (field can be hiding). Allows the user to browse to the revision file if it was relocated (can be hiding) Allows the user to overwrite the main document with this revision (can be hiding) . Very useful feature when creating a document for trial editing. Trial editing documents could be CAD drawings being altered for proposal purposes only and then if approved the user may overwrite the main one with this one. Allows the user to open the document for review

17. Document Work Flow When the ‘Activate Work Flow’ button is pressed no user can open the main document from the front screen. The document has to be opened from the ‘Open’ command button next to their name. If their predecessor has not performed his or her duties (checked the document) the user will not be allowed to open the document. The predecessor needs to click on the ‘Passed’ command button and enter their logging password. Once this has been completed the next linked person can execute their function. Enter Predecessor – the sequence in which the document must be check/approved etc. Open document – according to Predecessor entry The application automatically emails the person to action the work flow and the document originator after the document has been passed.

18. After a user has been emailed that there is a document that requires checking (for example) he or she can open the Work Flow List view in order to preview all the documents in the work flow. The user can double click on the required document to open the document register. From hereon the user can execute the required work flow action/s.

19. There are dozens of places to open up documents within this application. The most common one is to open the document register (list)menu as can be seen below. All these table menus have powerful searching features and can assist the user to find documents quickly and effectively. Other methods to open documents will follow on the next several slides.

20. After registering documents from the company/client register all related documents can be previewed and opened from either the ‘Client Directory Code’ register or from the ‘Company’ register (they both link to the same register).

21. After registering documents from the ‘Project Register’ all relevant documents can be viewed and opened from the linked table as can be seen below.

22. Document Linking from Document Register After creating documents they can be linked to many/most register throughout the application and opened from each link. Just a few other links • Work Orders • Employees • Company’s • Sites • Building, Area, Location and Asset Register • Instrumentation, Fixture and Energy Grid Registers • Product, Stock and Service Registers • SLA Manager • Purchase Orders • Contract Manager • Vendors • … and more …

23. Document Linking from Paperclip Function Icon to open the Document Paperclip register. Every single entry form contains the Document Paperclip function As per the image below, an unlimited amount of documents can be registered to any single entry screen. All linked documents can also be viewed or removed. However, unlike the Document Management register the linked documents do not auto-revise when altered.

24. Just the beginning But The end for now For more information please do not hesitate to contact Brian Watson on: +27 844331903 Or email to: brian@tonesat.co.za