Resolve duplicate documents - SmartPlant Foundation - IM Update 46 - Help - Hexagon

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English
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SmartPlant Foundation / SDx Version
10
SmartPlant Markup Plus Version
10.0 (2019)
Smart Review Version
2020 (15.0)

If a document discovery task loaded two or more files from the file system that have the same document name, a duplicate document is created with more than one file attached to it. A reviewer must review the files attached to the duplicate document and identify the master file.

Possible statuses for files include the following:

Status

Details

Unknown

The file status is not set. This is the default status for the files when duplicates are found.

Master

The file is the latest and is selected for content and tag extraction.

Candidate

This file is the latest, but it is excluded from content and tag extraction.

Historical

This file is an older version that needs to be stored in the database for future reference.

Ignore

This file is an older version that is not needed for reference, and it can be stored at a physical location outside the application.

If you ran the document discovery task using the ExampleMapFile-DupData document discovery pattern, the document 1409-10-144 has duplicate files. For more information, see Create and run a document discovery task to load files with the same name.

View and compare duplicate files

  1. Log on as Data CaptureReviewer.

  2. Click Data Capture Quality Control.

  3. Click Resolve Duplicates.

  4. In the To Do List page, type the name of the duplicate document you want to view in the Search for duplicate documents box.

    SHARED Tip For example, type 1409-10-144 in the Search for duplicate documents box if using the sample data.

    The duplicate documents in the product database are listed in the Duplicate Documents pane. Any files attached to each duplicate document are listed in the Duplicate Files for Document pane.

  5. Click Group Files to compare each file with the other files in the set.

    If a file matches exactly with any of the other files in the set, the file is stamped with a number, such as 01. If the file does not match with any other file, it is stamped as Unique.

    In the sample data set, both of the 1409-10-144_2.pdf files are identical, and both are stamped as Group 01.

  6. Click a document hyperlink to open the document.

View the file location and revision schemes for files

In some cases, the file location or revision scheme of the file might be enough information to help you set a status.

In the sample data, notice that there are several files with the name 1409-10-144_2 and 1409-10-144_3. The suffixes "_2" and "_3" indicates a revision. "_3" is a later revision than "_2". Mark the1409-10-144_1.pdf file and one of the 1409-10-144_2.pdf files as Historical. The other file with the same name is automatically set to Ignore.

If you mark a document with the Ignore status, you must specify where you want the file stored. For more information, see Specify a file location to store files with the Ignore status.

Browse duplicate files

  1. Click Browse Duplicates .

  2. On the left side of the screen, on the Resolve Status tab, select the Unknown check box to view all items with an Unknown status.

  3. Point to a thumbnail, and click Change Status. Then select a status from the Resolve Status list.

    Using the sample data, specify the file with fewer instruments as Historical.

    browse duplicates

Compare duplicate files

  1. Click Compare Duplicates .

  2. Drag two files to the right pane.

    Using the sample data, you can expand the Unknown node in the left pane. Drag the first 1409-10-144_3.pdf file to the right pane. Then, drag the second 1409-10-144_3.pdf file to the right pane.

  3. Click Overlay Differences .

    The differences between the selected files appear in green.

  4. Click Side-By-Side to place both the files side by side and compare the images.

  5. Select a status in the Resolve Status list.

    Using the sample data, specify the 1409-10-14_3.pdf file that does not have Exchanger E-185 as Historical.

    Specify the 1409-10-14_3.pdf file that does have Exchanger E-185 as the Master.

Send duplicate files for approval

After identifying the status for documents, a reviewer can review and approve the document statuses.

  1. Log on to the software as Data CaptureReviewer.

  2. Click Data Capture Quality Control.

  3. Click Resolve Duplicates.

  4. Click the To Do List.

  5. In the Duplicate Documents pane, select a document.

    Using the sample data, select 1409-10-144.

  6. Review the Resolve Status column for all the files in the Duplicate Files for Document pane.

    Using the sample data, the file 1409-10-144_3.pdf with the Exchanger E-185 on it is set to Master, four of the file statuses are set to Historical and one file is set as Ignore.

  7. Click Send for Approval .

    The Send for Approval command allows you to approve the resolved duplicate documents, and create a content discovery task for the approved documents. However, the content discovery task is created only if the status of one of the file types is set to Master.