Product Specifications and Reference Documents

The Content category for a Services Product includes a Product Specifications and a Reference Documents tab. The Content category for a Services Item include the Reference Documents tab. The Product Specifications tab lists Services Specifications that are integral parts of the product definition. The Reference Documents tab lists Services Documents related to the Services Item, product or the project, and are typically sales or marketing documents.

When you define a project as a governing project for a product, the documents added as task deliverables show on these pages. You can also use the Add Deliverables action described below to add Services Specifications that are project task deliverables.

Anyone with a Services Product Manager, Services Product Developer, Services Product Contributor, Services Product Business Metrics, or Review and Approve license role can view and download Services Specifications and Services Documents.

Only a person with the Leader access role and Services Product Manager or Services Product Developer license role can create, approve, reject, release (promote to GA), and cancel Services Specifications, although other users can download them. A person with the Author access role and a Services Product Contributor license can create, approve, reject, release (promote to GA), and cancel Services Documents.

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See Also
In Other Guides
Page Toolbar Icons

Columns

Column Name Description
Name You can click the name to view the properties for the document and the files checked into it. See File List for a Non-versioning Document.
Locked Files Number of files locked / number of files checked into this document. For example, 2/4 indicates 2 files of the 4 files checked into this object are locked.
(Route) If the icon shows in the row, the document is included in an active route. See Routes.
Title The title of the content item.
Rev The revision ID. See Document Revisions Page.
Ver The version ID for a file, or an icon indicating multiple files. See File List for a Versioning Document.
Type The content type.
Document Classification The classification for the document. Your Administrator defines the available classifications.
Actions The actions you can perform on the listed content.

Icon Name Action

Subscribe

View and select subscriptions for a document.

Download

Download the files in the Document to your local machine. Browse to the directory or folder you want to contain the file.

When the document contains multiple files they are downloaded in a single zip file.

Check Out and Lock

 Check out the files in the Document to your local machine and lock the files from other users who cannot unlock it. Navigate to the folder or directory you want to contain the file.

When the document contains multiple files they are downloaded in a single zip file.

Checkin Checkin a new version of a checked out file. See Uploading Files.
Upload Add a new file. See Uploading Files.

For Documents governed by the Document Release policy, the same accesses listed above for check out also apply to check in.
Lock Lock the file without checking it out.
Unlock Unlock the file without checking in a new version.

Language The language that the document is written in.

In edit mode, you must have the Services Product Manager or Services Product Developer license role to change the language for Services Specifications. For Reference Documents, a person with the Services Product Contributor license role can also change the language.
Description A description of the content.
State

Shows up to 3 lines for the previous, current, and next lifecycle states. The current state is highlighted, and you can click it to open the Lifecycle page. If you only see 2 lines, the item is in its first or last state. Hover over the state to view the available actions:

Action Description
Promote the item to the next state.
Demote the item to its previous state.
Promote the item to its final state.
Note: Hover actions are not available on mobile devices.

You can click to view the Properties page for the document in a separate window.
Sequence Order You can use the Sequence Order menu to rearrange the sequence of documents.
Effectivity The effectivity expression defined for the content. You must have the Leader access role and be assigned the Services Product Manager license to create and edit effectivity expressions.

You can edit the effectivity until the parent product reaches the Released state. For more information, see Building or Editing an Effectivity Expression.

For a Services Specification, you must have the Services Product Manager license role to edit the effectivity. For a Services Document, you must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role to edit the effectivity.

Actions/Toolbar Commands

Action Description For More Information
Create New Creates a document.

On the Product Specifications tab you can create a Services Specification.

On the Reference Documents tab you can create a Services Document.

 Creating Documents
Add Existing Adds an existing file to the file list. Find and select the document.

On the Product Specifications tab you can add translations of Services Specifications. The search results only show translations of Services Specifications already connected to this Services Product (connected as task deliverables).

You can only add a Services Specification if it is a task deliverable of a project that does not govern any Services Products. You cannot add Services Specifications from a project that governs a different Services Product.

If the Services Specification is a task deliverable of the project that governs this Services Product, use Add Deliverables instead.

You can only add Services Specifications if the product is in the Create or Draft state.

You must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role.

 Predefined Queries

On the Reference Documents tab you can add an existing Services Document that is not canceled or obsolete. You must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role.
Add Deliverables For the Product Specifications tab only.

Adds Services Specifications that are not canceled or obsolete. The search results include Services Specifications added as task deliverables to the governing project.

You must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role.

 Predefined Queries
Download Copies checked Documents to your local machine without locking them on the server. If a document contains multiple files, they are downloaded in a single zip file. –
Checkout Copies checked files to your local machine and locks them on the server. If a document contains multiple files, they are downloaded in a single zip file. –
Remove Removes checked documents, click OK to confirm. –
Delete Deletes checked documents, click OK to confirm.

For baseline behavior, an Administrator can delete the document in any state.

–
Cancel Cancels the Services Specification or Services Document.

You must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role.

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Promote to GA Promotes the Services Specification or Services Document to general availability.

You must have the Services Product Manager, Services Product Developer, or Services Product Contributor license role.

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Enable Edit / Disable Edit Toggles between edit and view mode. You must be the owner of the document, or have the Leader access role.

If the document is under change control, you can only edit it in the Create state. However, if this document is a revision and the prior revision is under change control, you cannot edit it in the Create state.

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Sequence Order Menu

The Sequence Order menu lets you change the sequence of the listed Services Specifications or reference documents. The sequence is not the order that the documents show in the list, but it determines the order in which documents are generated in reports and shows as the value in the Sequence Order column. The page must be in edit mode (click Edit ) to change the sequence of documents.

  • Select Sequence Order > Increase to move the document higher in the sequence (such as from 2 to 1).
  • Select Sequence Order > Decrease to move the document lower in the sequence (such as from 1 to 2).