Create Document Structure

Explanation

Use this activity to manually create a document structure. A document structure is a hierarchy of documents that consists of a document and one or more subdocuments. Such a document structure can be compared to a parent (document) and its children (subdocuments). A document that has subdocuments can itself be a subdocument to another (parent) document. A document cannot be a parent or subdocument to itself or another revision of the same document. When creating new documents from the Consists Of or Where Used tab of an existing document, the newly created document will be a structure document.

Prerequisites

All documents must be registered before they can be connected to other documents in a structure.

System Effects

• A subdocument is connected to a parent document in the Document Revision/Consists Of tab.
• A parent document is connected to a subdocument in the Document Revision/Where Used tab.

Window

Document Revision

Related Window Descriptions

Document Revision
Document Revision/Consists Of 
Document Revision/Where Used 
Check in Document Structure

Procedure

Use one of the following manual procedures to add a document to another document to create a structure. A subdocument can be added to a parent document or a parent document can be added to its subdocument. 

Adding an existing document as a subdocument:

1. Open the Document Revision window and query for a document.
2. Click the Consists Of tab.
3. Click New to create an empty row.
4. Enter a document class in the Document Class field. Use the List of Values to select and enter a valid value. This field is required.
5. Enter a document in the Document Number field. Use the List of Values to select and enter a valid value. This field is required.
6. Enter a document sheet in the Document Sheet field. Use the List of Values to select and enter a valid value. This field is required.
7. Enter revision level in the Document Revision field. Use the List of Values to select and enter a valid value. This field is required. Values for the Title and Number of Subdocuments fields are entered automatically.
8. Click Save to connect the document as a subdocument.
9. Restart at step 3 to add another subdocument. 

Adding a new document as a subdocument:

1. Open the Document Revision window and query for a document.
2. Click the Consists Of tab.
3. Select a row, right-click and click Create Document. The Create Document Assistant is opened.
4. Enter the document information as required and create the document.
5. Restart at step 3 to add another subdocument. 

Adding an existing document as a parent document:

1. Open the Document Revision window and query for a document.
2. Click the Where Used tab.
3. Click New to create an empty row.
4. Enter a document class in the Document Class field. Use the List of Values to select, and enter a valid value. Entering a value in this field is required.
5. Enter a document in the Document Number field. Use the List of Values to select and enter a valid value. Entering a value in this field is required.
6. Enter a document sheet in the Document Sheet field. Use the List of Values to select and enter a valid value. Entering a value in this field is required.
7. Enter a revision level in the Document Revision field. Use the List of Values to select and enter a valid value. Entering a value in this field is required. Values for the Title and Number of Subdocuments fields are entered automatically.
8. Click Save to connect the parent document to the subdocument.
9. Restart at step 3 to add another parent document.

Adding a new document as a parent document:

1. Open the Document Revision window and query for a document.
2. Click the Where Used tab.
3. Select a row, right-click and click Create Document. The Create Document Assistant is opened.
4. Enter the document information as required and create the document.
5. Restart at step 3 to add another subdocument.