Documents can be defined individually or as sets. We look at the process of adding drawings manually in this document but not linking to document management systems as this is beyond the intended scope of this document.
When you create an inquiry based on a requisition, the documents attached to this requisition are copied to the inquiry. In the further process downstream, the inquiry is sent to bidders as a request for quotation. These bidders can view or download the attached documents by means of a web browser, if they have access to your application through the Portal. For more detail information, please visit Hexagon Document website.
Smart Materials is not intended as a document management system. Much of the information stored against a document is just for information and is not mandatory. The minimum requirements to define a document are described as following.
Documents are defined on Home > Other Tasks > Documents screen.
Click Attach button.
Click Browser, to select a file on your local machine.
Click Open.
Then enter the document name in the Document Code field. In the Rev field, enter the revision of the document. Click Attach.
The Manual check box indicates whether the document was manually created (checked) or loaded from a document management system. The document descriptions can be entered in the Short Desc and Description fields.
When the document is successfully uploaded, you can click the File Name to open the file.
You can define new documents on the attachments screen in the same way.
These documents are automatically stored on Home > Other Tasks > Documents as well.
Instead of attaching single documents, you can attach pre-defined document sets. This method is a way to group documents. For example, rotating equipment may require a standard set of documents to be included with the inquiry (for example, a pipe class, welding spec, doc number system, and so forth). The standard documents can be included in one set as a single item in the requisition.
To define document sets, open Home > Other Tasks > Documents Sets screen from the menu tree.
Enter the name of the document set in the Document Set field and the set descriptions in the Short Desc and Description fields. The revision of a new set is set to 0 (zero) and displayed in the Rev field. To create a new revision, click the Revision button.
In the second (Document Set Details) part, enter a sequence number in the Seq field and select the document from the LOV in the Document Code field.
To attach a document set to a requisition on Maintain Requisition, select the Requisition, and press Attachment button, select the Attach and pick Document set from the LOV.
After you click Add button on the bottom, all documents of the selected set are attached to the requisition.
Changes to the attached document cause a revision of the requisition.