Create a Document - Assign Metadata
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This page describes how to assign metadata (also referred to as Attributes or Properties) while creating a new document in SPF.
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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.
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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.
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 Metadata Tabs
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 Required Fields
Required fields are indicated with a red asterix (*).
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 Document Name (Number)
The document name (number) will be automatically generated by the ENS (electronic numbering system).
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 Facility Code Search
Enter a search string in the Facility Code search bar using * or % as wildcards.
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 Facility Code Short List
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The search filed displays a grey number, which shows how many facility codes contain the numbers you entered in the search field.
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The Facility Code dropdown list appears under the search field. The codes displayed in the dropdown list include code descriptions.
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 Select Facility Code
Select a facility code from the dropdown list.
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 Autopopulate Fields
When you select the facility code from the dropdown list, all the grey fields in the Facility section autopopulate.
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 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).
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 Revision
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Major Revision is automatically set to A.
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Minor revision is only used when revising a document with an existing numeric revision.
Notes:
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For minutes of meetings, always set the revision to 0.
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For more information, refer to document 40001-IM-STD-40132 (Revision, Deliverable Status, and Transmittal Status Standard).
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 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).
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 Revision Date
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Revision date is the date the information was pulled.
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For Minutes of Meetings, this is the date the meeting took place.
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 Next Tab
<TODO>: Insert description text here...
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 OPTIONAL - Multiple Documents
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To create one document only, click Finish.
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To create multiple documents with the same properties select APPLY for each document you want to create (except for the last document).
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To create multiple documents with similar properties, modify the required properties for the next document before selecting APPLY.
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 Select Finish
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Select FINISH to create the document container.
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A document container is a document that has no files attached to it.
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The message Object Successfully Created is displayed.
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The document home page opens.
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Do not click Next as you should not upload a file until you have the document number.
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