Creating Documents

Creating a document involves defining its basic information and uploading files into the document object. The Document, and new versions of Documents, are created in the In Work state, not the Private state, and can be modified or deleted.

If you are creating a new DesignSync document or connecting to an existing DesignSync object, see Creating a New or Connecting to an Existing DesignSync Object.

Important: Documents can be created within many apps and under various circumstances. One app might require specific fields that other apps do not. This task describes the most common fields, but not all of the possible fields, that might be included in the Create Document dialog box. In addition, some apps might require that a document be created within a Bookmark, such as when creating a new document in the context of a route. When creating documents, the dialog box indicates which fields are required and it will not let you create the document without entering valid values in all the required fields.

Required access roles:

  • Baseline: Author, Leader
  • App-specific: All

You create documents in support of other items. Depending on that item's object type and state, you might or might not be able to create a document. Depending on the app and the type of document, you might see a subset or additional fields in this dialog box.

  1. To create a document from a list, follow these steps:
    1. View the list of documents for the object where you want to create the Document. See Documents and Content.
    2. From the page Actions menu or toolbar, click Create New > Document.

    To create a document when using the route wizard, follow these steps:

    1. Start creating the route.
    2. select Upload .

  2. Enter the following details:

    Note: When you enter a double byte character on a form and press the Enter key on Japanese keyboards, the Enter key submits and closes the form. To change double byte characters to single-byte characters, select the single-byte character from the suggestion list, but do not press Enter.

    The Create Document dialog box is used to create documents from many apps used for many processes. An app can add fields to the dialog box depending on its requirements. Some of these fields might only be seen when creating documents under specific circumstances, and some apps add additional fields.

    These are the fields that usually display in the dialog box:

    Field Name Description
    Name Type a name for the document or check the AutoName box to have the system assign a name. Names are case-sensitive and spaces are allowed. You can use complete names rather than abbreviations, making the terminology in your system easier for people to understand. Generally, name lengths can be a maximum of 127 characters. Leading and trailing spaces are ignored.

    To ensure that the document name is unique, the app automatically adds a random generated number to the entered text (even if you clear the AutoName check box).

    Type To select a document type other than the one shown, click and select the type. Depending on the type you select, some fields might be removed from the dialog box and others may be added.

    For details about added fields, see the user assistance for the app that manages that document type.

    Policy Select a policy for the document.
    Title Type a title for the document. If you do not enter a title, the app copies the Name to this field.
    Description Type a description of the document.
    CAD Type Select a type from the list, or leave blank.
    Enable Change Control Select the check box if you want to use Change Management to control the release and maintain the revision process for this document.

    Change control only works with Documents that are governed by the Document Release policy.

    You might also see these additional fields depending on the context of the document creation; and you might also see one or more attributes specific to the object type related to the document.

    Field Name Description
    Bookmark Folder Click to open the Select One Bookmark Folder dialog box. Expand the Bookmark Root, and select the Bookmark where you want the document to be created.
    Release Type If the document is part of a design release process, select the type of release process that will govern the document: Design Release or Production Release.
    Design Group Owner If the document is part of a design release process, enter the name of the owner of the design group.
    Synopsis For specifications only: type a few words that describe the document.
    Notes For specifications only: type any notes that may help others reviewing or using this document.
    Objective For specifications only: type the purpose of the document.
    IMDS Institute Select the name of the IMDS Institute registered for the supplier company (only for material specifications if the Materials Compliance Management ELV Data Management option is used). The list includes the name and description of the institute.
    OEM Type the name of the Original Equipment Manufacturer (only for material specifications if the ELV Data Management option is used).
    Created On The create date defaults to today's date. If you need to change this date, click and then select another date.
    Sheet Number Only shows if you are created a Document Sheet. The number indicating the position within the set of document sheets.
    Approver Click and select a person as Approver.

  3. Click Next if creating a new object.

    When you create or edit a document, it is in the In Work state.

    Your Business Administrator can configure documents so that you cannot promote the document to the Frozen state unless at least one file has been checked in.

    See Uploading Files.

If you enabled change control, you must use a Change Request, Change Action, or Change Order to release the document. For more information, see the Change Management User's Guide.