COMOS. Operations PQM. Introduction 1. Import 2. Attributed search 3. Check out and check in function 4. Transmittals 5. DVM document package 6

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1 Introduction 1 Import 2 COMOS Operations Operating Manual Attributed search 3 Check out and check in function 4 Transmittals 5 DVM document package 6 Version history 7 Exporting and reloading documents 8 Bulk processing of documents 9 References to other files (xreferences) 10 Workflow management with 11 Administration 12 User interface reference 13 04/2014 A5E AB

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 Industry Sector Postfach NÜRNBERG GERMANY A5E AB P 03/2014 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 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 Transmittals Preparing to create transmittals Creating a transmittal Sending a transmittal Editing a transmittal outside COMOS Receiving a transmittal Adding additional documents to a transmittal Adding documents to a transmittal outside COMOS Adding documents to a transmittal in COMOS after receiving...33 Operating Manual, 04/2014, A5E AB 3

4 Table of contents 6 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 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 References to other files (xreferences) Workflow management with 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 Administration Specifying project settings for Making project settings for the bulk import of documents Making the 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 Defining the search dialog Defining the document base object Opening the "View mandatory fields" check-in dialog of the document base object Operating Manual, 04/2014, A5E AB

5 Table of contents Opening the "Mandatory fields" check-in dialog Publishing a search dialog Creating a base object Copying a search dialog window Adding documents to the transmittals on the master data side User interface reference Category "Processes > " "Viewer settings" tab "DVM transmittal" user interface "Transmittal" window, "Head data" tab "Navigator" window "Version history" tab...70 Operating Manual, 04/2014, A5E AB 5

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7 Introduction 1 Overview (Project Quality Management) is the document management system in COMOS. You import and manage documents in COMOS using. 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 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, 04/2014, A5E AB 7

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9 Import Importing documents Options You import documents to COMOS using. 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 " option is activated in the project properties. chapter Specifying project settings for (Page 53). 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 "Processes > " category of the project properties is set as the base object. 3. Click "OK". The "Mandatory fields" window opens. Operating Manual, 04/2014, A5E AB 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 ready for you to use as an example in the COMOSDB. 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, 04/2014, A5E AB

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 > > 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 35). Importing documents (Page 9) Operating Manual, 04/2014, A5E AB 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 56). 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, 04/2014, A5E AB

13 Import 2.2 Importing documents in bulk chapter Displaying imported documents in Viewing mode (Page 19). 2.2 Importing documents in bulk You can use 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. 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.xls" file (Page 13) 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 (Page 53) Making project settings for the bulk import of documents (Page 54) Metadata management using the "CPlugInFileTransAttribute.xls" file To manage metadata of import documents in an Excel file, use the separate Excel table "CPlugInFileTransAttribute.xls". You can also use a file named "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, 04/2014, A5E AB 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 54) 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, 04/2014, A5E AB

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, 04/2014, A5E AB 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 54) 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, 04/2014, A5E AB

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 Attributes node. 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. Operating Manual, 04/2014, A5E AB 17

18 Import 2.2 Importing documents in bulk Importing a DVM document package Create the "CPlugInFileTransPackages.csv" CSV file in addition in order to import a DVM document package. 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 (Page 53). 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 > > 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. 18 Operating Manual, 04/2014, A5E AB

19 Import 2.3 Displaying imported documents in Viewing mode 2.3 Displaying imported documents in Viewing mode COMOS can use AutoVue to display documents in Viewing mode, even if the applications in which the documents were created are not installed on the PC. If you use AutoVue, COMOS opens the documents directly in AutoVue. AutoVue is installed on the PC. The 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 39) Operating Manual, 04/2014, A5E AB 19

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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 "COMOS Platform Operation" manual, keyword "Creating an index". The search dialog is defined and published as full-text search. Publishing a search dialog (Page 60) 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) Defining the attributed search (Page 58) Operating Manual, 04/2014, A5E AB 21

22 Attributed search 3.3 Working with the hit list Working with the hit list (Page 22) for an attributed search (Page 21) 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 The AutoVue license is installed for the document preview. See chapter Administration (Page 53). The hit list is displayed. See chapter Activating attributed search (Page 21). 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. Structure hit list flexibly You can customize each hit list. For example, you can show or hide columns in the hit list, apply a filter to a column, or search areas. To insert a new column in the hit list, follow these steps: 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. 22 Operating Manual, 04/2014, A5E AB

23 Attributed search 3.4 User-specific attributed search Scrolling through the hit list When the search result exceeds the maximum value of the matches to be displayed, you can scroll through the hit list. 1. To scroll through the hit list, click on the right arrow at the bottom right of the hit list. The next page of the hit list is displayed. 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 not only find documents that you have imported into the current working layer, but also documents from other working layers. User-specific attributed search (Page 23) 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. 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 60) Operating Manual, 04/2014, A5E AB 23

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25 Check out and check in function 4 With the check out and check in function in 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 a time. When the user has edited the document, he or she checks it in again. Regardless of how many users are editing or updating a document, in this way it is guaranteed that 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. Operating Manual, 04/2014, A5E AB 25

26 Check out and check in function 4.3 Checking in a document 4. Enter a comment on the check-out process. 5. Click "OK". 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. 26 Operating Manual, 04/2014, A5E AB

27 Check out and check in function 4.4 Lock mechanism in combination with working layers 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". 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 the document has been checked in and its working layer is released. Operating Manual, 04/2014, A5E AB 27

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29 Transmittals 5 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. 5.1 Preparing to create transmittals 1. Select the "Documents" tab in the Navigator. 2. Create a "@Transmittals" folder directly below the project node. 3. Open the project properties. 4. Select the "Processes > " category. 5. In the "Base objects" tab of the Navigator, navigate to the node "@30 > M65 > A10 > A10 Transmittals". 6. Drag the objects "A10 Transmittal structure folder", "A20 Transmittal container" and "A30 Transmittal version" to the "Folder base object", "Container base object" and "Version base object" fields intended for this purpose in the project properties. 7. In the "Directory" field, specify the directory in which the transmittals are to be stored. Result You can now create the transmittal. Specifying project settings for (Page 53) 5.2 Creating a transmittal You have prepared for the creation of transmittals. chapter Preparing to create transmittals (Page 29). Operating Manual, 04/2014, A5E AB 29

30 Transmittals 5.3 Sending a transmittal 1. Select the "Plugins > > DVM Transmittal" command in the menu bar. The "DVM Transmittal" tab opens. 2. Click the "New folder" button. The "New folder" window opens. 3. Enter a name for the folder in the "General" tab and confirm with "OK". 4. Click "New transmittal" in the toolbar of the "DVM transmittal" user interface. The "Transmittal" window opens. 5. Enter a name for the transmittal in the "General" tab. 6. Select the "Attributes > Header data" tab in the "Transmittal" window. If you want to edit the header data of a transmittal later, double-click on a transmittal in the transmittal table of the "DVM Transmittal" interface. 7. Select a type from the "Transmittal type" list. The transmittal is created in the transmittal table. 8. Open the "Documents" tab in the "Version content" area. 9. Drag&drop the desired documents or queries from the Navigator onto the "Documents" tab. Documents and queries are listed in the transmittal. 10.To add additional documents, select the "Additional documents" tab and drag&drop the required documents from the Navigator into the "Additional version documents" section. Result The transmittal has the status "New". You can now send the transmittal. "Transmittal" window, "Head data" tab (Page 68) "DVM transmittal" user interface (Page 66) Sending a transmittal (Page 30) 5.3 Sending a transmittal The transmittal has been created. chapter Creating a transmittal (Page 29). 30 Operating Manual, 04/2014, A5E AB

31 Transmittals 5.4 Editing a transmittal outside COMOS 1. In the "Actions" column in the transmittal, select an action for each document in the transmittal to be performed when sending. 2. Click "Send transmittal" in the toolbar. Result The transmittal is sent and has the status "Sent". You can now edit the transmittal outside COMOS. The transmittal is stored in the form of a ZIP file in the directory you specified in the project properties. The ZIP file is given an index as a suffix. Example The name of the transmittal in COMOS is "TR1". The ZIP file created is called "TR1_0001.zip". Preparing to create transmittals (Page 29) Editing a transmittal outside COMOS (Page 31) 5.4 Editing a transmittal outside COMOS The transmittal has been sent. chapter Sending a transmittal (Page 30). 1. Unzip the ZIP file. Once you have unzipped the file, you get an XML file and a "DOCUMENTS" folder. The XML file defines the assignment of real documents to the corresponding documents in COMOS. The "DOCUMENTS" folder contains all documents of the transmittal. 2. Open the "DOCUMENTS" folder and edit the desired document. Result You can now receive the transmittal in COMOS. Receiving a transmittal (Page 32) Operating Manual, 04/2014, A5E AB 31

32 Transmittals 5.5 Receiving a transmittal 5.5 Receiving a transmittal The transmittal is a "Revisions transmittal" or "Document transmittal" type. chapter "Transmittal" window, "Head data" tab (Page 68). 1. Create a ZIP file containing the documents that you edited outside COMOS. 2. Store the created ZIP file in the same directory in which you stored the sent ZIP file. 3. Insert the edited documents in the ZIP file created. If you want to insert additional documents in the ZIP file, first edit the XML file of the transmittal. 4. Rename the created ZIP file and the sent ZIP file and increment the index by one. Example: if the sent ZIP file is named "TR_0001.zip", name the created ZIP file "TR_0002.zip". 5. In the "DVM transmittal" user interface, click the "Receive transmittal" button. The new version is displayed in the "Version view" area. 6. Open the "Documents" tab in the "Version content" area. 7. Select an entry from the "Action" column for each document. 8. Select the "Execute action" command from the context menu. The "Mandatory fields" window opens. If required, you can change the properties of the documents. 9. If you have added other documents to the transmittal outside COMOS, enter the node under which the new documents should be created in COMOS in the "Unit/location label" field. Result A new version of the transmittal is received in COMOS. The received transmittal is given the status "Partially received" or "Completely received". You are no longer edit the transmittal. Adding documents to a transmittal outside COMOS (Page 33) Creating a transmittal (Page 29) Sending a transmittal (Page 30) Editing a transmittal outside COMOS (Page 31) Adding documents to a transmittal in COMOS after receiving (Page 33) 32 Operating Manual, 04/2014, A5E AB

33 Transmittals 5.6 Adding additional documents to a transmittal 5.6 Adding additional documents to a transmittal Adding documents to a transmittal outside COMOS To add additional documents to a transmittal outside COMOS, edit the XML file that was stored in the ZIP file for sending the transmittal. The transmittal has been sent. chapter Sending a transmittal (Page 30). 1. Open the XML file. 2. Copy the last element ("Document") to the same level. 3. Replace the "Dummy" placeholder of the "FileName" attribute with the exact name of the new document. 4. Replace the "Dummy" placeholder of the "FileType" attribute with the file types you wish to create in COMOS : "COMOS_REPORT": Creates a report on reception. "DVM_DOC": Creates a document with version management on reception. "QUERIES": Creates a query on reception. "GENERAL_DOC": Creates a copy of the document on reception. The document does not have version management. "UNKNOWN_DOC": No action. 5. Stores the new document in the "DOCUMENTS" folder. 6. Create a ZIP file from the folder and XML file and import the zip file into COMOS. Receiving a transmittal (Page 32) Adding documents to the transmittals on the master data side (Page 62) Adding documents to a transmittal in COMOS after receiving The transmittal has been received. chapter Receiving a transmittal (Page 32). Operating Manual, 04/2014, A5E AB 33

34 Transmittals 5.6 Adding additional documents to a transmittal 1. Double-click on a transmittal in the transmittal table. The properties of the transmittal are opened. 2. Select the "Attributes > Header data" tab. 3. Select "New" from the "Status" list. 4. Click "OK". A new version of the transmittal is created in the "Version view" area. 5. If no new version is displayed, refresh the "Version content" area as follows : Select another transmittal. Then select the desired transmittal again. 6. Select the "Documents" tab. 7. Drag&drop the desired document onto the "Documents" tab. Result The document is added to the transmittal. You can send the transmittal again. Sending a transmittal (Page 30) 34 Operating Manual, 04/2014, A5E AB

35 DVM document package 6 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 36) 6.1 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. Operating Manual, 04/2014, A5E AB 35

36 DVM document package 6.2 Importing a DVM document package 5. Select the "Package configurator" command in the context menu. The "Configurator" user interface opens. 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 69) Importing documents with the "Include documents" plugin (Page 11) 6.2 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. 36 Operating Manual, 04/2014, A5E AB

37 DVM document package 6.3 Opening the directory of the DVM document package 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. 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) 6.3 Opening the directory of the DVM document package A DVM document package is in COMOS. chapter Creating a DVM document package (Page 35). 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 39) Operating Manual, 04/2014, A5E AB 37

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39 Version history 7 COMOS creates 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. 7.1 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 70) Operating Manual, 04/2014, A5E AB 39

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41 Exporting and reloading documents 8 You can export documents using, 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. 8.1 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 42) Operating Manual, 04/2014, A5E AB 41

42 Exporting and reloading documents 8.3 Importing documents again 8.2 Reversing the export Documents have been exported from COMOS. chapter Exporting documents (Page 41). Select the "Undo export" command in the context menu of the desired checked-out document. Result No new version of the document is created. Importing documents again (Page 42) 8.3 Importing documents again Documents have been exported from COMOS. See chapter Exporting documents (Page 41). 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 39) 42 Operating Manual, 04/2014, A5E AB

43 Bulk processing of documents 9 You can use queries to edit several documents at once in COMOS. 9.1 Checking out documents in bulk Documents have been imported into COMOS. chapter Importing documents (Page 9). 1. Select the "Plugins > > 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. To assign a general checkout comment for all the selected documents, select the "Yes" option. 6. To assign a separate checkout comment for each document, select the "No" option. 7. Select "Cancel" to cancel the checkout. 8. Click "OK". Checking in documents in bulk (Page 44) Operating Manual, 04/2014, A5E AB 43

44 Bulk processing of documents 9.2 Checking in documents in bulk 9.2 Checking in documents in bulk Documents have been exported from COMOS with the "Bulk checkin/checkout" query. chapter Checking out documents in bulk (Page 43). The "Bulk checkin/checkout" query is open. chapter Checking out documents in bulk (Page 43). 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. Select "Cancel" to cancel the checkin. 4. Click "OK". The metadata of the documents is displayed. Edit the metadata of the document if required. 5. Click "OK". 44 Operating Manual, 04/2014, A5E AB

45 References to other files (xreferences) 10 Introduction If you import DGN or DGW drawings into COMOS that contain references to other files, COMOS checks if the references already exist in the system: If the references already exist in the system, COMOS creates the links to the references during the import of the DGN or DGW drawings. If the references are not available, COMOS asks if the references to the files should also be imported. Displaying DGN or DGW drawings When you open DGN or DGW drawings with references to other files in COMOS, the references are automatically opened. Editing DGN or DGW drawings You can edit DGN or DGW drawings with references to other files in COMOS. You cannot edit the references. Operating Manual, 04/2014, A5E AB 45

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47 Workflow management with 11 To work with the workflow management in, you need knowledge of the basic functions of workflow management in COMOS. You can find additional information on this topic in the "COMOS Platform Administration" manual, keyword "Automating workflows". General information supports the following workflows: Checking documents in and out Document request Importing documents Activating workflow management (Page 47) 11.1 Activating workflow management The administrator has configured workflows in COMOS. You can find additional information on this topic in the "COMOS Platform Administration" manual, keyword "Automating workflows". 1. Open the properties of the current project. 2. In the category "General settings > Standard" in the "Workflows" control group, enable the option "Activate workflows". 3. Click "OK". "Checking documents in and out" workflow (Page 48) Operating Manual, 04/2014, A5E AB 47

48 Workflow management with 11.2 "Checking documents in and out" workflow 11.2 "Checking documents in and out" workflow "Checking documents in and out" workflow The "Details" window is displayed in the Navigator. 1. On the "Unit" tab, select the "New Workflows in project" command in the context menu of the current project. The following node is created: Workflows in project" 2. Select the "Base objects" tab in the Navigator. 3. Select the "A10 Checking documents in and out" object below the following object structure: > B40 > M01 > A20 > A10 Document workflows for ". 4. Drag&drop the selected object into the "Details" window as a new tab. 5. Select the "Units" tab in the Navigator. 6. Drag&drop the "A10 Checking documents in and out" object from the "Details" window to the following object in the Navigator: "Workflows in project". The "Checking WF1 documents in and out" object is created. 7. Double-click on the "Checking WF1 documents in and out" object. 8. In the "Attributes > Data" tab, click "Start workflow". Result The "T01 checkout documents" object for checking out documents is created in the Navigator under the "Checking WF1 documents in and out" node. Checking out documents with "Checking documents in and out" workflow (Page 48) Checking out documents with "Checking documents in and out" workflow The "Checking documents in and out" workflow has been started. chapter "Checking documents in and out" workflow (Page 48). 48 Operating Manual, 04/2014, A5E AB