EDMtruePLM True Product Lifecycle Management User s Guide for Version 2.2

Transcription

1 EDMtruePLM True Product Lifecycle Management User s Guide for Version 2.2

2 Proprietary notice Information in this publication is subject to change without notice. No part of this publication may be distributed to third parties, copied, duplicated, in any form, whole or in part, without the prior written permission. EDMserver, EDMappServer and EDMtruePLM are protected by trademarks, service marks, copyrights, and other proprietary rights and laws. Page ii

3 TABLE OF CONTENTS PROPRIETARY NOTICE... II 1 INTRODUCTION References STARTING THE EDMTRUEPLM SERVER SYSTEM ADMINISTRATION CONSOLE Project administration Adding a new project Updating an existing project Deleting an existing project User administration Adding a new user Updating the selected user s details Deleting user Assigning User(s) to a project Using the project area Assigning a different role to the same user Removing a user from a project Creating a template project Creating a breakdown template setting Testing the SMTP settings LOGGING IN TO A PROJECT EDMTRUEPLM CLIENT FUNCTIONALITY How to create a project based on a template Creating a breakdown from scratch manually Importing a breakdown from a zipped file From a zipped baseline From an ASD PLCS DEX1 package From a PDM package Exporting the product structure Exporting the current baseline Page iii

4 5.4.2 Exporting to an ASD DEX1 zipped file Exporting to PDM zip package Exporting a breakdown element as a zip folder Breakdown management Adding and creating a new breakdown element Renaming a breakdown node Changing the node description or type Moving a breakdown element Deleting a breakdown element Breakdown versions Baselines List of baselines, compare versions / baselines Searching for nodes within the product breakdown structure Simple search Advanced search Exporting the search results to an Excel sheet Extending the product structure with a breakdown template Breakdown changes report Mass budget calculation Version control Document management The local folder Customizing view, edit and compare functions Adding data files Adding data files through the context menu File formats Drag and drop data files Drag and drop Move or link documents Viewing files Viewing a file with an alternative application Downloading files Exporting MS Office document as PDF documents Page iv

5 5.6.8 Checking out and editing files Checking in files Undo check out Comparing file versions Document dependencies and red flags Sticky notes on documents Grouping documents as Data packages Adding data files to a data package Removing data files from a data package Creating a new version of a data package Deleting a data package version Deleting a data package Document search (simple and advanced) Exporting the search results to an Excel sheet Document templates Creating a MS Word document template Adding the document template to the system Document templates context menu Creating a document from a document template Access control Default permissions Customizing access control: user types, sub-domains and roles Roles Sub-domain Adding members to the sub-domain Assigning or removing roles to sub-domain members Changing the permission for each role Customizing access control: property values Project management Milestones overview Importing data from MS project Scheduled events Delete a scheduled event Page v

6 5.8.4 Creating a Gantt chart for scheduled events and milestones Project actions Create an action list Delete an action list Create an action in an action list Creating a review or approval action for a document Managing actions Notifications board Project phase RDL: editing selectable values for project metadata Data source Document context types Document statuses File formats Project disciplines Project phases Project roles Breakdown element types Scheduled event types Property definition Property definition Derived properties Document property definition Delete a document property definition Using derived properties as a document title name Breakdown element properties definition Delete a breakdown property definition Set a breakdown property definition as read only Define a new simple breakdown property definition Property windows How to change the values within the property window Breakdown element property window Document property window Page vi

7 documents property windows Viewing property definitions through the property form Breakdown element assigned properties tab Document assigned properties tab REQUIREMENT STRUCTURE Importing from ReqIF file WEB CLIENT Authentication List of projects Product structure and meta-data File upload Export ZIP package Page vii

8 TABLE OF FIGURES Figure 1: Tomcat configuration shortcut Figure 2: Tomcat configure application Figure 3: System administrator login form Figure 4: System administration console Figure 5: System console main menu Figure 6: Bar menu items Figure 7: Main grid Figure 8: Extra information Figure 9: User assignment Figure 10: New project details form Figure 11: User administration main grid Figure 12: Add user form Figure 13: Add users to a project Figure 14: Adding a blank role to the user Figure 15: summary setting Figure 16: Server button menu bar Figure 17: Edit settings Figure 18: Login form Figure 19: Open a project Figure 20: Project template usage Figure 21: Project template selection form Figure 22: Selected project template layout Figure 23: An empty product structure Figure 24: Create main project breakdown Figure 25: Import zipped baseline Figure 26. Dialog to import zipped baseline Figure 27: Importing from a ASD PLCS DEX Figure 28: Import from ASD PLCS DEX1 form Figure 29: Importing from a PDM package Figure 30: Import PDM package form Figure 31: Exporting current baseline Page viii

9 Figure 32: Export baseline form Figure 33: Export as ASD DEX Figure 34: Export as ASD DEX1 form Figure 35: Content of the ASD DEX1 package Figure 36: Exporting to PDM Figure 37: Export to PDM form Figure 38: Export to Zip file Figure 39: Node popup menu Figure 40: Node element type Figure 41: Rename element in popup window Figure 42: Renaming a node Figure 43: Node properties selection Figure 44: Displaying node s properties Figure 45: Confirm moving of node Figure 46: Deleting an element that has an assigned document Figure 47: Product tree version number Figure 48: Viewing different versions of the product structure Figure 49: Baseline creation Figure 50: Baseline history Figure 51: Baseline comparison Figure 52: Find breakdown element from menu Figure 53: "Search element" context menu item Figure 54: Simple product breakdown search window Figure 55: Advanced breakdown search Figure 56: Excel export Figure 57: Import breakdown template Figure 58: Available breakdown templates Figure 59. "Show breakdown changes report" menu item Figure 60. "Breakdown changes report" form Figure 61. Sample of product breakdown structure Figure 62. Calculate mass budget menu item Figure 63. Example of mass budget calculation Figure 64: Manual version control Page ix

10 Figure 65: Asking to set the local folder Figure 66: Project's local folder path form Figure 67: Short cut to the user defined EDMtruePLM local folder Figure 68: Assigning a file extension to external applications Figure 69: Adding an external application name Figure 70: Adding a data file Figure 71: Add new data file form Figure 72: Listing the data files to be added Figure 73: Data file folder in the product tree Figure 74: Adding a new data file extension to the system Figure 75: A selected node Figure 76: Dropped files onto an element Figure 77: Dropping s on a folder Figure 78: Add new file form Figure 79: Dropped Figure 80: Copy or Cut a document Figure 81: Paste a document Figure 82: Move or link a document Figure 83: File view Figure 84: Opening the document with the non default program Figure 85: Exporting MS Office document as a PDF document Figure 86: Save the generated PDF file Figure 87: Check out in context menu Figure 88: Checked out data file Figure 89: Check in form Figure 90: Undo check out Figure 91: Comparing file Figure 92: Editing file relationships Figure 93: File relationships Figure 94: Relationships between two documents Figure 95: Removing relationships Figure 96: File dependent warning Figure 97: Red flags on dependent documents Page x

11 Figure 98: Removing a relationship will not remove red flags Figure 99: Actions for removing red flags Figure 100: Document history Figure 101: Adding a sticky note Figure 102: Sticky note in breakdown Figure 103: Sticky note form Figure 104: Data package form Figure 105: Document search form Figure 106: Advanced document search form Figure 107: Excel export Figure 108: Sample document template Figure 109: Generated document from a document template Figure 110: Adding DocVariable fields Figure 111: Adding field names Figure 112: Same bookmarked table Figure 113: Bookmarking the version table Figure 114: Adding the document template Figure 115: Document templates attached to the root node Figure 116: Document template context menu Figure 117: Creating a new document based on a document template Figure 118: Create new document from template form Figure 119: New document created from a document template Figure 120: Project roles Figure 121: Sub-domain creation Figure 122: Sub-domain creation form Figure 123: Sub-domain management form Figure 124: Breakdown element property Figure 125: Permissions tab Figure 126: Breakdown permission form Figure 127: Permissions for a breakdown element Figure 128: Read-only property Figure 129: Project milestones Figure 130: Import MS Project form Page xi

12 Figure 131: Schedule event form Figure 132: Add new schedule event form Figure 133: Schedule events listed without any dates Figure 134: Scheduled event details Figure 135: Gantt chart Figure 136: Gantt chart settings Figure 137: Project actions Figure 138: Create a new action Figure 139: Sending a document for review or approval Figure 140: Reviews and approvals action lists Figure 141: Automatic notification Figure 142: Project phases Figure 143: Reference data menu Figure 144: Example of a meta data editor Figure 145: Derived property form Figure 146: Document properties Figure 147: Document property form Figure 148: Simple document property Figure 149: Selecting a derived property as the title of a document Figure 150: Property definition Breakdown element Figure 151: Add new breakdown property definition Figure 152: Change the value of a selectable property Figure 153: Date property Figure 154: Breakdown element property window Figure 155: Document property window Figure 156: properties Figure 157: Breakdown element assigned properties tab Figure 158: Document assigned properties tab Figure 159: Un-setting document properties values Figure 160. Requirements menu item Figure 161: Import requirement Figure 162: Importing requirements Figure 163. Properties of selected requirement item Page xii

13 Figure 164. Login form Figure 165. Available projects Figure 166. "Open" menu item Figure 167. Product structure Figure 168. "Info" tab of a meta-data Figure 169. "Files" tab of a meta-data Figure 170. "Properties" tab of meta-data Figure 171. Form to upload file Figure 172: Example of defined properties used in a document template Figure 173: Possible error when adding a file to the tree Page xiii

14 1 Introduction The purpose of this document is to describe what you can do with EDMtruePLM and how to do it. The EDMtruePLM solution is a product model server for integrating, storing, and accessing data for types of products and for individual products over their lifetime in a standards compliant fashion. In scope are product structure data, documents, CAD files, manuals, structured documents, e-learning data and related information. Technical data package functionality eases communications within the supply chain. EDMtruePLM is intended for product lifecycle management. Data and documents are collected and categorized from early design to operation and disposal. They are collected into data packages for reviews at major milestones during construction and later life. Data packages can be exported and imported; all data except the document files themselves are formatted according to PLCS. EDMtruePLM has been designed for the concurrent engineering requirements of the space sector. However, care has been taken to enable adaptation to other engineering domains. This has been achieved by what is called reference data. For each project the user can define specific names for roles, document types, document extensions etc. These names will appear as leading text and select items in the user interface. Reference data allow also the on-the-fly definition of types of properties, which may or may not be assigned units. 1.1 References Reference Short Name Full Document Specification RD.1 Server installer EDMtruePLM Installation guide Page 14

15 2 Starting the EDMtruePLM server To start the server you will first need to configure the EDMserverConsole. Use the following configurations when creating a solution in the EDMserverConsole. IMPORTANT: Do not use copy and paste to add the below keywords, since it might create errors for the system. Instead type the values. 1- Create a new server. 2- Create a new configuration with the following information: a. Application server count : 3 b. EDM login method: NO_SSO c. User creation method : DEFAULT_USER_CREATION d. For the additional arguments type in the following two lines i. -ae EDM_SERVER_CLIENTS_FILES_PATH_UTF8_ENCODED=add the path to the tomcat temp folder ii. ae EDM_SERVER_CLIENTS_FILES_PATH= add the path to the tomcat temp folder e. The rest use the default values. 3- Add the database within the EDMmodelServer_plcs\database to the system. 4- Do not configure Tomcat. 5- Add the above to the solution and start the solution. To start the Tomcat server use the configure Tomcat shortcut. Figure 1: Tomcat configuration shortcut The configure Tomcat application will allow you to decide how the tomcat application will start. Page 15

16 Figure 2: Tomcat configure application Though the Startup type and Service Status controls you can decide how the Apache Tomcat server behaves. To start the automatically each time the computer is restarted select the Automatic from the Startup type. If you want to manually start the Apache Tomcat server select the Manual. By clicking on the Start button you will start the Apache Tomcat server. NOTE1: The additional parameters will look something like this, the placement is important and must be as below. -ae EDM_SERVER_CLIENTS_FILES_PATH=O:\Projects\EDMmodelServerplcs\trunk\dist\EDMmodelServer_plcs\apache-tomcat \temp" -ae"edm_server_clients_files_path_utf8_encoded=o:\projects\edmmodelserverplcs\trunk\dist\edmmodelserver_plcs\apache-tomcat \temp" NOTE2: The start_server.cmd can be used if you do not wish to start the server with the EDMserverConsole or you wish to see the server s debug windows. Page 16

17 3 System Administration Console The System Administration Console provides the system administrator with functionalities for the management of projects and users. The system administration console user interface is shown in Figure 4. Figure 3: System administrator login form The current system only allows the system administrator, superuser, to start the System administration console, see Figure 3. Through the System administration console the system admin can mange projects, users, projects, breakdown templates and system settings, see Figure 4. Page 17

18 Figure 4: System administration console The list bellow provides a brief description of each section of the system administrator. Section A: This is the console menu, where different administration areas can be selected. Figure 5: System console main menu Section B: The administration area functionalities, though this bar the admin can add, update or delete items. Page 18

19 Figure 6: Bar menu items Section C: The main grid for item administration. Figure 7: Main grid There are three different types of controls used within the main grid: o Text based: Used for entering text. o Calendar: Used for selecting the date o Drop down lists: Used for selecting predefined values Section D: Project extra information that is not within the main grid. Figure 8: Extra information Section E: Used for user assignment. Only users with a role are assigned to the project. Figure 9: User assignment Page 19

20 3.1 Project administration The "Projects" menu item, see section A in Figure 4, tab allows the system administrator to create, remove or update projects. In addition, the system administrator can manage project users from this tab. Note: The user associations, section E in Figure 4, only shows the available users within the system Adding a new project To add a new project click on the Add button in the menu bar, see section B in Figure 4 and Figure 6, this will open the New Project Details form, see Figure 10. Figure 10: New project details form It is mandatory to fill in the two "Project name" and "Project description" fields in order to create the project. Project name: This is a unique identifier that identifies the project within the EDMtruePLM system. A project name can contain English characters, numbers and underscores. However, the project name cannot start with a number or contain spaces. Project Description: The project description provides the system administrator to describe the project, which can contain any types of symbols. Versioning: Manual versioning or Automatic versioning Add mass budget properties: If this is selected, the mass budget properties will be added to your project. Page 20

21 After filling the information click on the Create Project button. The new project information will be added to the project list Updating an existing project Select the project row that needs updating and change the value of the cells. The following is a summary of the controls that can be changed: Project name: The given name to the project. Description: Given when the project or template was created Start date: Start date for the project Deadline: The deadline for the project Current Status: Can be selected from the following options: o Planned o In work o Stopped o Completed Current phase: The default project phases are based on ECSS standards: o Phase 0 - Mission analysis/needs identification o Phase A - Feasibility o Phase B - Preliminary Definition o Phase C - Detailed Definition o Phase D - Qualification and Production o Phase E Utilization o Phase F Disposal The project phases can be changed from the client s RDL menu, see 5.9. If changed, the new project phases will be shown instead of the default ones. End Date: The actual date that the project ended. In order to update the database with the new information simply click on the "Update button Deleting an existing project To delete an existing project select the project from the main grid and click on the delete button. The deleted project will become inactive and will not be available to the system administrator. The data Page 21

22 belonging to an inactive project will remain in the database; this data can be extracted from the EDMserver if needed. For this reason, new projects cannot have the same name as deleted projects. 3.2 User administration The columns available in the user administration main grid are displayed in Figure 11. Figure 11: User administration main grid Adding a new user To add a new user click on the Add button in the menu bar, see section B in Figure 4 and Figure 6. This action will open the Add user form, see Figure 12. Fill in the form and click on the submit button. This action will add the defined user to the server. A description of each field is as follows: Figure 12: Add user form Page 22

23 User name: This will be the user s name and will be used for logging into the system. The user name can contain English characters, numbers and the underscore sign. The user name cannot start with a number and must be lowercase. Password: A password for the user; can contain only letters, numbers and underscore and shall begin with a letter. Confirm password: confirmation for the given password. A valid for the user, this is used for sending notifications to the user. Repeat The same string as for . Real name: Usually the first and second name of the user. Organization: The name of the organization that the user represents Updating the selected user s details Select the user on the users main grid, see Figure 11, change the information and click on the Update button in the menu bar, see section B in Figure 4 and Figure Deleting user Select the user and click on the Delete button in the menu bar, see section B in Figure 4 and Figure Assigning User(s) to a project Users can be assigned to a project through the Project administration - Project page, see The EDMtruePLM defines different types of project users. These types are predefined and each has certain responsibilities and permissions. The following is a list of current user types with a brief description: Project manager: Has full access and full permission within a project. There can only be one project manager within each project. Project admin: Works as a delegate for the project manager and has the same rights as the project manager. There can be more than one project admin in a project. Document manager: Has the same access rights as a project admin. This role is used in order to reduce the cost within a project. RDL manager: Can only work with the reference data menu. Subdomain leader: Project leaders have the responsibility of managing sub-domains within a project. The project leader has full rights within his/her assigned sub-domain, see Page 23

24 Project member: Member of a sub-domain. The member can only work with data files and cannot change the structure of the product structure. Detail descriptions of the default permissions for each of the user types are available in Table Using the project area The project area allows the system admin to add multiple users to a project at the same time, see Figure 13. To add users to a selected project, assign the correct role to the users by selecting a role from the dropdown list. After assigning the role to the users click on the Update button in the menu bar, see section B in Figure 4 and Figure 6. Figure 13: Add users to a project Assigning a different role to the same user Use the same routine described in 3.3.1, after updating the page you will see the different roles Removing a user from a project A user can be removed from a project only if all of its roles are removed first. To remove a user s role assign an empty role to the user in the project assigned role, see Figure 13. Page 24

25 Figure 14: Adding a blank role to the user After updating the server the user s role will be removed from the project, if the user does not have any other roles the user itself will be removed. 3.4 Creating a template project A template project is the layout of a predefined project that can be used by other new projects as a standard layout. To create a new template project first click on project template menu item, see Figure 5, and then click on the Add button in the menu bar, see section B in Figure 4 and Figure 6. This creates a new row in the project template grid that will allow the system administrator to fill in the needed information for the project template; click on the Update button in the menu bar, see section B in Figure 4 and Figure 6 to save the information to the server. IMPORTANT: Only the manager of the template project can include that template in another project. In other words, the template s project manager needs to be the manager of the importing project. In this version of EDMtruePLM the project manager cannot be changed, neither for the template project nor for the project that imported the template. 3.5 Creating a breakdown template A breakdown template is a product breakdown layout snippet including attached documents. This type of project can be used to store and save common breakdown structures within different projects as a small template within the system and be used as needed within a project; see for how to instantiate an existing breakdown template within a project breakdown. To create a new breakdown template first click on Breakdown template menu item, see Figure 5, and then click on the Add button in the menu bar, see section B in Figure 4 and Figure 6. This create a new row in the breakdown template grid that will allow the system administrator to fill in the needed information for the template; click on the Update button in the menu bar, see section B in Figure 4 and Figure 6 to save the information to the server. Page 25

26 3.6 setting The EDMtruePLM server can use an external SMTP server to send notifications to project users. To configure the SMTP setting click on the setting menu item, see Figure 5. This will open the Server setting page. The settings summary, see Figure 15, provides the basic information on the setting: Outlook enabled : If the outlook feature is enabled within the system SMTP enabled: If server side notifications are enabled within the system. SMTP server : The address of the SMTP server Server The address used by the EDMtruePLM server. Figure 15: summary setting To configure these settings click on the Configure button, see Figure 16. Figure 16: Server button menu bar This will open the Edit settings panel, see Figure 17. Page 26

27 Figure 17: Edit settings Provide the information and click on the Update button, see Figure 17. This will close the Edit settings and update the settings summary panel. The following list describes the items with in the Edit setting : Enable MS Outlook: Check if you wish the client to use the MS outlook installed on the client PC to send notifications. Important: If this option is selected make sure that the client s machine has an installed Outlook 2007 program available and that it has been setup correctly. If the MS Outlook is not setup correctly the client will display an error when trying to send notification. Enable SMTP : Check it if you wish the server to send notifications by using the SMTP server. SMTP server : The address of the SMTP server. Server The address used by the EDMtruePLM server. User: The registered username that is used to log into the SMTP server. Password: The password of that is used to log into the SMTP server. Port: The SMTP server port number Page 27

28 Enable SSL: Should the SMTP server use SSL to send s. If this option is selected the SMTP server must have a valid SSL certification Testing the SMTP settings By using the Test Connection button, see Figure 17, you can test the correctness of the SMTP setting or if any problems exist on the server side that will stop the notification. The test can be done either before or after the SMTP settings are saved to the server. To test the connection click on the Test Connection button and provide the system with an address to be used for the test. The system will ask the server to send a notification from the server to the given address, if any errors were found the system will show them. See Appendix C for problems that can happen while testing the notifications. Page 28

29 4 Logging in to a project Either double click on the EDMtruePLM icon on the desktop or use the Start menu to start the EDMtruePLM client login form, see Figure 18: Login form. Log into the EDMtruePLM client by entering the user s credentials. In order to log into the "System Administration Console" use the superuser login credentials. Figure 18: Login form Server Address : Write the address of the EDMtruePLM server into this field. If the server is located on another machine the IP address of that machine should be written and if the server is on the same machine as the client write localhost1 into the text area. Port: This is the server port that the serve is using, the default port number is Note: After a successful login the values of "Server Address" and "Port" will be saved. These values will be used the next time the login form is opened. After a successful login the user will be provided with the "Open project" form, see Figure 19, this form will show all the projects that the user is participating in. Select the desired project and the desired roles and click on the Open project button. Page 29

30 Figure 19: Open a project Page 30

31 5 EDMtruePLM client Functionality 5.1 How to create a project based on a template In order to create a project based on a project template, a new project must be created, see The first time the project manager has logged into the project it will be presented with the option to create the layout of the new project based on a project template, see Figure 20. Figure 20: Project template usage If the project manager chooses to use a project template the project template selection form will be displayed, see Figure 21. After selecting a project template the layout of the template is shown in the form, see Figure 22. Figure 21: Project template selection form Page 31

32 Figure 22: Selected project template layout After clicking on the "OK" button the selected layout will be created in the project. The project manager can also decide not to use a project template, which in this case the project manager will be presented with a completely empty project layout. In this case breakdown structure can be created step by step. 5.2 Creating a breakdown from scratch manually To create a root node for the project s product breakdown structure click on the Create product breakdown here node, see Figure 23, this will only be available if you have logged into a new project. After clicking on the root node the "Create main project breakdown" form will be displayed, see Figure 24. Figure 23: An empty product structure Page 32

33 Figure 24: Create main project breakdown The two "Root element id" and "Description" text field must be filled in order to create the root node. Root element id: Name, identifier, of the main (root) element of the breakdown structure. Description: Description of the main (root) element of the breakdown structure. Click on the "Create root of breakdown" button to create the root node. To populate the breakdown structure read chapter Importing a breakdown from a zipped file From a zipped baseline One option to create the breakdown structure is to import it from an exported baseline. The exported baseline will be within a zipped file. To import the zip file use the Import zipped baseline, see Figure 25. Figure 25: Import zipped baseline Page 33

34 The Import zipped baseline will allow you to point to the zipped file, see Figure 26. Click on the Import button to import the baseline to the new product structure. Figure 26. Dialog to import zipped baseline From an ASD PLCS DEX1 package To create a project based on an ASD PLCS DEX1 package, first create an empty project and log into it as the project manager. After logging into to project, use the Import from ASD DEX1 method accessible from the Product breakdown > Import / Initialize menu item, see Figure 27. Figure 27: Importing from a ASD PLCS DEX1 This will open a form (see Figure 28), where you can select the DEX1 zip package (with content as described in chapter 5.4.2) into this project. In addition to the zip package you can also import from a standalone step file when there are no documents to import. In this case the default EDMtruePLM reference data will be used for the project. Page 34

35 Figure 28: Import from ASD PLCS DEX1 form From a PDM package To create a project based on a PDM package first create an empty project and log into it as the project manager. After logging into to project use the Import from PDM package method accessible from the Product breakdown > Import / Initialize menu item, see Figure 29. Figure 29: Importing from a PDM package This will open a form (see Figure 30), where you can select the PDM package (with content as described in chapter 5.4.3) into this project. You can also import from a standalone step file, when there are no documents to be imported. In this case the default EDMtruePLM reference data will be used for the project. Figure 30: Import PDM package form Note 1: PDM import requires all referenced files to be located in the root folder of the zip-files and does not yet use the relative paths that the PDM information in the STEP-file provides Page 35

36 Note 2: The breakdown_element_name that is displayed for each node in TruePLM will be a concatenation of the following PDM identifications: PRODUCT.ID / PRODUCT.NAME / PRODUCT_DEFINITION_FORMATION.ID / PRODUCT_DEFINTION.ID A reduction algorithm is applied in order to avoid duplicated components in the name. Note 3: The imported file may contain products with identical identifiers. Each product will turn into a folder in the TruePLM product structure tree. To distinguish product instances with identical identifiers the PDM import will add a sequence number to the concatenated identifier like for the following two product instances with the identifier My_product_name (product_definition_formation.is is empty and prodct_definition.id is the same as for the product): My_product_id/:01 My_product_id/:02 Note 4: A product may be used in an assembly many times, like the same type of wheel is used in a car many times. In the PDM schema this is represented by the product_definition of the product being referenced by many instances of next_assembly_usage_occurence (NAUO). In such case the number of NAUO, that is, the number of instantiations of the product, is added to the concatenated product identifier as a number within parentheses like this: My_product_id/ : (8) In future releases of TruePLM each of the instances will be an individual sub-folder so that name and transformation matrix can be added. 5.4 Exporting the product structure There are three methods to export a product structure Exporting the current baseline To export the product structure current baseline to a zip file execute the Export current baseline command in the Product breakdown menu, see Figure 31. Page 36

37 Figure 31: Exporting current baseline This will open the Export baseline form. The form will display the version and baseline number for the current product structure and will allow the user to point to the directory where they will save the exported zip file, see Figure 32. The size of the zip file will depend on the number of nodes and data files within the product structure. Figure 32: Export baseline form Exporting to an ASD DEX1 zipped file In order to export a project as an ASD DEX 1 zip package use the Product breakdown > Export as ASD DEX command, see Figure 33. Figure 33: Export as ASD DEX1 Page 37

38 This will open the form where you can provide the export path and the filename for the exported zip file, see Figure 34. Figure 34: Export as ASD DEX1 form The default name for the zip file is Dex1export.zip. The content of the zip package is formatted according to the following rules: 1. A STEP file with name <project_name>.stp, which contains the product breakdown structure, where <project_name> is the name of the project data model from which the package is exported. 2. A STEP file with name <project_name_rdl>.stp, which contains the RDL associated with product breakdown structure. 3. A file with name <TRUEplm_project_name.txt>, which contains one line with the name of the project. 4. All the digital files referred to by the product structure. All DOCUMENT instances that represent digital files in the exported step file will have an IDENTIFICATION_ASSIGNMENT attached to it. The IDENTIFIER attribute will be a global unique identifier, e.g. 0$6JfIHNSHv800y1_lEtQG. That will also be the file name of the corresponding digital file. Such an identification will be classified as urn:rdl:epm-std: Project_document. For each DOCUMENT instance there is a corresponding DOCUMENT_VERSION. Attached to that document version is an IDENTICATION_ASSIGNMENT classified as urn:rdl:epm-std: Document_title. The digital file is replicated under the name : <DOCUMENT.IDENTIFIER.DOCUMENT_VERSION.IDENTIFIER>.<file name extension>, e.g. 0$6JfIHNSHv800y1_lEtQG.mypicture.jpg. E.g. the replica has a name that makes sense to the user in case she wants to open the package and have a look at the files. An export package generated by the EDMtruePLM can be directly imported Page 38

39 into a new empty project using the corresponding import function. If packages come from external sources, the EDMtruePLM expects the same package content/structure as described in this paragraph. Figure 35 displays the contents of a ASD DEX1 zip package. Figure 35: Content of the ASD DEX1 package Limitation: Projects that contain requirements cannot yet be exported. Actually it is possible to export, but importing such a population back into TruePLM will result in an erroneous population Exporting to PDM zip package In order to export a project as an PDM zip package use the Product breakdown > Export as PDM package command (see Figure 36). Page 39

40 Figure 36: Exporting to PDM This will open the form where you can provide the export path and the filename for the exported zip file, see Figure 37. Figure 37: Export to PDM form The default name of the zip file is PDMexport.zip. The content of the zip package is formatted according to the following rules: 1. A STEP file with name <project_name>.stp, which contains the product breakdown structure, where <project_name> is the name of the project data model from which the package is exported. 2. A STEP file with name <project_name_rdl>.stp, which contains the RDL associated with product breakdown structure. 3. A file with name TRUEplm_project_name.txt that contains one line with the name of the project. 4. All the digital files referred to by the product structure. All REPRESENTING_DOCUMENT instances are converted to PRODUCT_DEFINITION_WITH_ASSOCIATED_DOCUMENTS instances. PRODUCT_DEFINITION_WITH_ASSOCIATED_DOCUMENTS.id represents the name of the corresponding file in the package. Page 40

41 Limitation: Projects that contain requirements cannot yet be exported. Actually it is possible to export, but importing such a population back into TruePLM will result in an erroneous population. User defined properties are not yet exported Exporting a breakdown element as a zip folder Use the breakdown menu context to export a product node as a zip folder. Select the Export this node to Zip file menu item. Figure 38: Export to Zip file The zip file will include the product tree node s latest version, which will include the structure of the selected product breakdown node and all the documents of each child node. The zip file name will be based on the selected product element name and the latest version of the element. The following pattern is used for the file name: Element name _v version.zip 5.5 Breakdown management Adding and creating a new breakdown element To add nodes to the breakdown structure, right click on the main breakdown node and choose "Add element" from the context menu, see Figure 39. Page 41

42 Figure 39: Node popup menu The Add new child to element will allow the user to add new nodes to the product breakdown structure, see Figure 40. Element id: The name of the node within the product structure. Description: Description for the node. Element type: One of the following types: Module, Subsystem, System or Unit. Available element types can be edited by project manager by using following menu item. "Reference data" "Breakdown element types" (see chapter 5.9). Page 42

43 5.5.2 Renaming a breakdown node Figure 40: Node element type To rename an element, right click on the element and choose Rename element, see Figure 41. Figure 41: Rename element in popup window Page 43

44 Figure 42: Renaming a node The Rename breakdown element form will allow the user to rename the breakdown element, see Figure Changing the node description or type To change the element type or description right click on the element and choose Properties from the context menu, see Figure 43. Figure 43: Node properties selection The General tab in the "Breakdown Element Properties" form, see Figure 44, will allow the user to change the element type and description. To change the element type, select the new type from the Type dropdown list and to change the description type the new description in the Description text area. To save the changes click on the Submit changes button. The Restore values will only restore Page 44

45 the values for the element description and type if the user has not submitted the new values to the database. Figure 44: Displaying node s properties The button becomes enabled if either type or description is changed; it will be disabled after the Submit changes button is pressed. In addition to element type and description, the "General" tab represents the following non editable information about the selected breakdown element. Date created : When the element was created Date last modified: Last modifications to the element. Created by user: Who created the breakdown element. Last modified by: Last user to modify the element. Current version: The version of the breakdown structure when the element was updated. The version is an integer number and is increased by 1 each time when one of the following events occurs: The breakdown element is created/updated or deleted A data file is uploaded/updated or deleted Page 45

46 5.5.4 Moving a breakdown element To move an element click and hold the left mouse button on the element that you want to move. This will select the node, which you can than drag and drop on any other node beside itself. If you do drop the node on itself, you will get an error message for not being able to move the element to itself. To cancel the action while dragging the element, press on the keyboard Escape button To move the node the user must confirm the action, see Figure 45. Figure 45: Confirm moving of node Note: If the second method is used for moving a node, the Move node node name here item will not disappear from the context menu until the node is moved from its original place. Also, when a node is moved, all the node s permissions are kept intact and are not changed Deleting a breakdown element To delete a breakdown element right click on the element and choose the Delete element command from the context menu. Note 1: The delete will not be executed if the user does not have the delete right or under the selected element there is a document that is 1- Assigned to an action 2- Is within a data package. Note 2: The delete command will delete child nodes recursively. The user will be prompted for deletion of documents that have copies outside of the branch. Page 46

47 Figure 46: Deleting an element that has an assigned document Breakdown versions With each change within the product breakdown structure a new version of product breakdown structure is made, each new version is incremented by one. The breakdown structure version number is located on top of the breakdown structure, see Figure 47. Figure 47: Product tree version number The user can use the Version dropdown list to view different versions of the product structure, see Figure 48 Page 47

48 Figure 48: Viewing different versions of the product structure These views are read only and are shown in gray; users cannot change anything within the older breakdown versions Baselines Baselines are another method for versioning of the breakdown structure. A baseline is simply a tagged version of the entire breakdown or one branch of the breakdown. To create a baseline right click on the breakdown element and choose Create baseline here, see Figure 49: Baseline creation. Figure 49: Baseline creation Note that you can make baselines of the entire structure or just of a branch of it (partial baseline). Page 48

49 5.5.8 List of baselines, compare versions / baselines To compare breakdown versions and baselines go to Menu > Product breakdown -> Baselines Figure 50: Baseline history displays the "Baselines History" form. The window provides the user with the ability to view and delete baseline. Figure 50: Baseline history To view the difference between two baselines of the same branch, select the baselines from the two dropdown list and click on the "Show differences" button, see Figure 50. To compare two versions of the product breakdown structure select Breakdown version from the dropdown with its correct version number. The Result of the comparison is displayed in the Diff window, see Figure 51. The Diff window is divided into four main sections: Two Product breakdown windows: Show the two baselines or versions that are compared. The identification for each breakdown is placed on top of each window. List of differences: This shows the differences between the two breakdowns. Selected difference: A detailed description of the selected row in the list of differences. NOTES: Page 49

50 1. If you select a newer version to be compared against an older version, the Diff window will show what has been removed. 2. Partial baselines can only be compared against other baselines of the same branch you cannot compare them with the entire structure. Figure 51: Baseline comparison Searching for nodes within the product breakdown structure Two search methods are available for searching through the product breakdown structure, each search will be done on the selected product breakdown version. So if you need to search within a specific version of the breakdown you have to select the version first, see 5.5.6, and then perform the search Simple search The simple search method allows the user to search the entire or a branch of the product breakdown structure by node type and a given pattern for the node name. There are two methods for starting the simple search: 1. Use the Product breakdown > Find breakdown element command Page 50

51 Figure 52: Find breakdown element from menu 2. Using the product breakdown context menu. Figure 53: "Search element" context menu item The simple search user interface, see Figure 54, allows the user to search the product tree using different options. Element id: The element id, node name, can either be the exact name of the desired name or a pattern. The following patterns can be used within the element id field - Matches any letter o ^ - Matches any upper case letter o? - Matches any character o & - Matches reminder of string o # - Matches any digit Page 51

52 o $ - Matches a substring terminated by a space character or end-of-string o * - Matches any number of characters o \ - Begins a pattern escape sequence o! - Negation character (used with the other characters). Element type: Allows the search to be targeted to only nodes that have the same type as the given element type. Search area: The search can either be performed in a selected branch or the entire product breakdown structure. Figure 54: Simple product breakdown search window Advanced search The advanced search can only be started from the simple search form, simply click on the Advanced button in the Find breakdown element, see Figure 54. The advance search, see Figure 55, allows you to narrow the search through the use of extra search options. In addition to the simple search options the advance search provides the following new search options: Project phase: The phases for the project. Modified between: Dates that the last update was done to the element Created between: The date that the element was created Last modified by: The last user that updated the element Created by: The user that created the element User defined properties: Search elements based on values for user defined properties; see chapter for more information on user defined properties. User defined properties can be searched based on a given value. Select the property from the Property name drop down list and provide either a string or a pattern; look at Element id for the correct pattern usage. Afterwards, click on the ADD >> button to add the selected property to the search criteria. In order to remove the properties from the search use the Clear all button. Page 52

53 Figure 55: Advanced breakdown search Exporting the search results to an Excel sheet The system has the ability to export the search result to an Excel sheet. To do so, click on the Excel icon, see Figure 56, on top of the document search form, see Figure 54. Figure 56: Excel export Extending the product structure with a breakdown template A breakdown template is a predefined breakdown structure that can be reused when creating and extending the product tree; see 3.5 for creating breakdown templates. To extend the product structure use the Import breakdown template here within the breakdown structure context menu. Note: Breakdown templates cannot be added to the root node of a breakdown. Page 53

54 Figure 57: Import breakdown template The client will provide the user with the available breakdown templates. Figure 58: Available breakdown templates Select a breakdown template and click on the OK button Breakdown changes report To get a report of changes within a project within the entire breakdown structure use the <Product breakdown/ Show breakdown changes report>. The menu item is represented at the Figure 59. Page 54

55 Figure 59. "Show breakdown changes report" menu item The following form (Figure 60) is displayed when user clicks the menu item. Figure 60. "Breakdown changes report" form The form contains controls to specify time frame to generate history report witching the frame. Following named time frames are predefined: "Past Week", "Past 2 Weeks", "Past Month", "Past 3 month", "Past 6 Month" and "All time". Corresponding date picker controls change their values according to selected named time frame. "Custom" item is selected automatically when user change either of date picker control value. The table shall be populated according selected time frame when "Generate report" button is clicked. The items in the table can be sorted or/and grouped by any of its column. Report can be stored as Excel sheet by clicking "Save as Excel sheet..." button. Page 55

56 Mass budget calculation Mass budget calculation requires a certain product breakdown structure and certain types of breakdown elements to be present, like the example in the Figure 61. Figure 61. Sample of product breakdown structure Only following breakdown element types are involved to mass budget calculations. System Module Sub-system Unit. Breakdown structure may in addition have elements of any other types. Unit breakdown elements are leaves of a breakdown structure. Sub-system breakdown elements may have zero, one or more Unit children. Sub-system elements must be child nodes of either Module or System. Module and System may have zero, one or more children nodes. The breakdown element properties listed in Table 1 are used for mass budget calculation. Note: These properties and the mass budget feature in general are invoked by a tick box when the project is created. See chapter for details. Table 1: Properties involved in mass budget calculation Property name Unit Comment Margin (enum) % May be manually given or calculated Mass value Kg May be manually given or calculated Mass value with margin Kg Read only value. Calculated by the system. Page 56

57 Mass input method Margin input method Read only value. May have following values - Manual (user defined value) - Calculated (calculated value) - Incomplete (not complete calculations) The same as for "Mass input method" Sub-domain leader shall be responsible for updating the values to calculate mass budget (for example, "Margin" and "Mass value"). The property values are calculated by the system on demand based on the values given by each sub domain. This will reduce the time needed for refreshing and uploading the breakdown structure. Breakdown element types Module and System The elements of these types have the following properties defined (if any). Margin Mass input method Mass value Mass value with margin Margin value shall be selected from a given alternatives (5, 10 and 20 %). Mass value may be given by user manual. Or it may be calculated by request. Mass value with margin is calculated automatically if both (Margin and Mass value) are given manually or changed during mass budget calculations. "Mass input method" has value "Manual" in case of manual assignment of "Mass value". And it has value "Calculated" after successful calculation of mass budget values along a tree branch. Otherwise "Mass input method" has value "Incomplete". Breakdown element type Sub-system The element of this type has the following properties defined (if any). Page 57

58 Margin Margin input method Mass input method Mass value Mass value with margin Margin value may be selected from a given alternatives (5, 10 and 20 %). "Margin input method" will be "Manual" in this case. Or Margin may be calculated by request. In this case "Margin input method" will be either "Calculated" for successful calculations or "Incomplete" otherwise. Margin is calculated as weighted average value of lower (Unit) level Margin values. Mass value may be given by user manual. Or it may be calculated by request. Mass value with margin is calculated automatically if both (Margin and Mass value) are given manually or changed during mass budget calculations. Breakdown element type Unit The element of this type has the following properties defined (if any). Margin Mass value Mass value with margin Here Margin and Mass value shall be given manually. Margin value may be selected from a given alternatives (5, 10 and 20 %). Calculation of mass budget can be performed from any level of a breakdown structure (except leaf elements) by clicking "Calculate mass budget" context menu item. Page 58

59 Figure 62. Calculate mass budget menu item Figure 63 presents an example of calculations for Sub-system element that have two Unit children. Figure 63. Example of mass budget calculation Version control When the versioning is set to manual the user can change the version number by clicking on the icon on top of the product tree, see Figure 64. Figure 64: Manual version control This will increase the version number by one. The version of the breakdown will not change until the user clicks on the control. If the versioning is set to automatic, the user will get an error if the above functionality is used. Page 59

60 5.6 Document management EDMtruePLM is a product data management system, which disassembles a product into parts, also called breakdown elements. Each part may include sub parts, sub-elements, and the documents related to it. Documents are stored under each element within a file folder, which allows the system to keep track of all necessary files for an element The local folder Before any operation with a data file the local folder must be created. The local folder is a temporary folder that the EDMtruePLM uses to hold project documents on the client machine. The first time the user logs into a new project the client shall ask for the project s local folder, see Figure 65. Figure 65: Asking to set the local folder If you select Yes the project s local folder path selection form will be displayed, see Figure 66. Figure 66: Project's local folder path form Page 60

61 Through this the user can select a location for the local folder. If the user selects No than the client will create the following folder within the user s My Document folder. Jotne EPM Technology\EDMtruePLM_Client\ And will set this location as the project s local folder. If the user selects Cancel than the local folder must be manually be set through the Files menu. To select the local folder execute the Open my local folder (see Figure 67). Files Open my local folder Figure 67: Short cut to the user defined EDMtruePLM local folder If the folder is defined from before, the file explorer will open in it, else it will ask for the destination for the local folder. Note: The local folder must be defined separately for each project. If the local folder is not defined you will get an error Customizing view, edit and compare functions By default document can be viewed or edited ("View" and "Edit" command) by application registered in Windows according file extension (document type). For example, document with type ".doc" probably will be opened by MS Word application. Before comparing different versions of a document in the check in form the user must define a compare application for the document type. This is done by running the file associations command at the following main menu "Client configuration" "File associations" Page 61

62 This command will open the "File associations" form, which allows the user to associate applications to each file type, see Figure 68. Figure 68: Assigning a file extension to external applications Note: Associations defined with the "File associations" form are stored on the client, not on the server. Consequently, these associations can be different for each installation of an EDMtruePLM client. To create these associations select the file type from the Edit associations for file type drop down list, this will allow you to select the correct application for viewing, editing and comparing files with the selected file type. For each option you can either select from the available applications or select a new application by clicking on the Select other application button. In this case you will need to give the new application a name to be added to the available list, see Figure 69. Page 62

63 Figure 69: Adding an external application name Adding data files Each document shall be added to the breakdown element that it belongs to either by using the breakdown context menu or by dropping the files directly onto a breakdown element Adding data files through the context menu To add files to a breakdown element, right click on the element and choose the "Add data files..." context menu item, see Figure 70. Figure 70: Adding a data file The opened Add new data file form, see Figure 71, allows the user to add either a single file or multiple files. Page 63

64 Figure 71: Add new data file form To select the file(s) use the Edit list button to select the files and the edit file list, see Figure 72, to add or remove file(s) before adding the files to the breakdown structure. Page 64

65 Figure 72: Listing the data files to be added After selecting the file(s) fill in the form entries: List of selected files: Number of files to be added Source: Where does the file come from; for example, is it an internal resource or has an external origin. New types of sources can be added by using the Add source button. Content type: The category of the data file(s). Description: A short description for the file(s) Discipline: Document(s) discipline. Project phase: Project phase the document(s) applies to, this is based on the project s current phase. Current status: Status of the document(s). Editor: The person who has edited the file(s). Responsible: The person who is responsible for the file(s). Reviewer: The reviewer for the selected data file(s) Approver: The document approver for the selected file(s). Release manager: The document release manager for the selected file(s). Important: Page 65

66 The default Responsible user is selected based on the availability of a sub-domain. If the user is adding a data file to an element that is not part of a sub-domain, the default Responsible user shall be the user adding the data file. However, if the data file is added to a sub-domain the Responsible user shall be the sub-domain leader. In both cases, the user can use the Responsible dropdown control to select another user as the data file Responsible user. The selected file(s) will be placed under a files node attached to the selected breakdown element, see Figure 73. Figure 73: Data file folder in the product tree File formats File extensions (formats) can be added manually or automatically by the system. To add manually use the Add file format button and write the extension in the form. If the file extension does not exist when adding a file(s), the system will ask the user if it should add the new extension to the system, see Figure 74. Page 66

67 Figure 74: Adding a new data file extension to the system The system must know the file extension before it can add the file(s) to its repository Drag and drop data files It is possible to add data files by dropping the selected files onto a selected node. To drop files onto a node the node must first be selected, see Figure 75. Figure 75: A selected node Now the file(s) can be dropped onto the selected node. The Add new data file form will be displayed with all the dropped files shown in the Dropped files list, see Figure 76. As with adding files from the context menu, you will need to fill in all the form entries before adding the files to the product breakdown element. Page 67

68 Figure 76: Dropped files onto an element Drag and drop It is possible to drag and drop directly from MS Outlook 2007 on to a folder in the product breakdown tree. To add s simply select the s from your MS Outlook and drag and drop them on a folder in the product breakdown tree, see Figure 77. Page 68

69 Figure 77: Dropping s on a folder After dropping the s the "Add new files" form will be displayed, see Figure 78. Figure 78: Add new file form Page 69

70 Fill in the required information and press the Add data file button. The title of each will be based on its sent date and its subject. The date will allow the s to be sorted based on their sent date, see Figure 79: Dropped . Figure 79: Dropped Note for Lotus mail users: Due to lotus mail limitations s cannot be directly dragged and dropped from the mail client. In order to add s from a Lotus mail client, the must be first saved as a.eml file. Dropping this file on to the product structure will allow the EDMtruePLM system to read all necessary information from it. Page 70

71 Move or link documents There are two ways to move/link documents in the breakdown structure: By Cut/Paste a. Right click on a document and select Copy/Cut from the menu. Cut will move the document. Copy will link the document. b. Right click on a breakdown element and Select Paste from the menu. Figure 80: Copy or Cut a document Figure 81: Paste a document By Drag/Drop Left click on a document. Drag onto a breakdown element and drop it. A dialogue box will pop up: Page 71

72 5.6.4 Viewing files Figure 82: Move or link a document To view a file select the View command from the context menu item, see Figure 83. Figure 83: File view Viewing a file with an alternative application Figure 84: Opening the document with the non default program Page 72

73 Use the document s context menu Open with menu item to open the selected document with some other application that the default application. This will open the default windows application selector where you can select the wanted application Downloading files Use the Download command from the context menu, see Figure 83, to download files to your local folder Exporting MS Office document as PDF documents To export a MS Office Word or Excel document to a PDF document, use the Export as PDF menu item in the product breakdown content menu. Figure 85: Exporting MS Office document as a PDF document The system will create a PDF document with the same name as the exported document in the chosen folder. The system will allow you to save the exported PDF file in the same product element as the original file. Figure 86: Save the generated PDF file Page 73

74 The following rules are followed if you want to save the generated PDF file. 1- You cannot change the name of the generated file 2- The name must be unique 3- If a PDF file with the same name exist that the system will allow you to either a. Not save the generated PDF file b. Use the generated PDF file as a new version of the existing PDF file. In this case if the original document is a new issue that the PDF file will also become a new issue of the existing file Checking out and editing files EDMtruePLM supports exclusive document editing that only allows one user to edit a document at a single time. To have exclusive rights to edit a specified document the user should check out the document, which is done through either the breakdown context menu Check out and Edit command or the Check out command, see Figure 87. To store the updated content of the document to the server the Check in command in the document s context menu must be used. Figure 87: Check out in context menu After checking out a data file the icon data file icon will display a green exclamation mark, see Figure 88. Figure 88: Checked out data file The difference between Check out and Edit command and the Check out "Check out" command is that the latter only checks out the file that will lock the data file from any type of updating from other users. Likewise, the Check out and Edit command puts a lock, but also opens the data file for editing. Page 74

75 Note: When checking out a document that has document associations, document links, all of the document associations will be checked out Checking in files In order to save your updates on a checked out files you must check in the files. By checking in a file the following process happen 1. The files is copied to the database 2. The version of the files is updated 3. The lock on the file is removed. Figure 89: Check in form Figure 89 show the Check in files form. The form allows the user 1. Check in multiply files 2. Undo check in for multiply files 3. Change Document status 4. Change document Issue 5. Remove Red flags, see View local copy of the file 7. View server copy of the file 8. Compare the local copy with the server copy. Page 75

76 Important: When checking in a file you must not change the context of the file. Allow the check-in process to finish before editing the file. NOTE1: The system does not have any internal capability to open files and realise other applications to open or compare data files. Please see for instructions on how to configure the system with other applications. NOTE2: When checking in assigned documents all the assigned documents will be displayed Undo check out In addition to the Check in files form, the system allows the user to undo a check out through the breakdown context menu, in this case use the Undo check out item that will appear on checked in data files context menu. Figure 90: Undo check out Note: The project manager can use the "Undo check out" command for documents checked in by any user Comparing file versions To compare the local document with the server based document use the "Compare (local <-> remote)" context menu item by right clicking on the selected file, see Figure 91. The output will depend on the application the user has defined. Page 76

77 Figure 91: Comparing file Document dependencies and red flags To create a dependency between two documents click on the "Edit document relationship..." context menu item, see Figure 92. Figure 92: Editing file relationships This will result in the creation of two folders "Affected files" and "Affecting files" under the selected document, see Figure 93. Page 77

78 Figure 93: File relationships The data files in the child node Affected files depend on the data file they are attached to. In contrast, data files within the Affecting files do not depend on the data file they are attached to, but it shows that the data file depend on the data files within the Affecting files node. As an example, see Figure 94, System requirement Rev 1 depends on the Requirements for sub system one and Requirements for subsystem two data files and any change done to the two subsystem requirement files will affect the System requirement Rev 1 file. Figure 94: Relationships between two documents To remove a dependency or to go to the related document in the breakdown element, right click on the related document and chose corresponding context menu item, see Figure 95. Figure 95: Removing relationships The "Delete relationship" will remove a dependency from both documents and the Go to File will show the file on the product breakdown structure. When the user tries to check in a document that other documents are dependent on the system will issue a "Dependency Warning", see Figure 96. This form will display the files being checked in and will ask the user if a red flag is needed for the files affected by the change. Page 78

79 Figure 96: File dependent warning The red flag is a notification that allows the user to do changes on one data file and also find all other data file that might need some changes due to dependencies between the data files. The red flag is displayed on the breakdown structure on the left hand side of a data filet, see Figure 97. Figure 97: Red flags on dependent documents Deleting relationship will only remove the relationship folder, but the red flag on the other document will remain as a reminder, this is shown in Figure 98. Figure 98: Removing a relationship will not remove red flags To remove a red use the breakdown context menu item Clear red flag ; this menu will allow the user to either remove the red flag or see the history of the affecting file. Use this to see the history for the affecting file. Page 79

80 Use this to remove the red flag. Figure 99 shows the above two options for one affecting file. Figure 99: Actions for removing red flags The first option will display the history affecting file, see Figure 100. By selecting the red flag, the red flag will be removed. This will not remove the dependency, but only will remove the notification for the version of the affecting data file. Figure 100: Document history The orange row shows, which version of the affecting document was selected. Page 80

81 Sticky notes on documents Sticky notes are Reminder notes for data files. To view or create a sticky note, click on the "Sticky notes..." context menu item by right clicking on a data file (see Figure 100). Figure 101: Adding a sticky note This will bring up the sticky note form, see Figure 103. Data files with sticky notes have a yellow box attached to their icon on the product breakdown structure, see Figure 102. Figure 102: Sticky note in breakdown If a data file has more than one sticky note, the user can use the <<prev and next>> buttons to go through them. It is also possible to remove a sticky note by using the Remove this note, see Figure 103. Page 81

82 Figure 103: Sticky note form Grouping documents as Data packages A data package is a collection of documents that are used in a review process. To create a data package use the "Files" "Data Packages Management" command. This will result in the data package management form, see Figure 104. IMPORTANT: When working within a template, the manager can only create an empty data package and empty versions of that package. This type of data package can be used in scheduled events Adding data files to a data package To create a data package click on the Add new data package ; you will be asked for a name for the data package. After creating the data package select the files from the product breakdown and drop them on to the grid area. The grid will display the data file with its description, version and status. Page 82

83 Removing data files from a data package To remove a data files from a data package, select the data file and click on the Remove selected item from list. Figure 104: Data package form Creating a new version of a data package To create a new version of a data package, click on the Create new version button. Each data package can have different data files within it Deleting a data package version To remove a data package version select the version from the Version drop down list and click on the Delete this version. Page 83

84 Deleting a data package To remove a data package use the Delete this data package button; this will remove the data package with all its versions Document search (simple and advanced) Within a breakdown structure it is important to easily find documents as the breakdown structure grows. In EDMtruePLM the user can use the document search form to find the required documents. The document search form is located at the bottom of the user interface screen and has two different user interfaces: Simple and advanced mode. Each of these searches will be done on the selected product breakdown version. So if you need to search within a specific version of the breakdown you have to select the version first, see 5.5.6, and then perform the search. In the simple mode, see Figure 105, the user should specify following parameters. Discipline: One of available document discipline can be selected. No discipline is specified if "[all disciplines]" is selected. Content: One of available document content types can be selected. No document content type is specified is "[all types]" is selected. Find in: The search is performed in entire breakdown structure if "all nodes" is selected. It is possible to decrease the search domain to one branch of the breakdown structure if "selected node" is chosen. Title: Enter document title. The following wildcards may be used in the text field. - Matches any letter o ^ - Matches any upper case letter o? - Matches any character o & - Matches reminder of string o # - Matches any digit o $ - Matches a substring terminated by a space character or end-of-string o - Matches any number of characters o \ - Begins a pattern escape sequence o! - Negation character (used with the other characters). Page 84

85 Figure 105: Document search form To perform a advance search click on the "Advanced..." button in the search form, which will open the "Advanced document search" form, see Figure 106. Figure 106: Advanced document search form The advanced document search form allows the user to search for a document by using the document s metadata. These metadata are: Page 85

86 Title: see previous definition Description: search for a string within the document description; see title description for more info. Source: The origin of the document. Search in: Search the entire breakdown structure or just a branch. Discipline: Search for data files within the selected discipline. Project phase: Search for data files within the selected project phase. Context type: Search for data files with the selected context type. File format: Search for data files with the selected file type. Submitted date: Search for data files with submitted date between the given dates. Modified date: Search for data files with Modified date between the given dates. Creation date: Search for data files with Creation date between the given dates. Status of the document: Search for data files with the selected status. Check out by: Search for data files that are checked out by the selected user. Sticky notes: Search for data files that have sticky notes. Red flags: Search for data files that have red flags. Last modified by: Search for data files that were last modified by the selected user. Created by: Search for data files that were created by the selected user. Editor: Search for data files that have the selected user as their Editor. Responsible: Search for data files that the selected user is responsible for them. Document user defined properties: Search for data files with a specific value for the selected document defined property. For the value you can use the same wildcards described for the title search Exporting the search results to an Excel sheet The system has the ability to export the search result to an Excel sheet. To do so, click on the Excel icon, see Figure 107, on top of the document search form, see Figure 105. Figure 107: Excel export Page 86

87 Document templates EDMtruePLM allows the user to create MS Office Word documents based on document templates. Document templates are defined per project; this will allow the project manager to create standard document templates that will be used throughout the project Creating a MS Word document template A document template is a.docx file, compatible with MS Word 2007 and above, which is created by using the standard MS Word functionality. By using standard placeholder fields within the document template the EDMtruePLM system can update the context of the document. Figure 108 illustrates different sections within a document template cover page. Figure 108: Sample document template The following content is marked with red numbers: 1- Inserted image. 2- Simple formatted text. 3- DocVariable field. Go to the next page to see how to add the DocVariable to a document. 4- Version history table. Bookmarks are used for marking the table. Page 87

88 5- DocVariable field in table. A document created from Figure 108 document template may look like in Figure 109. Figure 109: Generated document from a document template Marked fields and bookmarked tables are updated with each document check in operation automatically. Marked fields get new values and bookmarked tables get a new row. Note: Marked fields and bookmarks are by default hidden in the office documents. This might lead to some unwanted side affects when adding these types. It is recommended that you unhide these types by 1- Open the MS Word Options 2- Click on the advanced option 3- Select the Show bookmarks and Show field codes instead of fields values Important: Remember to unset the Show field codes instead of fields values and Show bookmarks after you have designed the template. If you do not deselect the options the values of the DocVariables will not be shown and only the DocVariable code will be displayed and also a line will be displayed in the bookmark section. Page 88

89 DocVariable fields To add a DocVariable field do the following steps 1- Place the cursor on where you want the values to be updated, for example the Document title, white row, in Figure Go to the MS Word insert tab and click on the Quick Parts > Fields, see Figure 110. Figure 110: Adding DocVariable fields 3- Select the DocVariable from the fields names list and enter the field property name. Page 89

90 Figure 111: Adding field names See Figure 111 for legal field names. The value of the "Document title", see Figure 109, shall be substituted by the current value for the inserted field when the new document is created from this template. Adding bookmarks Bookmarks are used to add the Version property value to a table that is supposed to grow, e.g. after each check-in. The existing information is not removed, but new data, that is, a new row, is added to the existing table. To use this functionality you must follow the following rules: 1- The table must have at least two rows. One row is the header, the other one is an empty row. 2- The header row must be located at the bottom of the table. 3- One of the header rows cells must be bookmarked as Version. Figure 112: Same bookmarked table Page 90

91 To bookmark the table place the cursor in the column header cell, for example, the Client cell in Figure 112, and add the bookmark by 1- Go to the insert tab in MS Word and click on the Bookmark button. 2- Add the Version as the bookmark name and click on the Add button. 3- You can add Doc Variables to other cells of the table if needed. Figure 113: Bookmarking the version table Adding the document template to the system Document templates are added to the root node of the product structure. To do so right click on the root node and select the Add document template. Figure 114: Adding the document template Page 91

92 After selecting and adding the document template, it will be placed within a template node attached to the root node, see Figure 115. Figure 115: Document templates attached to the root node Document templates context menu You can use the context menu, right click on the document template, to View, download or delete the selected document template. Figure 116: Document template context menu Creating a document from a document template To create a document from a document template right click on the breakdown element that you want the new document to be added to and select the Create new data file menu item, see Figure 117. Figure 117: Creating a new document based on a document template Fill in the form and press Create document, see Figure 118. Page 92

93 Figure 118: Create new document from template form The new document will be added to the selected node, see Figure 119. Figure 119: New document created from a document template Page 93

94 5.7 Access control EDMtruePLM provides the following three levels of access control: 1. User types 2. Breakdown access control 3. Read only properties Default permissions The default permissions in EDMtruePLM are displayed in table 1: Table 2: Default permissions in EDMtruePLM User Type Permission Read Write Delete Project Manager Yes Yes Yes Project Administrator Yes Yes Yes Document manager Yes Yes Yes RDL manager No No No Project Leader Project Member In Sub-domain Yes Yes Yes Outside of sub-domain NO NO NO In Sub-domain NO NO NO Outside of sub-domain NO NO NO NOTES: By default after creating a sub-domain, none of the assigned project members have access to it; the sub-domain leader must explicitly give access to project members through roles. The read/ write / delete access rights for project members only covers data files and not breakdown nodes. Page 94

95 5.7.2 Customizing access control: user types, sub-domains and roles EDMtruePLM provides access restrictions on the breakdown structure by using sub-domains, roles and breakdown element permissions Roles Roles are the different categories of users within a sub-domain that are created by a project manager or a project administrator. To define new roles or delete existing role use the "Reference data" "Project Roles" main menu item. Figure 120 represents the "project role" form. Figure 120: Project roles The project role form can also be opened from the sub-domain management form, see Figure 123, and the Edit permission for breakdown element form, see Figure 126. To create a new role, write the role name and click on the Add new button. To remove the role, select the role from the drop down list and click on the Delete selected project role. Users can have different roles within a project; this will allow them to have different permissions in different areas of the product breakdown structure Sub-domain A sub-domain is a part of the breakdown structure. It can be a branch or just an element. To create a sub-domain the project manager or project administrator must select the breakdown element and click on the Create sub-domain here context menu item, see Figure 121. NOTES: To create a sub-domain the project must have a user with project leader as its user type. While the project manager and the project admin have higher privileges within the project, only a project leader can be responsible for a sub-domain. Page 95

96 Project members have only access to project sub-domains and without a sub-domain the project is only accessible to the project manager and project admin. Figure 121: Sub-domain creation By clicking on Create sub-domain here the create sub-domain form will be opened, see Figure 122. Figure 122: Sub-domain creation form A project leader must be selected for the Responsible project leader before clicking on the "Create sub-domain" button.. The selected breakdown element becomes the root of created sub-domain. To edit or manage sub-domains right click on a sub-domain root and choose Manage sub-domain context menu item. "Sub-domain management" form will be opened, see Figure 123. The form allows Page 96

97 the sub-domain leader to add users to the sub-domain and assign access rights to each user. Access rights in a sub-domain are executed by assigning roles to project member users and assigning permissions to each role. Figure 123: Sub-domain management form User may be assigned different roles within a sub-domain Adding members to the sub-domain To add a project member to a sub-domain select the project member from the Other project members drop down list and click on the << Add member button. To remove a member, select the member from the Sub-domain member list and click on the Remove member >> button Assigning or removing roles to sub-domain members A new sub-domain member will not have any role(s) assigned to it. To assign a role 1. Select the member from the Sub-domain member list. 2. Select the role from Add/remove this role to selected member. 3. Click on << Add to member to assign the role or Remove from selected >> to remove it. If the role does not exist, click on the Edit role list to create a new role. Page 97

98 Changing the permission for each role To assign the type of permissions for each role within a branch click on the Property context menu item, see Figure 124. Figure 124: Breakdown element property This will open the Breakdown Element Properties window for that breakdown element. The second tab, Permissions tab, shows the default permissions for the breakdown element, which by default are no access for project members. To assign access rights click on the Change permissions button. Page 98

99 Figure 125: Permissions tab This will open the Edit permissions form, see Figure 126. This form allows assigning the execution of an operation to a role within the selected branch. IMPORTANT: Assignment of permissions is done recursively, that is, if you assign a set of permissions to a parent node all of its child nodes will inherit those permissions. In order to change the permissions of child node, each child node must be handled separately. Page 99

100 Figure 126: Breakdown permission form The project leader must specify operations that a role can execute; this is done by 1. Select the Operation from the Operation drop down list 2. Select the role from the other roles 3. Click on the << Add role to list button This will add the selected operation to the selected role. To remove an operation from a role, use the Remove role from list >> button. After assigning the operations to roles click on the Done button, which will take you back to the Breakdown Element Properties window. Now the permissions for that element is shown, see Figure 127. Page 100

101 Figure 127: Permissions for a breakdown element Figure 127 shows the permissions for a breakdown element that has read access to read-only, in and out roles and write and Delete permissions for the in role only Customizing access control: property values Property values are by default editable project managers and project leaders. The project manager can create a property that is read-only by other users and only the project manager can change it value. This is done by assigning a property as read-only through the Property definition forms, see 5.9. Users that are not the project manager will get an error, see Figure 128. Page 101

102 Figure 128: Read-only property Note 1: There is currently no way to unset this restriction other than by deleting and re-introducing the property definition. Note 2: A restricted user may still change the text in the property value form(s), but when selecting Update an error message will appear. Thus, the value will not change in the database. 5.8 Project management EDMtruePLM provides two different approaches for managing a project. First the "Project management" menu item, which provides the user tools to manage the progress of a project. Second the "Reference data" menu item, which creates boundaries for the project through the use of metadata Milestones overview Note: Only the project manager and project administrators can create milestones. To open the milestone form, use the "Project management" "Milestones" main menu item. Here the user can create, remove or modify milestones. To create a new milestone click on the "Add milestone" button, see Figure 129: Project milestones. Page 102

103 Figure 129: Project milestones Add the information into the displayed fields and click on the Submit changes button. To remove a milestone, select the milestone and click on the Delete selected. To update the server, click on the Submit changes button. You can use the Revert changes to remove any changes before they are submitted to the server. If changes have been sent to the server, they cannot be reverted Importing data from MS project It is possible to import project milestones and tasks and sub tasks into EDMtruePLM system. To do so the user must export the MS project data as a xml file. Afterwards, the exported XML file can be imported into the EDMtruePLM through the Import from MS Project button, see Figure 129. Click on the button to open the Import MS project To select the file click on the three dots in the top text area next to the Process selected file button. Page 103

104 Figure 130: Import MS Project form To process the MS Project file click on the Process selected file button. The system will process the XML file and show all the Milestones and tasks in their corresponding windows. Select the items that you would want to import into the EDMtruePLM system. To import the selected milestones and tasks click on the Import button, but before that the event type for the tasks must be selected. The form allows the user to select one event type for all the selected tasks. After selecting the event type click on the Import button, the selected milestones shall be stored as EDMtruePLM milestones and the tasks shall be stored as an EDMtruePLM Scheduled tasks. Note that no notification shall be created for the import process Scheduled events Note: Only the project manager and project administrators can create milestones. Page 104

105 Scheduled events are project actions that are performed on data packages. Thus, before creating an event a data package needs to be available, see chapter To create a scheduled event use the "Project management" "Scheduled events" main menu item. This will open the Scheduled events form, see Figure 131. Figure 131: Schedule event form Create a new event by clicking on the "Add new" button, which will open the "Add new scheduled event" form, see Figure 132. Figure 132: Add new schedule event form All scheduled events will be listed in a grid without any dates associated with them, see Figure 133. IMPORTANT: When working within a template, the manager can only create scheduled events without assigning date or participants to it. The template scheduled events will only show what events must be performed in the project and cannot add data or users to it. Page 105

106 Figure 133: Schedule events listed without any dates To updates the details for each scheduled event click on the "View details" button, see Figure 133, this will open the Scheduled event details form where the user can edit the event, see Figure 134. Figure 134: Scheduled event details The different inputs in the form are described below: Event type: The type of the event Description: Description for the event Related system / module: The breakdown element to which this event belongs. Select the element from the product breakdown and drag and drop it into the Related system / module Page 106

107 area. Note that the sub-domain leader can only add associate breakdown elements from its own sub-domain to the event. Related milestone: The milestone to which this event belongs. Set by user: The person who has created this event. Planned start date: The planned date to start this event. Planned end date: The planned date to end this event. Actual start date: The actual date when this event started. Actual end date: The actual date when this event ended. Participants: The persons who shall attend this event. Input data package and version: The data package version that will be used as an input to this event. Output data package and version: The data package version that will result from this event. Comments: Remarks. By clicking on the Submit changes the event is created and a notification is sent to the participants. Each participant will receive two notifications: 1. sent to their address 2. A notification on their EDMtruePLM client notification board. The will only notify the user that they have an action waiting for them and they will need to go to the EDMtruePLM client to handle the action. The Revert changes will clear the form, but it cannot remove the event if it has been submitted to the server Delete a scheduled event Select the event from the scheduled event list, see Figure 133, and click on the Delete selected button. This will remove the event from the scheduled event list Creating a Gantt chart for scheduled events and milestones To create a Gantt chart for the milestones and scheduled events use the Project management> Events Gantt chants, see Figure 135. Page 107

108 Figure 135: Gantt chart This will open the Gantt chart settings form, see Figure 137. Figure 136: Gantt chart settings This will allow you to select what you what to be displayed within the Gantt chart: Planned date: show Planned dates Actual date: show actual dates From: start from date To: end date if nothing is selected all options will be available Project actions To create an action, click on the "Project management" "project actions" main menu item. The project action form, see Figure 137, allows you to create an action and assign that action to a user or users. In addition, it allows documents to be added to the action. Page 108

109 Figure 137: Project actions Actions are grouped by action list. To create an action list click on the Create new action or list, which will open the "Create new actions / action lists" form, see Figure 138. The form will allow the user to either add an action to a action list or create an action list Create an action list Write the name of the action list in the Select or enter action list and press the keyboard Enter. The new action list will now be available in the action list Delete an action list Select the action list from the Select or enter action list and click on the Delete list button. Page 109

110 Figure 138: Create a new action Create an action in an action list Select the action list from the Select or enter action list list and add a description for the action in the Action description text area; Action do not have names. After writing a description for the action select the status of the action and click on the Create action button to create the action Creating a review or approval action for a document Document can be sent directly for either a review or an approval process by using the document context menu, see Figure 139. Figure 139: Sending a document for review or approval By creating a review or approval action a new action will be added to the to either the Reviews or Approvals action list. These two are the only predefined action list that are defined by the system. Page 110

111 Figure 140: Reviews and approvals action lists A review action can only be created once for each version of a document. In addition, an approval action can only be created when the review action is completed. Note: Review and approval action do not get a deadline date Managing actions All actions lists with their actions are listed in the action list, see Figure 137. To execute an action you will need to first add 1. The deadline for the action. 2. The people responsible for the action. 3. Documents that might be involved in the action to the action. To do the above task select the action from the action list and input the values to the form. To send the action, click on the Submit changes. By submitting an action the action responsible will receive two notifications: 1. sent to their address 2. A notification on their EDMtruePLM client notification board. The will only notify the user that they have an action waiting for them and they will need to go to the EDMtruePLM client to handle the action Notifications board For each action and scheduled event a notification is sent to the assigned user. Notifications are shown in the EDMtruePLM client application, see Figure 141, and also they are sent to the participants by e- mail. Page 111

112 Note: The notification creation uses MS Outlook 2007 and above. If the client has not an Outlook 2007 or above installed or not launched, s will not be sent. Figure 141: Automatic notification Project phase Project phases are changed in "Project management" "current project phase" main menu item. Form to change project phase is opened, see Figure 142. Figure 142: Project phases To change the project phase, select a new phase from the drop down list and click on the Change project phase button. Page 112

113 5.9 RDL: editing selectable values for project metadata The "Reference data" menu allows the user to manage the project s meta data. Through the use of these metadata the system can be configured for different types of processes or its abilities can be extended by defining additional properties. Figure 143: Reference data menu All meta data with the exception of Property definition, see Figure 143, define a type within their category. As an example, through the Data sources the project manager can define different types for the data source category e.g. internal data, customer data, public data etc.. These categories of metadata are modified thorough the common meta data form, see Figure 144. Figure 144: Example of a meta data editor To add new types enter the name for the type in the textbox and click on the Add new button. To remove a type, select the type and press the delete selected button. Page 113

114 NOTE: The system will not allow a metadata to be deleted if it is in use, this will guaranty that the data will not become corrupted by removing the used meta data Data source Data source describes the original place or company that the data file was originated from Document context types Categorizes the document types e.g. CAD files, TEXT files etc Document statuses The status of the document within a document workflow File formats File extensions, can be used by the system to associated applications with each file format, see Project disciplines The different engineering disciplines used within the project Project phases The different project phases used within the project Project roles Roles are used to provide access control to project members, see chapter Breakdown element types Product breakdown element types Scheduled event types Scheduled event types used for creating a scheduled event Property definition New properties that can provide additional information for the product breakdown element and the product breakdown data files. Page 114

115 Property definition Unlike other metadata categories the Property definition does not create a type, but rather it creates properties that can describe the document or breakdown element. Through these properties the project manager can add extra information to the user. Properties can be defined for either breakdown elements, see chapter , or documents, see chapter After defining new property definitions the new definitions will appear within the document or breakdown element property windows, see Derived properties Derived properties are properties the values of which are calculated and obtained from other properties. To create a derived property use the New derived.., button, see Figure 147 and Figure 150. The Derived property form, see Figure 145, allows the user to create a property based on system properties and defined simple properties. Enter a name for the property and add the properties from the available properties list to the Properties in pattern field by using the Add >> and << Remove buttons. Figure 145: Derived property form If you wish to change the pattern, you must remove and re-enter the property Document property definition To see, define or remove a document property definition select the following main menu item Page 115

116 "Reference data" "Property definition" "Properties defined for documents"; see Figure 146. Figure 146: Document properties This will allow you to add or remove document properties definition through the document property form, see Figure 146. Figure 147: Document property form The form allows you to either create a simple text property or a derived property. To create a simple property click on the New Simple button. Figure 148: Simple document property Page 116

117 The simple property form, see Figure 148, allows you to create simple text properties Delete a document property definition Select the property from the property list and click on the Delete selected button Using derived properties as a document title name To use a derived property as a document title name in the Create new document from template form, see Figure 117; the derived property cannot have the Title or the Name property within its pattern. To use the derived property as the document title use the Title drop down list to select the property value. Figure 149: Selecting a derived property as the title of a document Breakdown element properties definition To see, define or remove a breakdown element property definitions for the current project, go to the "Reference data" menu and click on "Reference data" "Property definition" "Property defined for breakdown elements ". See Figure 146. The "Property definition - Breakdown element" form, see Figure 150, allows the user to define or delete properties, also make a properties set as read only. The properties will either belong to all breakdown element types or to one of them. Page 117

118 Figure 150: Property definition Breakdown element To see the properties for a defined breakdown element type select the type from the Select a breakdown element type drop down list Delete a breakdown property definition Select the property from the property list and click on the Delete selected button Set a breakdown property definition as read only Select the property from the property list and click on the Toggle access button, the Access column value will change between read and write. With read access only the project manager can change the value of the property. Note: The new access value will only take effect after a login Define a new simple breakdown property definition To define a breakdown element property definition click on the Define new property button, which will open the Add new property form, see Figure 151. A breakdown element property definition can be one of the following types: Numeric: Represents an integer or a decimal with a given unit. Text: Represents any text. Date: Represents a date type Page 118

119 Enumeration: Represents a collection of countable string items. Boolean: Represents a property with values of true or false. When creating a breakdown element property definition, one of the above types must be chosen. To create a property definition write the name of property in the Property name drop down list and select the property type from the Select property type drop down list. Figure 151: Add new breakdown property definition Based on the selected type the two Enum values and Property unit controls will either be enabled or disabled. Enum values must be added without any space between them and separated by a comma,. Units can either be selected from the Property unit list or added to the list by writing the unit in the Property unit text area. To add the new property to the system, click on the Add property definition button Property windows Breakdown element or document system properties and property definitions can be accessed through their respective property windows. Both windows are divided in to three sections 1. Menu bar: Has the following functionalities a. Either sort the properties based on name or categories them b. Update property values 2. Property section: Includes all the properties 3. Property description window: Displays a small description for each property. Page 119

120 How to change the values within the property window Editable properties have either a text value or a selectable value. Test properties can be written into the text area and selectable values can be selected from the drop down box, see Figure 152. Figure 152: Change the value of a selectable property Date properties can be selected through the calendar controller, see Figure 153: Date property Breakdown element property window The breakdown property windows, see Figure 154, displays the system and user defined properties. Page 120

121 Figure 154: Breakdown element property window The System properties are created by the system and include editable and non-editable properties. The editable properties are: Name: The name of the breakdown element. Description: The description for the breakdown element. Type: The breakdown element type. The non-editable properties, which are greyed out in the property window are: ID: A unique identifier for the breakdown element Created Date: The date the element was created. Created User: The user that created the element. Diverse Version: The version of the breakdown where the last update was performed. Last Modified Date: The date of the last update. Last Modified User: The user that performed the last update. Last Modified Phase: The project phase of the last update. Misc Version: The node s version number Page 121

122 Quantity In a PDM model this shows the number of the current item in the parent., e.g. four wheels in a car. In addition to the system properties the breakdown element property window displays the breakdown element property definitions that were created by the user. These are displayed after the system properties under the Property section. These property definitions are all editable and can include a measuring unit, which are displayed on the right hand side of each definition Document property window The document property windows, see Figure 155, displays the system and user defined properties. The System properties are created by the system and include editable and non-editable properties. The editable properties are: Title: The title of the document. Description: The description for the document. Discipline: The discipline that the document is associated with. External version: manually updated. Format: The file extension. Phase: The project phase that the file was added to the system. RID references: Text representing RID values of a document, this is a manual value and is added by the user. Source: Where did the document come from. Status: The status of the document. Type: The category, type, assigned to the document. Approver: The user responsible for approving the document Release manager: The user responsible for releasing the document Responsible: The user responsible for the document. Reviewer: The user responsible for reviewing the document The non-editable properties, which are greyed out in the property window are: Name: The actual name of the data file. Created User: The user that has added the document to the system. Created Date: The date that the document was added to the system. Last modified Date: The last date that the document was updated and checked in. Page 122

123 Last modified User: The user whom did the last update. Last modified Version: The last version of the document. Last modified Phase (last version): The project phase of the last version. In addition to the system properties the document property window displays the document property definitions that were created by the user. These are displayed after the system properties under the User defined Properties section. These property definitions are all editable. Figure 155: Document property window documents property windows In addition to standard document properties an has the following extra non-editable system properties, see Figure 156: Page 123

124 Figure 156: properties Date: The date and time the was sent. Sent by: Who has sent the Sent to: The receivers of the Viewing property definitions through the property form By clicking on the Property menu item in the breakdown element or a document menu item the property form can be opened. The Assigned property tab contains the property definitions Breakdown element assigned properties tab Figure 157 shows the Assign Property tab for a breakdown element. All property definitions are listed within a grid. The values are either a control, Calendar or drop list, or text based. In addition, the unit for properties with unit is displayed in the Unit column. Page 124

125 Figure 157: Breakdown element assigned properties tab To update the value of properties, assign the correct value to the property and click on the Update values button Document assigned properties tab The document Assign property tab, see Figure 158, only displays property definitions that have been assigned a value. To assign a value to a document property definition, enter the correct value of the select property from the Property drop down list into the Value text area and click on the Set property to value. Page 125

126 Figure 158: Document assigned properties tab The set properties are show within the grid. To unset the values select the property from the property list and click on the Unset property value, see Figure 159. Figure 159: Un-setting document properties values Page 126

127 6 Requirement structure Within EDMtruePLM the project manager, project admin and document manager have the ability to import requirements by using standard ReqIF files. From the file the system will only read the requirement identifier and its specification. Requirement items can be formed as a hierarchical structure. The requirement structure is represented in a separate "Requirements" view. The view can be opened by the "Project management" "Requirements" main menu item as shown on Figure 160. Figure 160. Requirements menu item The root item of a requirement structure appears after creating the breakdown at the "Product breakdown" view as it is described in chapter Importing from ReqIF file There is functionality to add requirement items one by one using the "New requirements..." context menu. But the main functionality is to import requirements from ReqIF files - "Import requirements..." context menu item. The context menu is shown in Figure 161. It is supposed that at least the top level node of a requirement structure was created as it is described in chapter 6. Figure 161: Import requirement The system will show the requirements from a selected ReqIF file as a list, see Figure 162. Page 127

128 Figure 162: Importing requirements Properties of a selected requirement item shall be represented on the "Requirement properties" panel (Figure 163). Figure 163. Properties of selected requirement item Note: Creating a requirement root within an empty project will result in a root node with the same name as the requirement root within the product breakdown. Page 128

129 7 Web client Some functionality of the desktop client (EDMtruePLM) is available from a web browser by the following URL: localhost means this computer. That is, localhost can be used when the EDMtruePLM server is installed on the machine where you are going to use your web browser. The network name or IP address of the EDMtruePLM server shall be used when accessed from outside. 7.1 Authentication You have to provide your credentials (login and password) before you will be able to browse data. Put your login and password into the pop up form. Note, always use "sdai-group" as value of the Group. Figure 164. Login form 7.2 List of projects After successful authentication the list of available projects will be presented in the left side panel. An example of available projects is shown in Figure 165. Page 129

130 Figure 165. Available projects Click icon near to the project name of your interest, and a context menu with the single item "Open" will appear. Figure 166. "Open" menu item 7.3 Product structure and meta-data Then product structure of the project will be shown on the left side of the web page. Figure 167. Product structure Children nodes can be opened by clicking or by clicking on node name. Page 130

131 Meta-data of a product structure node can be opened from the left panel by clicking the selecting "Open" menu item from the context menu. icon and Figure 168. "Info" tab of a meta-data Tab "Files" contains the list of files attached to a corresponding node. Figure 169. "Files" tab of a meta-data Product structure nodes may be assigned user-defined property values. Page 131

132 7.4 File upload Figure 170. "Properties" tab of meta-data Files can be uploaded to a server and attached to a selected node. Click icon of a required node and select the "Add file" menu item from the context menu. The following form will be shown: Figure 171. Form to upload file A file is selected by clicking the "Browse..." button. File type is selected from the "Type" drop-down list. The description of the file is mandatory. Click "OK" to start upload. After a while the uploaded file will appear in the "Files" tab. Page 132

133 7.5 Export ZIP package The content of a node and all children below can be exported as a ZIP package. Click icon of a required node and the select "Download" menu item from the context menu. Page 133

134 Appendix Page 134

135 Appendix A. ASD DEX1 Package format The ASD DEX1 export/import package consists of the following components: 1- A STEP file with name <project_name>.stp, which contains the product breakdown structure, where <project_name> is the name of the project data model from which the package is exported. 2- A STEP file with name <project_name_rdl>.stp, which contains the RDL associated with product breakdown structure. 3- A file with name TRUEplm_project_name.txt, which contains one line with the name of the project. 4- All the digital files referred to by the product structure. All DOCUMENT instances that represent digital files in the exported step file will have an IDENTIFICATION_ASSIGNMENT attached to it. The IDENTIFIER attribute will be a global unique identifier, e.g. 0$6JfIHNSHv800y1_lEtQG. That will also be the file name of the corresponding digital file. Such an identification will be classified as urn:rdl:epmstd: Project_document. For each DOCUMENT instance there is a corresponding DOCUMENT_VERSION. Attached to that document version is an IDENTICATION_ASSIGNMENT classified as urn:rdl:epm-std: Document_title. The digital file is replicated under the name : <DOCUMENT.IDENTIFIER.DOCUMENT_VERSION.IDENTIFIER>.<file name extension>, e.g. 0$6JfIHNSHv800y1_lEtQG.mypicture.jpg. The export of the latter file should be made optional. It is there in case someone should feel a need to open the exported package and view the files. The drawback is that there is a performance penalty when exporting the extra viewable file, and the consumption of disc space for files will be doubled. 5- An export package generated by TruePLM, can be directly imported into a new empty project using the corresponding import function. If packages come from external sources, TruePLM expects the same package content/structure as described in this appendix. Page 135

136 Appendix B. Legal DocVariables fields and bookmarks The following names can be used for defining DocVARIABLE fields and bookmarks within a document template. Name FileName Version DateCreated DateModified ModifiedBy ApprovedBy CreatedBy DataStatus Description Discipline DocumentType ExternalVersion FileFormat ProjectPhase Responsible Reviewer RID FileSource FileTitle ReleaseManager ElementName ElementVersion ElementType ElementCreateBy ElementPhase Description File name Internal file version: 1.001; 1.002; 2.001; and so on Date and time when document is created. Date and time when document was checked in. Page 136

137 Names of user defined properties for data files can also be used as either DocVARIABLE or bookmark. For example, properties "der 01" and "pr01" are represented in Figure 172. Figure 172: Example of defined properties used in a document template Page 137

138 Appendix C. Known error types and how to fix them Error 1: When trying to add a file to the product tree, you may get the following error: Figure 173: Possible error when adding a file to the tree Solution: Check that you have written the following two lines correctly in the EDMserverConsole configuration settings and that the path points to the Tomcat temp folder: -ae EDM_SERVER_CLIENTS_FILES_PATH_UTF8_ENCODED=<path> -ae EDM_SERVER_CLIENTS_FILES_PATH=<path> Error 2: After creating a document from a document template the values are not added and only the name of the DocVariable is shown as a code. Solution: You must unset the Show field codes instead of fields values and Show bookmarks after you have designed the template. If you do not deselect the options the values of the DocVariables will not be shown and only the DocVariable code will be displayed and also a line will be displayed in the bookmark section. Error 3: The notification does not work after you have added the SMTP settings. You get the Unable to connect to remote server when you Test the SMTP connection from the Administration user interface. Page 138