COMOS. Lifecycle Project Quality Management. Introduction 1. Import 2. Attributed search 3. Check out and check in function 4. DVM document package 5

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1 Introduction 1 Import 2 COMOS Lifecycle Operating Manual Attributed search 3 Check out and check in function 4 DVM document package 5 Version history 6 Exporting and reloading documents 7 Bulk processing of documents 8 "Document transfer" plugin 9 References to other files (xreferences) 10 Workflow management with PQM 11 PQM Configuration Tools 12 Administration 13 User interface reference 14 05/2016 V 10.2 A5E AA

2 Legal information Warning notice system This manual contains notices you have to observe in order to ensure your personal safety, as well as to prevent damage to property. The notices referring to your personal safety are highlighted in the manual by a safety alert symbol, notices referring only to property damage have no safety alert symbol. These notices shown below are graded according to the degree of danger. DANGER indicates that death or severe personal injury will result if proper precautions are not taken. WARNING indicates that death or severe personal injury may result if proper precautions are not taken. CAUTION indicates that minor personal injury can result if proper precautions are not taken. NOTICE indicates that property damage can result if proper precautions are not taken. If more than one degree of danger is present, the warning notice representing the highest degree of danger will be used. A notice warning of injury to persons with a safety alert symbol may also include a warning relating to property damage. Qualified Personnel The product/system described in this documentation may be operated only by personnel qualified for the specific task in accordance with the relevant documentation, in particular its warning notices and safety instructions. Qualified personnel are those who, based on their training and experience, are capable of identifying risks and avoiding potential hazards when working with these products/systems. Proper use of Siemens products Note the following: Trademarks WARNING Siemens products may only be used for the applications described in the catalog and in the relevant technical documentation. If products and components from other manufacturers are used, these must be recommended or approved by Siemens. Proper transport, storage, installation, assembly, commissioning, operation and maintenance are required to ensure that the products operate safely and without any problems. The permissible ambient conditions must be complied with. The information in the relevant documentation must be observed. All names identified by are registered trademarks of Siemens AG. The remaining trademarks in this publication may be trademarks whose use by third parties for their own purposes could violate the rights of the owner. Disclaimer of Liability We have reviewed the contents of this publication to ensure consistency with the hardware and software described. Since variance cannot be precluded entirely, we cannot guarantee full consistency. However, the information in this publication is reviewed regularly and any necessary corrections are included in subsequent editions. Siemens AG Division Process Industries and Drives Postfach NÜRNBERG GERMANY A5E AA P 04/2016 Subject to change Copyright Siemens AG All rights reserved

3 Table of contents 1 Introduction Import Importing documents Importing documents using drag&drop Importing a document into a document template Importing documents with the "Include documents" plugin Importing documents from MS Office Viewing metadata of the imported document Importing documents in bulk Metadata management using the "CPlugInFileTransAttribute.xls" file Metadata management in FTA mode Metadata management in FTA1 mode Metadata management using the "CPlugInFileTransAttribute.xml" file Metadata management using the "CPlugInFileTransAttribute.csv" file Importing documents in bulk Displaying imported documents in Viewing mode Attributed search for an attributed search Activating attributed search Working with the hit list Displaying document details Inserting new column in the hit list Scrolling through the hit list User-specific attributed search Check out and check in function Checking out a document Discarding changes to the document Checking in a document Lock mechanism in combination with working layers DVM document package Creating a DVM document package Importing a DVM document package Opening the directory of the DVM document package Version history Opening the version history...33 Operating Manual, 05/2016 V 10.2, A5E AA 3

4 Table of contents 7 Exporting and reloading documents Exporting documents Reversing the export Importing documents again Bulk processing of documents Checking out documents in bulk Checking in documents in bulk "Document transfer" plugin Overview Opening the "Document transfer" plugin Exporting documents Importing and reimporting documents Transmittals Preparing to create transmittals Calling the "Transmittals" tab User interface of the "Transmittals" tab Creating a transmittal Transmittal types Editing header data later Adding documents to the transmittal Sending a transmittal Editing a transmittal outside COMOS Receiving a transmittal Complete transmittal Archive transmittal Delete transmittal Copying a transmittal References to other files (xreferences) Workflow management with PQM Activating workflow management "Checking documents in and out" workflow "Checking documents in and out" workflow Checking out documents with "Checking documents in and out" workflow Checking in documents with the "Checking documents in and out" workflow "Document requirement" workflow Starting a "Document requirement" workflow Using the "Document requirement" workflow "Import documents" workflow Starting an "Import documents" workflow Importing documents with the "Import documents" workflow PQM Configuration Tools Roles in the PQM project Operating Manual, 05/2016 V 10.2, A5E AA

5 Table of contents 12.2 Configuring the tree structure and course Creating and filling documents Completing the phases Configuring the qualification evaluation Administration s and additional functions for PQM Creating a project structure for PQM Specifying project settings for PQM Making project settings for the bulk import of documents Defining viewer settings Defining the check-in dialog window Configuring check in and check out comments Connecting MS Office to COMOS Defining the description for imported documents Defining the attributed search for defining the attributed search Defining the search dialog Defining the document base object Opening the "View mandatory fields" check-in dialog of the document base object Opening the "Mandatory fields" check-in dialog Publishing a search dialog Creating a base object Copying a search dialog window PQM Configuration Tools - Administrating functions Setting the project structure Customizing the base data Adding a document catalog User interface reference "Operations > PQM" category "Viewer settings" tab "Document transfer" plugin "Export" tab Toolbar of the "Transmittal" tab "Transmittals > Attributes > Header data" tab Columns of the transmittal table Columns of the "Transmittals > Attributes > Documents" tab "Navigator" window "Version history" tab "PQM project configuration" tab "Attributes > Project control" tab...86 Operating Manual, 05/2016 V 10.2, A5E AA 5

6 Table of contents 6 Operating Manual, 05/2016 V 10.2, A5E AA

7 Introduction 1 Overview PQM () is the document management system in COMOS. You import and manage documents in COMOS using PQM. PQM offers the following functions: Document check in and check out Document export Version management Import and management of metadata Import and management of XReferences Single and bulk import of documents File formats PQM supports the import of the following file formats, for example: DGN DWG PPT MSG DOC / DOCX XLS / XLSX PDF Importing documents (Page 9) Operating Manual, 05/2016 V 10.2, A5E AA 7

8 Introduction 8 Operating Manual, 05/2016 V 10.2, A5E AA

9 Import Importing documents Options You import documents to COMOS using PQM. You can import one document or multiple documents in bulk to COMOS and assign them metadata. You have the following options for importing documents: Importing individual documents using drag&drop. chapter Importing documents using drag&drop (Page 9). Importing up to ten documents at once using the "Include documents" plugin. chapter Importing documents with the "Include documents" plugin (Page 11). Importing documents in bulk. chapter Importing documents in bulk (Page 13) Importing documents using drag&drop The "Drag&drop import for PQM" option is activated in the project properties. chapter Specifying project settings for PQM (Page 66). 1. Drag the desired import document from a file folder and drop it onto a unit or location in the Navigator. The "Navigator" window opens. 2. To create a DVM document, activate the "Create document with version management" option. The "document base object" specified under the "Operations > PQM" category of the project properties is set as the base object. 3. Click "OK". The "Mandatory fields" window opens. Operating Manual, 05/2016 V 10.2, A5E AA 9

10 Import 2.1 Importing documents 4. Enter the metadata for the import document. Note Fields highlighted in red are mandatory fields. The administrator can expand or adapt the mandatory fields in the following object of the base project: > A20 > Y00 > A10 > A50 > Y00T00124 > A01 > Y00T00124 Mandatory fields" 5. Click "OK". Importing a document into a document template (Page 10) Importing a document into a document template Access to the desired import document is possible. 1. Select the "New > New document" command in the context menu of a unit. The properties of the new document open. The "General" tab is displayed. 2. Select an entry, for example Excel, from the "Type" list in the "General" tab. 3. On the symbol bar, click on the button "Show base object". 4. Drag the following base object and drop it onto the "Base object" field: "@30 > M65 > A80 > A10 Document object for DVM" The base object "02 Read out FileProperties automatically" is prepared as an example in the database. If necessary, use user-defined base objects. 5. Click "OK". 6. Select the "Import" command in the context menu of the document. 7. Select the desired import document, e.g. an Excel document. The "Mandatory fields" window opens. 8. Enter the metadata for the import document. Note Fields highlighted in red are mandatory fields. The administrator can expand or adapt the mandatory fields in the following object of the base project: "@40 > A20 > Y00 > A10 > A50 > Y00T00124 > A01 > Y00T00124 Mandatory fields" 9. Click "OK". chapter Importing documents with the "Include documents" plugin (Page 11). 10 Operating Manual, 05/2016 V 10.2, A5E AA

11 Import 2.1 Importing documents Importing documents with the "Include documents" plugin You can import up to ten documents at once using the "Include documents" plugin. Access to the desired import document is possible. 1. Select the "Plugins > PQM > Include documents" command in the menu bar. 2. To select the desired directory, click on the "Select directory" button in the "Include documents" tab. 3. Select the required directory. 4. Click "OK". The documents are shown in the "Include documents" tab. To view the properties of the document, click on the "File properties" button. 5. Select the desired import documents in the file browser. 6. Select one of the following options: If you want to store the same metadata for the import documents, activate the "Selected files have the same check in values" option. If you want to store separate metadata for each import document, activate the "Selected files have different check in values" option. If you want to create a DVM document package for the import documents, activate the options "Selected files have the same check in values" and "Create DVM package". 7. Click "Next". The "Mandatory attributes for all files > Mandatory fields" tab is displayed. 8. Enter the metadata for the import documents. 9. If you have activated the "Create DVM package" option, enter a description for the import documents in the table and determine the printing order. 10.Click "Check in". Result The imported documents are displayed in the Navigator under a unit or location. chapter DVM document package (Page 29). Importing documents (Page 9) Operating Manual, 05/2016 V 10.2, A5E AA 11

12 Import 2.1 Importing documents Importing documents from MS Office You can import documents from MS Office to COMOS. This function is available for the following Office applications: MS Word MS Excel MS PowerPoint MS Outlook MS Office is connected to COMOS. See chapter Connecting MS Office to COMOS (Page 69). COMOS is registered in Office applications as an add-in. 1. Open the desired Office application, e.g. MS Excel. 2. Open the desired import document. 3. Activate COMOS as an add-in in the Office application. The COMOS icon is shown in the toolbar of the Office application. 4. Click the COMOS icon. COMOS opens, followed by the "Mandatory fields" window. 5. Enter the metadata for the import document in the "Mandatory fields" window. 6. Click "OK". Viewing metadata of the imported document (Page 12) Viewing metadata of the imported document Documents have been imported into COMOS. chapter Importing documents from MS Office (Page 12). 1. Open the properties of the document. 2. Select the "Attributes > Mandatory fields" tab. 12 Operating Manual, 05/2016 V 10.2, A5E AA

13 Import 2.2 Importing documents in bulk chapter Displaying imported documents in Viewing mode (Page 18). 2.2 Importing documents in bulk You can use PQM to import a large number of documents and their associated metadata into COMOS. Workflow 1. Specify the project settings for the bulk import of documents. See chapter Making project settings for the bulk import of documents (Page 66). 2. Enter the metadata of the documents in an Excel, XML or CSV file. 3. Import the documents in bulk. Metadata management using the "CPlugInFileTransAttribute.csv" file (Page 17) Importing documents in bulk (Page 18) Metadata management using the "CPlugInFileTransAttribute.xml" file (Page 16) Specifying project settings for PQM (Page 66) Metadata management using the "CPlugInFileTransAttribute.xls" file (Page 13) Metadata management using the "CPlugInFileTransAttribute.xls" file To manage metadata of import documents in an Excel file, use the separate Excel table "CPlugInFileTransAttribute.xls". As an alternative, you can use the file "CPlugInFileTransAttribute.mdb". One of the following modes is activated depending on the name of the first worksheet, "FTA" or "FTA1": FTA mode FTA1 mode Metadata management in FTA mode (Page 14) Metadata management in FTA1 mode (Page 14) Operating Manual, 05/2016 V 10.2, A5E AA 13

14 Import 2.2 Importing documents in bulk Metadata management in FTA mode Directory To manage metadata in FTA mode, store the import documents and the Excel table in the same directory. Structure of the Excel table Name of the Excel file: "CPlugInFileTransAttribute.xls" Name of the first worksheet: "FTA" Column headings in the following below: Column Meaning Mandatory field "UniqueFileName" Unique name of the document. Internal "Unit label" "Document group" Label of a unit or location under which the document is to be created: If you want to create the document under a unit, you need to set an equal sign (=) before the label. If you want to create the document under a location, you need to set a plus sign (+) before the label. Name of the COMOS document group to which the document is to be assigned. Under the topmost node "@NameSystem", document groups located lower in the structure are separated by a period. Metadata Metadata "Company" Name of the company that created the document. Metadata "Subject" Title of the document. Metadata "Author" Name of the author who created the document. Metadata "Date of creation" Date when the document was created. Metadata "Keyword" Keyword for the document, e.g. chemicals or waste disposal. Metadata The documents are imported in the order that is defined in the Excel table: chapter Making project settings for the bulk import of documents (Page 66) Metadata management in FTA1 mode Directory When you manage metadata in FTA1 mode, you can store the import documents and the Excel table in different directories. Structure of the Excel table Name of the Excel file: "CPlugInFileTransAttribute.xls" Name of the first worksheet: "FTA1" Name of the second worksheet "Packages" 14 Operating Manual, 05/2016 V 10.2, A5E AA

15 Import 2.2 Importing documents in bulk Columns of the worksheet "FTA1" Column Meaning Mandatory field "MasterID" "UniqueID" The MasterID can be identical for multiple versions of a document. If this is the case for two documents, only one document is imported in two versions. You can assign the MasterID alphanumerically. The UniqueID must always be unique. You can assign the UniqueID alphanumerically. Internal Internal "FileName" Unique name of the document. Internal "DirPath" "RevIndex" "RevFileName" "Status" "Unit label" "Document group" Absolute drive and directory path to the document. If there is no path to the document, a search is made for the document in the directory containing the Excel table. Only numeric values are allowed in the "RevIndex" column. To create a revision of the document, enter any number in the column. If you do not want to create a revision of the document, leave the column empty. In the "RevFileName" column, enter an existing revision file in the "<filename>.pdf" format. Save the revision file in the directory that is specified in the "DirPath" column. Status of the import: If the import is successful, the status contains the value "DONE". If the import has errors, the status contains the value "ERROR". You can import again when the "Status" column is empty. Label of a unit or location under which the document is to be created: If you want to create the document under a unit, you need to set an equal sign (=) before the label. If you want to create the document under a location, you need to set a plus sign (+) before the label. Name of the COMOS document group to which the document is to be assigned. Under the topmost node "@NameSystem", document groups located lower in the structure are separated by a period. Internal Internal Internal Internal Metadata Metadata "Company" Name of the company that created the document. Metadata "Subject" Title of the document. Metadata "Author" Name of the author who created the document. Metadata "Date of creation" Date when the document was created. Metadata "Keyword" Keyword for the document, e.g. chemicals or waste disposal. Metadata The documents are imported in the order that is defined in the Excel table. Example Operating Manual, 05/2016 V 10.2, A5E AA 15

16 Import 2.2 Importing documents in bulk Worksheet "Packages" The "Packages" entry causes a new package to be created. The corresponding files are selected and added to the package on the "Packages" worksheet. Ensure that the UniqueID of the package and the files match. Making project settings for the bulk import of documents (Page 66) Metadata management using the "CPlugInFileTransAttribute.xml" file To manage metadata of import documents in an XML file, use the separate XML file "CPlugInFileTransAttribute.xml". Example <FileTrans> <File UniqueID="1"> <MasterID>12</MasterID><!--Mandatory node--> <FileName>Test.Docx</FileName><!--Mandatory node--> <DirPath>D:\Test\</DirPath> <!--Mandatory node--> <RevIndex></RevIndex><!--Mandatory node--> <RevFileName></RevFileName><!--Mandatory node--> <Status></Status> <!--Mandatory node has to be empty. Is filled by the program(done/error)--> <Attributes> <Unit label>@u1</unit label> <Document group>@namesystem</document group> <Subject>Test</Subject> <Company>Test</Company> <Author>Test</Author> <Keyword>Chemicals</Keyword> </Attributes> </File> <Package UniqueID="2"> <MasterID>13</MasterID><!--Mandatory node--> <RevIndex></RevIndex> <!--Mandatory node--> <RevFileName></RevFileName><!--Mandatory node--> <Status></Status><!--Mandatory node has to be empty. Is filled by the program(done/error)--> <Attributes> <Unit label>@u1</unit label> <Document group>@namesystem</document group> <Subject>Test</Subject> <Company>Test</Company> <Author>Test</Author> <Keyword>Chemicals</Keyword> </Attributes> 16 Operating Manual, 05/2016 V 10.2, A5E AA

17 Import 2.2 Importing documents in bulk <Files> <FileName>test1.doc <!--Mandatory node for packages--> <DirPath>D:\Test</DirPath> <!--Mandatory node for packages--> <Sequence>1</Sequence><!--Mandatory node for packages--> <Description>111</Description> <!--Mandatory node for packages--> </FileName> <FileName>test2.xls <!--Mandatory node for packages--> <DirPath>D:\Test</DirPath> <!--Mandatory node for packages--> <Sequence>2</Sequence> <!--Mandatory node for packages--> <Description>222</Description> <!--Mandatory node for packages--> </FileName> </Files> </Package> </FileTrans> Note Do not delete the mandatory nodes and do not change their names. You can expand the Attributesnode. Metadata management using the "CPlugInFileTransAttribute.csv" file (Page 17) Metadata management using the "CPlugInFileTransAttribute.csv" file To manage metadata of import documents in a CSV file, use the separate CSV file "CPlugInFileTransAttribute.csv". Structure of a CSV file A comma (,) is used as the separator for CSV files as of Windows 7. Up to and including Windows XP, a semicolon (;) is used as the separator for CSV files. The CSV file has the following columns: MasterID;UniqueID;FileName;DirPath;RevIndex;RevFileName;Status;Att ribute1;attribute2. Note You can add more Attribute columns and number them consecutively. Other columns in the CSV file are mandatory fields. Leave the Status column empty. Importing a DVM document package Create the "CPlugInFileTransPackages.csv" CSV file in addition in order to import a DVM document package. Operating Manual, 05/2016 V 10.2, A5E AA 17

18 Import 2.3 Displaying imported documents in Viewing mode Structure of the CSV file for the DVM document package The CSV file for the DVM document package has the following columns: UniqueID;FileName;DirPath;Sequence;Description Note The columns of the CSV file for the DVM document package are mandatory fields. Additional columns are not processed. Metadata management in FTA1 mode (Page 14) Importing documents in bulk The project settings are specified for the bulk import of documents. chapter Specifying project settings for PQM (Page 66). The metadata is entered in an Excel, XML or CSV file. chapters Metadata management using the "CPlugInFileTransAttribute.xls" file (Page 13), Metadata management using the "CPlugInFileTransAttribute.xml" file (Page 16) and Metadata management using the "CPlugInFileTransAttribute.csv" file (Page 17). 1. Select the "Plugins > PQM > File transfer" command in the menu bar. 2. To start the import, click the "Start" button in the "File transfer" window. The status of the import is displayed in the "Import messages" section. Result The imported documents and the associated metadata are displayed under a unit or location. 2.3 Displaying imported documents in Viewing mode COMOScan display documents in Viewing mode with the help of AutoVue. To display documents in Viewing mode, the applications in which the documents were created must not be installed on the PC. If you useautovue, COMOSopens the documents directly in AutoVue. 18 Operating Manual, 05/2016 V 10.2, A5E AA

19 Import 2.3 Displaying imported documents in Viewing mode AutoVue is installed on the PC. A document has been imported into COMOS. chapter Importing documents (Page 9). Double-click the desired document. Result The document is displayed in Viewing mode. Opening the version history (Page 33) Operating Manual, 05/2016 V 10.2, A5E AA 19

20 Import 2.3 Displaying imported documents in Viewing mode 20 Operating Manual, 05/2016 V 10.2, A5E AA

21 Attributed search for an attributed search COMOS stores the imported documents with associated metadata. You can use the metadata to search for the documents in COMOS. When searching using metadata, a hit list is created with links to the documents in which the metadata has been found. The full-text index is created in the project. Since the full-text search works in a project-specific manner, you need to generate a fulltext index once in each project. You can find additional information on this topic in the "Administration" manual, keyword "Creating an index". The search dialog is defined and published as full-text search. Publishing a search dialog (Page 73) 3.2 Activating attributed search 1. Select the "Plugins > Basic > Full-text search" command in the menu bar. 2. In the "Full-text search" tab, select the entry "Revision search" from the "Active search dialog window" list. The "Attributed search" tab is displayed. 3. Enter the metadata that you want to find. 4. Click "Search". Result The hit list containing the found documents is displayed in the "Search results" window. Importing documents (Page 9) Working with the hit list (Page 22) Operating Manual, 05/2016 V 10.2, A5E AA 21

22 Attributed search 3.3 Working with the hit list for an attributed search (Page 21) Defining the attributed search (Page 70) 3.3 Working with the hit list The hit list displays all documents that contain the search term. The field names of the metadata are displayed as column headers for all entered search terms. The hit list contains the following default columns: Column "Document" "Unit revisions" "Project revisions" "Unit versions" "Project versions" Description Name and symbol of the document Name of the released unit revision Name of the released project revision Name of the checked-in DVM unit version of the document Name of the checked-in DVM project version of the document s The AutoVue license is installed for the document preview. See chapter s and additional functions for PQM (Page 65). The hit list is displayed. See chapter Activating attributed search (Page 21). Searching for documents across working layers When you are working in a project with more than one working layer, you can search for documents across multiple working layers. With the full-text search, you can find documents from the current working layer as well as documents from other working layers. User-specific attributed search (Page 23) 22 Operating Manual, 05/2016 V 10.2, A5E AA

23 Attributed search 3.4 User-specific attributed search Displaying document details 1. Select the document in the hit list for which you want to display more information. 2. To display the document preview of the document, follow these steps: Activate the "AutoVue - to be used to view documents" option in the "General settings > Documents" category of the project properties. Select the "Document preview" option in the hit list. 3. To display the properties of a document in the hit list, select the "Document properties" option in the hit list. If required, you can change the properties of the document directly in the hit list Inserting new column in the hit list 1. Select the "New > Timestamp > Date" command from the context menu of a column header. The "Date" column is displayed in the hit list. 2. Select the "Setting > Save" command from the context menu of a column header Scrolling through the hit list The search result exceeds the maximum value of hits. To scroll through the hit list, click on the right arrow at the bottom right of the hit list. Result The next page of the hit list is displayed. 3.4 User-specific attributed search You can define a search with your own criteria using user-specific attributed searches. The user-specific attributed search is available only under your user login. Use the user-specific attributed search in the same way as the attributed search. Operating Manual, 05/2016 V 10.2, A5E AA 23

24 Attributed search 3.4 User-specific attributed search For the user-specific attributed search, the administrator creates an additional user-specified base object that serves as a template for the search dialog. The administrator places this template under the following node in the "Base objects" tab of the engineering project: "@99 > A50 > <current user> > A20 > A10 Further search templates" If the objects in this path do not exist in the database, the administrator creates them. To enable a template to be recognized, you must have the name "FTSearch<Name_Search dialog window>" and be in the current project. Publishing a search dialog (Page 73) 24 Operating Manual, 05/2016 V 10.2, A5E AA

25 Check out and check in function 4 With the check out and check in function in PQM you can monitor the editing and updating of your documents. Documents are checked out by a user during editing and consequently locked so that only one user can work on a document at any time. When the user has edited a document, he or she checks it in again. Regardless of how many users edit or update a document, each user always has the latest version. 4.1 Checking out a document The application used to create the document is installed on the PC. 1. Select the "Check out" command from the context menu of the desired document. The "Check out comment" window opens. 2. Enter a comment on the check-out process. 3. Click "OK". 4. Select "Open" in the context menu of the document. 5. In the "Show / Edit" window, select the "Edit checked out document" option. 6. Click "OK". Result The document is opened. You can edit the document. The checked-out documents are displayed in the Navigator with a lock symbol to the left below the document. Alternative procedure 1. Select "Open" in the context menu of the desired document. 2. In the "Show / Edit" window select the "Check out and edit documents" option. 3. Click "OK". The "Check out comment" window opens. 4. Enter a comment on the check-out process. 5. Click "OK". Operating Manual, 05/2016 V 10.2, A5E AA 25

26 Check out and check in function 4.3 Checking in a document Discarding changes to the document (Page 26) 4.2 Discarding changes to the document A document was checked out and edited. chapter Checking out a document (Page 25). Select the "Undo Check-out" command in the context menu of the checked-out document. Result No new version of the document is created. Checking in a document (Page 26) 4.3 Checking in a document A document was checked out and edited. chapter Checking out a document (Page 25). 1. Select the "Check in" command in the context menu of the checked out document. The "Check in comment" window opens. 2. Enter a comment on the check-in process. 3. Click "OK". The "Mandatory fields" window opens. 4. Change the metadata of the document if required. When you check in DVM document packages, you can also change the description of the files in the "Description" column. 5. Click "Check in". 26 Operating Manual, 05/2016 V 10.2, A5E AA

27 Check out and check in function 4.4 Lock mechanism in combination with working layers Result The changes to the document are applied. Lock mechanism in combination with working layers (Page 27) 4.4 Lock mechanism in combination with working layers You cannot edit the same document simultaneously in parallel working layers. If you try to check out a document that is already checked out in a parallel layer, you are informed that it is not possible to edit the document. You can only edit the document again when it has been checked in and its working layer is released. Operating Manual, 05/2016 V 10.2, A5E AA 27

28 Check out and check in function 4.4 Lock mechanism in combination with working layers 28 Operating Manual, 05/2016 V 10.2, A5E AA

29 DVM document package 5 General information You can combine multiple documents into a DVM document package. This enables you to version folders with different documents. You cannot edit individual documents in the DVM document package. You specify the settings and operations for the entire DVM document package. Different versions of the DVM document package are created as part of this. You can perform the following actions for DVM document packages: Check in and check out Version management Export Import Importing a DVM document package (Page 30) 5.1 Creating a DVM document package Documents are contained in COMOS. chapter Importing documents (Page 9). 1. Drag&drop the desired document into the Navigator. The "Navigator" window opens. 2. Activate the options "Create document with version management" and "Create package". The "Mandatory fields" window opens. 3. Fill out the fields marked in red. 4. Select the "Units" node in the "Unit/location label" field. A package is created under the "Units" node. The inserted document becomes part of the package. 5. Select the "Package configurator" command in the context menu. The "Configurator" user interface opens. Operating Manual, 05/2016 V 10.2, A5E AA 29

30 DVM document package 5.2 Importing a DVM document package 6. To add additional files to the package, click the "Add file" button. 7. To change the order of the documents for printing, create a PDF or change the revision, click one of the arrow buttons. 8. Click "OK". Alternative procedure As an alternative, you can create a DVM document package using the "Include documents" plugin. "Navigator" window (Page 84) Importing documents with the "Include documents" plugin (Page 11) 5.2 Importing a DVM document package Use the Excel table "CPlugInFileTransAttribute.xls"in FTA1 mode to import DVM document packages. To import DVM document packages, enter different data in the Excel list than for the bulk import of documents. You have access to the desired document package. 1. Open the Excel table"cpluginfiletransattribute.xls". 2. Select the worksheet "FTA1". 3. Create a new entry. 4. Enter the value "Package" in the "FileName" column. 5. Enter the desired values in the other columns. Use different MasterIDs for the document package and other documents on the "FTA1" worksheet. 6. Select the "Package" worksheet. 7. Create an entry for each document of the DVM document package. 8. For all documents, enter the same value in the "UniqueID" column that you entered for the document package in the "FTA1" worksheet. The documents are assigned to a package by the UniqueID. 9. Enter the file names and file types of the documents in the "FileName" column. 10.Enter the storage location of the documents in the "DirPath" column. 30 Operating Manual, 05/2016 V 10.2, A5E AA

31 DVM document package 5.3 Opening the directory of the DVM document package 11.In the "Sequence" column, enter a number for each document in ascending order. 12.Enter a description for the documents in the "Description" column. 13.Save the Excel table. 14.Import the DVM document package to COMOS. Result The document package is created at the specified location in COMOS. Metadata management in FTA1 mode (Page 14) Importing documents in bulk (Page 18) 5.3 Opening the directory of the DVM document package A DVM document package is in COMOS. chapter Creating a DVM document package (Page 29). 1. In the context menu of the DVM document package, select the command "Show folder...". The directory of the DVM document package and associated documents are displayed. 2. To edit a document of the DVM document package, double-click the desired document. Opening the version history (Page 33) Operating Manual, 05/2016 V 10.2, A5E AA 31

32 DVM document package 5.3 Opening the directory of the DVM document package 32 Operating Manual, 05/2016 V 10.2, A5E AA

33 Version history 6 COMOScreates versions of the document when you check it in or out. Each version is saved physically in the database. You can open, print, and look at the versions of a document through the version history. Note Changing the DVM documents outside COMOS can result in data loss. 6.1 Opening the version history A document is in COMOS with multiple versions. See chapter Importing documents (Page 9). 1. Select the "Version history" command from the context menu of the desired document. The "Version history" window opens. 2. To open a version of the document, double-click on the desired version in the "Version" column. "Version history" tab (Page 84) Operating Manual, 05/2016 V 10.2, A5E AA 33

34 Version history 6.1 Opening the version history 34 Operating Manual, 05/2016 V 10.2, A5E AA

35 Exporting and reloading documents 7 You can export documents using PQM, for example, to a local file directory or to an FTP upload folder. The export function enables you to make the COMOS documents accessible to your customers and suppliers. You can import the exported documents again. 7.1 Exporting documents Documents are contained in COMOS. chapter Importing documents (Page 9). 1. Select the "Export" command from the context menu of the desired document. The "Export" window opens. 2. Enter the export directory in the "Export directory" box. As an alternative, you can select the export directory by clicking on the "Directory selection" button. 3. Fill in the "Supplier" and "Comment" fields. 4. To export the document permanently, select the "Permanent export" option. COMOS exports the document again after reloading. 5. Click "OK". Result The document is checked out during export and thereby locked. The lock is removed when you reload the document. Reversing the export (Page 35) 7.2 Reversing the export Documents have been exported from COMOS. Operating Manual, 05/2016 V 10.2, A5E AA 35

36 Exporting and reloading documents 7.3 Importing documents again chapter Exporting documents (Page 35). Select the "Undo export" command in the context menu of the checked-out document. Result No new version of the document is created. Importing documents again (Page 36) 7.3 Importing documents again Documents have been exported from COMOS. See chapter Exporting documents (Page 35). 1. Select the "Reload" command from the context menu of the desired exported document. The "Reload comment" window opens. 2. Enter a comment on the import process. 3. Click "OK". The metadata of the document is displayed. Edit the metadata of the document if required. 4. Click "OK". Result The exported document is imported back into COMOS. Opening the version history (Page 33) 36 Operating Manual, 05/2016 V 10.2, A5E AA

37 Bulk processing of documents 8 You can use queries to edit several documents at once in COMOS. 8.1 Checking out documents in bulk Documents have been imported into COMOS. chapter Importing documents (Page 9). 1. Select the "Plugins > PQM > DVM queries > Bulk checkin/checkout" command in the menu bar. 2. Drag&drop the node with the desired documents from the Navigator into the "Start object(s)" field. The documents of the node are listed in a table. 3. Select the documents in the table that you want to check out. 4. Select the "Check out" command from the context menu of the selected documents. The "Check out comment" window opens. 5. Select one of the following options: To assign a general checkout comment for all the selected documents, select the "Yes" option. To assign a separate checkout comment for each document, select the "No" option. 6. Click "OK". Checking in documents in bulk (Page 38) Operating Manual, 05/2016 V 10.2, A5E AA 37

38 Bulk processing of documents 8.2 Checking in documents in bulk 8.2 Checking in documents in bulk Documents have been exported from COMOS with the "Bulk checkin/checkout" query. chapter Checking out documents in bulk (Page 37). The "Bulk checkin/checkout" query is open. chapter Checking out documents in bulk (Page 37). 1. Select the documents in the table that you want to check in. 2. Select the "Check in" command from the context menu of the selected documents. The "Check in comment" window opens. 3. Select one of the following options: To assign a general check in comment for all the selected documents, select the "Yes" option. To assign a separate check in comment for each document, select the "No" option. 4. Click "OK". The metadata of the documents is displayed. Edit the metadata of the document if required. 5. Click "OK". 38 Operating Manual, 05/2016 V 10.2, A5E AA

39 "Document transfer" plugin Overview Interface for joint processing of documents The "Document transfer" plugin provides an overview of multiple documents. You can select and deselect these documents individually in order to process them further together. The following functions are available in the "Document transfer" plugin for joint processing of documents: Copying revisions Exporting documents Printing documents to PDF files Importing documents Re-importing documents Creating transmittals Sending transmittals Receiving transmittals 9.2 Opening the "Document transfer" plugin Click the "Plugins > PQM > Document transfer" menu. 9.3 Exporting documents 1. Open the "Document transfer" plugin. See chapter Opening the "Document transfer" plugin (Page 39). 2. Select the "Export" tab. 3. Drag&drop the desired object into the "Start object" field. All documents located under the selected start object are listed. If a referenced document is listed more than once, the corresponding cells have the same background color in the column "Export". The documents are already selected in the "Export" column if you have write access. Operating Manual, 05/2016 V 10.2, A5E AA 39

40 "Document transfer" plugin 9.3 Exporting documents 4. Optional: In the "Export" column, deselect the documents that you do not wish to export. Note Versioned documents Versioned documents also have to have the functional permission "DocumentCheckOut". 5. Click "Next". 6. In the "Action" control group, activate the action that you want to start with the documents. Select one of the following options: "Copy revisions" "Export documents" "Print documents" 7. Select the desired options for the selected action. See chapter "Export" tab (Page 80). 8. Select one of the following options: To select a new ZIP file to which the revisions should be copied or documents should be exported, click "Select ZIP archive" in the "Output directory" control group. To select the required file to which the revisions should be copied, documents should be exported or printed, click "Select folder" in the "Output directory" control group. To select the PDF file to which the documents should be printed, click "Select PDF file" in the "Output directory" control group. 9. Select the directory or file. 10.To start the export, click "Execute". Result In the "Log output" control group, the individual steps of the selected action are listed. Any errors that occur during the export are listed. You can find the exported or printed files in the specified directory or in the specified file. If documents are to be exported or revisions copied, you will also find an Excel file and a log file in the directory with the name "CPlugInDocTransfer". Every exported document is saved in the Excel file with a checksum. The log file contains the log output. Note You are responsible for exported and printed documents. 40 Operating Manual, 05/2016 V 10.2, A5E AA

41 "Document transfer" plugin 9.4 Importing and reimporting documents 9.4 Importing and reimporting documents 1. Open the "Document transfer" plugin. See chapter Opening the "Document transfer" plugin (Page 39). 2. Select the "Import/Reimport" tab. 3. To choose an import file, select one of the following options: To select a file, click on the "Select folder" button. To select a ZIP archive, click on the "Select ZIP archive" button. COMOS checks if the Excel file "CPlugInDocTransfer" is in the directory. If there is a subdirectory, COMOS checks if the file is in this directory. 4. Click the "Load" button. The documents that are located in the selected directory and in the Excel file are listed in the "Document list" control group with the status "New". All changed or new documents are marked green and selected by default. Note New documents Assign a UniqueID in the Excel file to each of the new documents to be imported. COMOS replaces the UniqueID after import with the generated SystemUID of the document. 5. Optional: Deselect the documents that you do not wish to import. If packets with their package files are listed, you can delete the package files from the package by deselecting the files. 6. Click the "Execute" button to run the import process. Result Documents that are not versioned are imported. Selected, versioned documents that have been changed or are new are imported to COMOS and checked in as a new version. The checkout is reset for all other versioned documents. Documents which do not appear on the tabs "Units" or "Locations" are not imported. No new units or locations are created in COMOS. Selected, non-versioned documents are imported if they are modified or are new. If the revision index of a document to be imported is set with a number of any kind, the next revision step of the document is created. The status of each successfully imported document is set in the Excel file to the status "Done". If a document could not be imported or revised, it receives the status "Error". Operating Manual, 05/2016 V 10.2, A5E AA 41

42 "Document transfer" plugin 9.5 Transmittals 9.5 Transmittals Transmittals are versioned packages in which you compile documents and queries before exporting them from COMOS. You can edit the exported documents externally and then import the transmittal into COMOS under a different version Preparing to create transmittals 1. Open the project properties. 2. Select the "Operations > PQM" category. 3. In the "Base objects" tab of the Navigator, navigate to the node "@30 > M65 > A10 > A10 Transmittals". 4. Drag&drop the object "A10 Transmittal structure folder" to the "Folder base object" field. 5. Drag&drop the object "A40 Transmittal container V2.0" to the "Container base object" field. 6. Drag&drop the object "A30 Transmittal version" to the "Version base object" field. 7. In the "Folder" field, specify the directory in which the transmittals are to be stored. See also chapter Specifying project settings for PQM (Page 66). Result You can work in the "Transmittals" tab of the "Document transfer" plugin. The directory structure that you have defined in the Navigator in the "Documents" tab corresponds to the tabs "Open", "Completed" and "Archived" of the "Transmittals" tab. 42 Operating Manual, 05/2016 V 10.2, A5E AA

43 "Document transfer" plugin 9.5 Transmittals Calling the "Transmittals" tab 1. Open the "Document transfer" plugin. See chapter Opening the "Document transfer" plugin (Page 39). 2. Select the "Transmittals" tab User interface of the "Transmittals" tab Overview The toolbar includes different functions, depending on the tab you have opened in the "Transmittals" tab. You can copy and delete transmittals in all three tabs. All open transmittals are listed in the "Open" tab. You can use the toolbar to create, send, receive and complete a transmittal. See chapter: Creating a transmittal (Page 44) Sending a transmittal (Page 46) Receiving a transmittal (Page 47) Complete transmittal (Page 48) All transmittals that have the status "Completed" are listed in the "Completed" tab. You can archive the transmittals. See chapter Archive transmittal (Page 48). Operating Manual, 05/2016 V 10.2, A5E AA 43

44 "Document transfer" plugin 9.5 Transmittals All archived transmittals are listed in the "Archived" tab. The transmittal table shows you all the transmittals and their metadata located in the selected tab. The "Header data" tab is displayed on all three tabs of the "Transmittals" tab. It displays the header data of a selected transmittal. The header data is automatically entered by the program, but you can also define the header data yourself. See chapter Editing header data later (Page 45). The "Documents" tab is displayed on all three tabs of the "Transmittals" tab. It shows the documents that are included in a transmittal. See chapter Adding documents to the transmittal (Page 45) Creating a transmittal You have prepared for the creation of transmittals. See chapter Preparing to create transmittals (Page 42). 1. Open the "Transmittals" tab. See chapter Calling the "Transmittals" tab (Page 43). 2. Select the "Open" tab. 3. Click the "New transmittal" button. A new transmittal is created in the list. 4. Select the "Attributes > Header data" tab. See chapter "Transmittals > Attributes > Header data" tab (Page 82). 5. Enter a subject for the transmittal. Result The transmittal has been created and is displayed in the list of transmittals. It has the status "New". The transmittal is stored in the Navigator in the "Documents" tab in the folder "@Transmittals folder structure > Open transmittals". You can now add documents to the transmittal. See chapter Adding documents to the transmittal (Page 45). Transmittal types (Page 44) Transmittal types "IT - information transmittal" An information transmittal is a collection of documents that are sent to another person for information purposes. Once you have sent the transmittal, it is given the status "Completed". 44 Operating Manual, 05/2016 V 10.2, A5E AA