Create a Document - Assign Metadata

This page describes how to assign metadata (also referred to as Attributes or Properties) while creating a new document in SPF.
You must complete the step Create a Document - Assign Doc. Type prior to this step.
By following the steps on this page, you will create a document container , also referred to as a placeholder or stub. This is essentially a document with no files attached to it.

After creating a document, the document number will be visible in the New Items list. Refer to Pinboard and New Items Lists.

Note: When a document container is first created, its Document Status is set to Placeholder by default. Status can be changed when a document is created or anytime after. Refer to Change Document Status.

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.

Required Fields

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

Document Name (Number)

The document name (number) will be automatically generated by the ENS (electronic numbering system).

Facility Code Search

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

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.

Select Facility Code

Select a facility code from the dropdown list.

Autopopulate Fields

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

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).

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).

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).

Revision Date

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

Next Tab

<TODO>: Insert description text here...

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.

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.