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Jansen 2018

Create a Document - Assign Metadata

Create a Document - Assign Metadata
1

Metadata Tabs

1. Metadata Tabs
  • After assigning the document type, the New Document window is displayed.
  • There are three (3) tabs displayed at the top: Main, Details and SPO.
    Important: Under the Details tab, make sure you define the accessibility of the document. This is done by checking the Restrict Access to Specified Organizations checkbox if you want to restrict the access, or leaving it unchecked (default setting), which makes the document accessible to everyone. For more details on the accessibility settings, see Security Model.
  • The current tab is indicated in blue and underlined. Select a tab by clicking on its name.
    Note: Fields on the SPO (SmartPlant Operator) tab are not required; they don't need to be populated.
2

Required Fields

2. Required Fields
Required fields are indicated with a red asterix (*).
3

Document Name (Number)

3. Document Name (Number)
The document name (number) will be automatically generated by the ENS (electronic numbering system).
4

Facility Code Search

4. Facility Code Search
Enter a search string in the Facility Code search bar using * or % as wildcards.  
5

Facility Code Short List

5. Facility Code Short List
  • The search filed displays a grey number, which shows how many facility codes contain the numbers you entered in the search field.
  • Click the grey number.
  • The Facility Code dropdown list appears under the search field. The codes displayed in the dropdown list include code descriptions.
6

Select Facility Code

6. Select Facility Code
Select a facility code from the dropdown list.
7

Autopopulate Fields

 
When you select the facility code from the dropdown list, all the grey fields in the Facility section autopopulate.
8

Discipline

8. Discipline
The Discipline affects the document number that is generated by the SPF electronic numbering system. For more information, refer to document 40001-EM-STD-40000 (Project Deliverable Numbering Standard).
9

Revision

9. Revision
  • Major Revision is automatically set to A.
  • Minor revision is only used when revising a document with an existing numeric revision.
    Notes:
  • For minutes of meetings, always set the revision to 0.
  • For more information, refer to document 40001-IM-STD-40132 (Revision, Deliverable Status, and Transmittal Status Standard).
10

Document Status

10. Document Status
Document status is set to Placeholder by default when you first create  a document container. For more information, refer to document 40001-IM-STD-40132 (Revision, Deliverable Status, and Transmittal Status Standard).
11

Revision Date

11. Revision Date
  • Revision date is the date the information was pulled.
  • For Minutes of  Meetings, this is the date the meeting took place.
12

Next Tab

12. Next Tab
<TODO>: Insert description text here...
13

OPTIONAL - Multiple Documents

13. OPTIONAL - Multiple Documents
  • To create one document only, click Finish.
  • To create multiple documents with the same properties select APPLY for each document you want to create (except for the last document).
  • To create multiple documents with similar properties, modify the required properties for the next document before selecting APPLY.
14

Select Finish

 
  • Select FINISH to create the document container.
  • A document container is a document that has no files attached to it.
  • The message Object Successfully Created is displayed.
  • The document home page opens.
  • The document number will be visible in the New Items list. Refer to Pinboard and New Items Lists.
  • Do not click Next as you should not upload a file until you have the document number.