Create New Document Title and Revision

Explanation

This activity is used to register a new document title and to enter a value for the first revision of the document. You can also define the document as a structure document. Once this document is registered, you can then create new sheets and new revisions for it. Note: A document defined as a structure document does not support the creation of new sheets. 

Document Class, Number Generator Type and Document Number - The procedure for creating a new document is affected by the number generator type assigned to the document's class. The number generator types are Standard and Advanced. To use the Advanced document number generator to generate a document number, set the value of the Number Generator field in the Document Class Management/Document Default Values tab to Advanced. During the creation of the document, you can determine the number generator value assigned to the document's class. After defining a value for the Document Class field, either Standard or Advanced is inserted into the Number Generator field based on your document class' defined number generator type.  

Number Generator field set to Standard - To give your document a specific document number, manually enter a value in the Document Number field. Otherwise, a value is automatically generated and inserted into the Document Number field after the document is saved.  

Number Generator field set to Advanced - To use a document number from a booking list, use the List of Values in the Booking List field to select an appropriate value. If you do not use a booking list, number counters are used. A value entered manually in the Document Number field is overwritten.

Restricted Access check box allows to hide the general information about the document. Unauthorized persons will not even be able to see that the document exists.

Prerequisites

System Effects

Window

Document Titles
Document Revision

Related Window Descriptions

Document Titles
Document Revision
Create Document Assistant
File Import

Procedure

You can create a new document with title and revision from the Document Titles window, Document Revision window, from Attachments, Create Document Assistant wizard and by File Import window. You can also create documents by drag and drop to Document Revision window, Attachments, Document Folder Navigator window- Documents or All Documents tabs. The process of creating a new document is affected by the number generator type (Standard or Advanced) assigned to the document class that you have selected for the new document. 

Follow either of these procedures to create your new document. 

Creating a new document from the Document Titles window:

  1. In the Document Titles window, click New to create a new record. 
  2. Enter a value in the Document Class field using the List of Values. Once this value is entered, values for Sheet Number and Document Revision are automatically retrieved from basic data and displayed in those fields. Sheet Number and Document Revision values can be changed.
  3. Enter a title for your document in the Title field.
  4. Enter a value in the Document Number field depending upon the value inserted into the Number Generator field. If the Number Generator field value is Advanced, you may also enter values in the Booking List and Number Counter fields.
  5. If you select the Structure check box, this document becomes a structure document. If you do not select the Structure check box, this document is not a structure document and the document can have multiple sheets. 
  6. If you select the Restricted Access check box, general information about the document will be hidden. Unauthorized persons will not even be able to see that the document exists.
  7. Click Save.

Creating a new document from the Document Revision window:

  1. In the Document Revision window, click New to create a new record. 
  2. Enter a value in the Document Class field using the List of Values. Once this value is entered, values for Doc Sheet, Revision and Language are automatically retrieved from basic data and displayed in those fields. Doc Sheet and Revision values can be changed.
  3. Enter a title for your document in the Title field.
  4. Enter a value in the Document Number field depending upon the value inserted into the Number Generator field. If the Number Generator field value is Advanced, you may also enter values in the Booking List and Number Counter fields.
  5. If you select the Structure check box, this document becomes a structure document. If you do not select the Structure check box, this document is not a structure document and the document can have multiple sheets. 
  6. If you select the Restricted Access check box, general information about the document will be hidden. Unauthorized persons will not even be able to see that the document exists.
  7. Click Save.

Creating a new document from Attachments:

  1. Query for a business object in its home window, to which you want to connect a document.
  2. Click Attachments in the context pane.
  3. Click Documents.
  4. In the Documents window, click New to create a new document. The Create New Document dialog box is opened. Note: Dragging and dropping a file to Documents in Attachments will open the Create New Document window with the file attached, where you can continue with creating a new document for that file.
  5. In the Create New Document dialog box, enter a value in the Document Class field using the List of Values. Once this value is entered, values for Sheet, Revision and Number Generator are automatically retrieved. Click Advanced to view these values.
  6. Enter a title for your document in the Title field, click Browse beside the File Path field, or drag and drop a document into this dialog box, to select a document and obtain its title in the Title field.
  7. Enter a value in the Document Number field depending upon the value inserted into the Number Generator field. If the Number Generator field value is Advanced, you may also enter values in the Booking List and Number Counter fields. 
  8. If you select the Structure check box, this document becomes a structure document. If you do not select the Structure check box, this document is not a structure document and the document can have multiple sheets. 
  9. If you select the Restricted Access check box, general information about the document will be hidden. Unauthorized persons will not even be able to see that the document exists.
  10. Enter values for the Language Code and Format fields, as necessary.
  11. Click Create or Create and Edit.

Creating multiple documents from Attachments:

  1. Query for a business object in its home window, to which you want to connect a document.
  2. Click Attachments in the context pane.
  3. Click Documents.
  4. In the Documents window, Drag and drop multiple files. Create Documents dialog box will open.
  5. In the Create Documents dialog box, enter a value in the Document Class field using the List of Values and apply it. Once this value is entered, values for Sheet, Revision and Number Generator are automatically retrieved.
  6. Enter a value for Format if required and apply it.
  7. Names of the files will be obtained as titles of the documents else you can enter a title for your document in the Title field.
  8. Enter a value in the Document Number field depending upon the value inserted into the Number Generator field. If the Number Generator field value is Advanced, you may also enter values in the Booking List and Number Counter fields. 
  9. If you want to create structure documents, you have to select the Structure check box.
  10. Click OK.

Note: It is possible to create documents by using the Create Document Assistant wizard and by File Import window. For more information about how to create documents, refer to the Related Window Descriptions. For more information about creating documents using Drag and Drop, refer to the activity description.