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Infor ERP LN 6.1 ODM

Administrator's Guide

Copyright © 2008 Infor

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Publication Information

Document code: U8151C US

Release: Infor ERP LN 6.1 ODM

Publication date: November 08

Table of Contents

Chapter 1 Introduction............................................................................................................. 1-1

Chapter 2 User and User Roles............................................................................................... 2-1 Overview .................................................................................................................................... 2-1

Employee codes and login IDs............................................................................................. 2-1 To maintain the list of login IDs and corresponding employee codes .................................. 2-2

User roles................................................................................................................................... 2-3 To maintain the list of ODM user roles................................................................................. 2-3 To assign roles to users....................................................................................................... 2-4

Chapter 3 Tasks related to user authorizations..................................................................... 3-1 Overview .................................................................................................................................... 3-1 To maintain actions .................................................................................................................... 3-2

To open the Actions (dmcom0530m000) session and maintain actions .............................. 3-2 To create a new action for an object type ............................................................................ 3-3

To maintain action groups (relations) ......................................................................................... 3-4 To view members of a parent action .................................................................................... 3-5

To assign actions to roles .......................................................................................................... 3-6 To maintain role assignments .............................................................................................. 3-6 To add an action to a role .................................................................................................... 3-8 To add an action to a role using query................................................................................. 3-8

Chapter 4 Miscellaneous administrator tasks ....................................................................... 4-1 Overview .................................................................................................................................... 4-1 To load initial system data.......................................................................................................... 4-2

To import and export system data........................................................................................ 4-3

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To maintain the list of tables to be exported ........................................................................ 4-3 To export system data ......................................................................................................... 4-4 To place the Thin_ODM jar file ............................................................................................ 4-5

Object families ........................................................................................................................... 4-5 To create object families for folder content profiles.............................................................. 4-6 To define a new content profile family.................................................................................. 4-6 To define object family members ......................................................................................... 4-7

Logical libraries .......................................................................................................................... 4-9 Object masks ........................................................................................................................... 4-10

Overview of the mask generating mechanism ................................................................... 4-11 To format the mask specification ....................................................................................... 4-11 Optional and mandatory object masks............................................................................... 4-12 To define and maintain object masks................................................................................. 4-13

Secondary statuses.................................................................................................................. 4-16 Overview............................................................................................................................ 4-16 To maintain secondary statuses ........................................................................................ 4-18 To create a new secondary status for an object................................................................. 4-18 To change the sequence number for a secondary status .................................................. 4-20

Reason codes .......................................................................................................................... 4-20 To maintain the list of reason codes .................................................................................. 4-20

ODM - Microsoft Office integration ........................................................................................... 4-21 Add a new record............................................................................................................... 4-23 Modify an existing record ................................................................................................... 4-24 Delete a record .................................................................................................................. 4-24

Related objects ........................................................................................................................ 4-25 Simple linkage procedure......................................................................................................... 4-28 Rules and attributes ................................................................................................................. 4-29

Basic concepts of rules and attributes ............................................................................... 4-29 Rule-definition scenarios.................................................................................................... 4-30 Authorizations for rules and attributes................................................................................ 4-31

Chapter 5 Document Management tasks ............................................................................... 5-1 Document Management concepts ............................................................................................. 5-1

Table of Contents | iii

Documents, files, and hard copies ....................................................................................... 5-1 Files, areas, and hosts......................................................................................................... 5-1 Vault server.......................................................................................................................... 5-2 Document types and document libraries.............................................................................. 5-2

Summary of document management tasks................................................................................ 5-2 Miscellaneous document management tasks ...................................................................... 5-2 To define document types and setup document libraries..................................................... 5-3 To set up data related to hard copies................................................................................... 5-3 Tasks related to file and area management ......................................................................... 5-3

Parallel development.................................................................................................................. 5-4 To set the parallel development parameter.......................................................................... 5-5

Hosts.......................................................................................................................................... 5-6 To open the Hosts (dmdoc5500m000) session.................................................................... 5-6 To register a host ................................................................................................................. 5-7

Areas.......................................................................................................................................... 5-8 To open Area (dmdoc5120m000) ........................................................................................ 5-8 To register an area............................................................................................................... 5-9

User work areas....................................................................................................................... 5-10 To open Work Area Assignments (dmdoc5130m000) ....................................................... 5-11 To assign a work area to a user......................................................................................... 5-12 To assign a default work area to a user ............................................................................. 5-12 To set up user access to work areas ................................................................................. 5-12

Mounted areas ......................................................................................................................... 5-13 To start Mounted Areas (dmdoc5150m000) ...................................................................... 5-13 To register a mounted area................................................................................................ 5-14

Document libraries ................................................................................................................... 5-14 To create document libraries.............................................................................................. 5-15 To start Libraries (dmsys0540m000) ................................................................................. 5-15 To create a new library ...................................................................................................... 5-16 To maintain the document library contents ........................................................................ 5-16 To open the library attachments session for a library......................................................... 5-17 To assign a vault area to a library ...................................................................................... 5-19

iv | Table of Contents

To view the documents in a library..................................................................................... 5-20 File types.................................................................................................................................. 5-23

To maintain the list of file types.......................................................................................... 5-23 To assign default file extensions for file operations............................................................ 5-24 To assign main file defaults for a file type .......................................................................... 5-24 User data setup for e-mail.................................................................................................. 5-25

Document types ....................................................................................................................... 5-27 Document Revision modes ................................................................................................ 5-28 To define document types.................................................................................................. 5-29 Document revisions – easy entry ....................................................................................... 5-32

Quick approval ......................................................................................................................... 5-33 Archive files.............................................................................................................................. 5-34

Additional information: ....................................................................................................... 5-35 Hard copy fields ....................................................................................................................... 5-36

To maintain the list of Storage Locations ........................................................................... 5-36 Transaction recovery................................................................................................................ 5-38 Committee................................................................................................................................ 5-39

Document Management committee ................................................................................... 5-40 Fixed reviewers........................................................................................................................ 5-43

Chapter 6 Change Management tasks.................................................................................... 6-1 Change priorities........................................................................................................................ 6-1

To maintain the list of change priorities................................................................................ 6-1 Change classifications ............................................................................................................... 6-2

Change committee............................................................................................................... 6-3 Simple Change Management..................................................................................................... 6-6 Direct approval ........................................................................................................................... 6-7

Change proposal – easy entry ........................................................................................... 6-10

Appendix A ODM actions........................................................................................................... A-1

About this Guide

This document is an Administrator’s Guide that is intended for Infor® ERP LN ODM administrators. This document describes the tasks that the ODM administrator must perform, and provides detailed instructions on how to perform these tasks.

This document contains the following chapters:

Chapter 1, “Introduction,” provides a brief description of the administration facilities provided by Object Data Management.

Chapter 2, “Users and user roles,” provides instructions on how to set up roles and assign the roles to users.

Chapter 3, “Tasks related to user authorizations,” describes how to authorize users to perform operations in ODM.

Chapter 4, “Miscellaneous administrator tasks,” describes general ODM administrator tasks that are required to work in ODM.

Chapter 5, “Document Management (DOC) tasks,” details the operations that the ODM administrator must perform to enable the Document Management (DOC) to function correctly.

Chapter 6, “Change Management (CHM) tasks,” provides instructions on how to set up lists of valid values that must be used in the Change Management (CHM).

Appendix A lists the ODM actions.

vi | Table of Contents

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1 Chapter 1 Introduction

Object Data Management (ODM) is a flexible system that you can easily configure to reflect the working practices and requirements of each organization. Object Data Management provides various system administration facilities to manage general organization data, and to enable setup of organization preferences.

A special user, referred to as the Infor ERP LN superuser, performs some of the administrative tasks in Object Data Management.

Note: Particular administration tasks must be performed for Object Data Management to operate correctly. Other tasks are optional, depending on organizational requirements and working practices.

The administrative tasks performed by the ODM administrator can be divided into the following main groups:

Tasks related to authorizing users to access Object Data Management data and perform operations on this data: Object Data Management provides a comprehensive security mechanism to protect Object Data Management data. Only users who are granted the appropriate authorization can access or modify Object Data Management data.

1-2 | 0BIntroduction

General tasks related to the working practices of the organization: These tasks include setting up organization-specific data, such as valid security classifications and secondary statuses, as well as setting up masks to generate object (defined in ODM) identifiers in the format used by the organization.

Tasks related to Document Management: These tasks include, for example, defining areas in which documents must be stored.

Miscellaneous tasks: These tasks include, for example, loading initial ODM system data, and exporting system data.

Some of the administrator tasks described in this document must be performed only once as part of system setup, and most likely there will be no need to change the data again, such as defining security classifications for the organization. Other tasks are general tasks, such as authorizing users to perform Object Data Management operations.

Note: The standard Infor ERP LN authorization mechanism and Object Data Management roles are used to define the ODM administrators. A specific role or roles must be set up for this purpose, and only these roles must be granted access to the ODM administrator sessions detailed in this guide. Each organization can decide on an administrator role to set up ODM.

For example, an organization can define one role that is authorized to maintain all types of administration data, and another role that is only authorized to maintain Document Management administration data.

2 Chapter 2 User and User Roles

Overview

The Object Data Management authorization mechanism uses Object Data Management user roles to determine the operations that individual users can perform. Object Data Management user roles are created and maintained in the Roles (tcppl0160m000) session, and are not connected with the Infor ERP LN system roles. Each Object Data Management user is assigned one or more Object Data Management user roles, for example, engineer or supervisor. Users are identified and assigned user roles according to their Infor ERP LN employee code.

You can use the Object Data Management user roles in several ways in Object Data Management. For example, if you select a reviewer for a change request, you must select a user role, and not an individual user.

Employee codes and login IDs

If an Infor ERP LN administrator assigns an employee code to a user, the administrator must register the user as Infor ERP LN user in the standard Employees (tccom0101m000) session. In other words, the ODM administrator must register the employee code in the Employee (tccom0101m000) session for all users who are to work in Object Data Management. This registration enables Object Data Management to identify the employee code of users, according to the employees’ individual login IDs.

2-2 | 1BUser and User Roles

Note: In this document, as well as in other ODM-related documents, Infor ERP LN users are often referred to as employees rather than users.

To maintain the list of login IDs and corresponding employee codes

To maintain the list of login IDs and the corresponding employee codes, on the Object Data Management menu, double-click ODM Configuration Authorizations Employees General to start the Employees (tccom0101m000) session, which includes a list of all login codes (login IDs) and corresponding employee codes that are already registered:

Figure 2-1 Employees (tccom0101m000)

To register the login code and corresponding employee code for a user, take the following steps:

1 In the Employees (tccom0101m000) session, on the File menu, click New. A new record appears.

2 Enter the employee code and name in the new record.

3 Enter other details, such as the language and logon code. Other fields, such as Department, Labor Rate, Cost Component, Calendar Code, and so on are optional.

4 Save the record after you enter all the details.

1BUser and User Roles | 2-3

User roles

The ODM administrator is responsible for creating Object Data Management roles and for assigning these roles to users.

To maintain the list of ODM user roles

To maintain the list of Object Data Management user roles, on the Object Data Management menu, double-click ODM Configuration Authorizations Roles. The Roles (tcppl0160m000) session appears with the list of all roles already defined:

Figure 2-2 Roles (tcpp10160m000)

Roles with a high authorization role have unrestricted access to all objects in ODM. Infor ERP LN super users have the authorizations to make or create a high authorization role and to assign objects and their associated actions to this high authorization role.

To add the new role in the Roles (tcppl0160m000) session, take the following steps:

1 Click New on the File menu. A new record appears.

2 Enter a name for the new role, and optionally, a description.

2-4 | 1BUser and User Roles

To assign roles to users

To assign roles to users, on the Object Data Management menu, double-click ODM Configuration Authorizations Roles by Employee.

The Roles by Employee (tcppl0170m000) session appears which provides the list of all roles that are assigned to the user whose employee code appears in the upper part of the session:

Figure 2-3 Roles by Employee (tcppl0170m000)

To assign the additional role to the displayed employee, take the following steps:

1 In the Roles by Employee (tcppl0170m000) session, on the File menu, click New. A new record appears.

2 Use the browse arrow to open the Roles (tcppl0160m000) session and either select an existing role or create a new role. Only Infor ERP LN super users have the authorizations to add or remove high authorization roles.

3 List and assign roles for a separate employee: in the Roles by Employee (tcppl0170m000) session, click Next Group and Previous Group, or click Find to locate the required employee.

4 Assign roles to an employee to whom no roles have been assigned: click New Group in the Roles by Employee (tcppl0170m000) session, and click the browse arrow to select the required employee.

3 Chapter 3 Tasks related to user authorizations

Overview

The Object Data Management authorization mechanism is based on user roles. The operations that users are permitted to perform on a Object Data Management object depends on the Object Data Management user role that is assigned to the user and the user’s associated actions.

User roles are assigned authorizations to perform specific operations on specific objects. For example, you can authorize the user role Service Engineer to create documents, but not to delete documents, whereas the user role Supervisor can be authorized to perform all document-related operations.

The operations that the user can perform on an object, for example, to create or delete a document, are referred to as actions in Object Data Management. Actions can be grouped together to form action groups. For example, you can group together all actions that can be performed on a change or a document to form one action group.

To set up user authorizations and perform operations on object, you must assign actions and action groups to user roles. Users are authorized to perform all actions that are assigned to one of the users’ roles.

The ODM administrator is responsible for assigning actions to user roles and, to assign these roles, the administrator must have Infor ERP LN superuser privileges. The ODM administrator must define organization-specific action groups to simplify the set up of the authorization structure required by the organization.

3-2 | 2BTasks related to user authorizations

To maintain actions

Actions identify operations that can be performed on objects. Object Data Management is supplied with standard operations predefined as system actions, for example, to edit or to approve a document revision, or to submit a change request. Predefined actions, which are critical to the operation of the system, are assigned as system actions, and cannot be changed.

To set up action groups, you must create an action as a parent action, and assign other system actions as member actions. Object Data Management is supplied with various predefined action groups in the setup data dumps, for example, global action groups that group together with all actions for a specific object type. For a list of the actions and global action groups supplied with Object Data Management, refer to Appendix A in this document.

The ODM administrator must set up action groups to simplify assignment of authorizations to user roles. To set up a new action group, you must first create an action in the Actions (dmcom0530m000) session, and then assign member actions to this parent action, as detailed later in this chapter.

Note: An Infor ERP LN superuser can create new action and assign new action to any action group. The creation of new actions that have no member actions does not affect the functioning of the system.

To open the Actions (dmcom0530m000) session and maintain actions

To open the Actions (dmcom0530m000) session, on the Object Data Management menu, double-click ODM Configuration Authorizations Actions. The Actions (dmcom0530m000) session starts, which includes a list of all actions that are assigned to the object type displayed in the Object field at the top of the session:

2BTasks related to user authorizations | 3-3

Figure 3-1 Actions (dmcom0530m000)

For more information on how to create a new action for the displayed object type, refer to “To create a new action for an object type,” in the following section.

To list and create actions for a different object type, in the Actions session, click Next Group and Previous Group, or use the Find command to locate the required object type.

To create actions for an object type for which no actions have been created yet, in the Actions session, click New Group, and use the browse arrow to select the required object type.

To create a new action for an object type

To create a new action for an object type, you must be an ODM administrator, that is, this administrator must be an Infor ERP LN superuser, and take the following steps:

1 In the Actions (dmcom0530m000) session, make sure that the required object type is displayed in the Object field.

2 On the File menu, click New. The Actions (dmcom0130s000) details session appears:


Figure 3-2 Actions (dmcom0130s000)

3 Enter the name for the action and a description.

Note: For normal Infor ERP LN users, the New button is unavailable in the Actions (dmcom0130s000) session.

To maintain action groups (relations)

An action group consists of a parent action and one or more member actions. The action group is referenced by the name of the parent action.

To set up an action group, take the following steps:

1 The Infor ERP LN superuser can create a new action that will function as the parent action.

2 Assign member actions to the action group, with the use of the Relations (dmcom0131m000) session. An Infor ERP LN superuser can assign these member actions.

The parent action is now created with the use of the Actions (dmcom0530m000) session, which can otherwise be accessed directly, as explained previously, or from the following Relations (dmcom0131m000) session.

Note: The actions in an action group do not have to be from the same object type.


To view members of a parent action

On the Object Data Management menu, double-click ODM Configuration Authorizations Relations (dmcom0131m000).

The Relations (dmcom0131m000) session starts, which includes a list of actions that are already members of the action group shown in the Action Group field.

Alternatively, you can also choose the action for which you want to maintain members. To choose the action, on the Specific menu, click Members by Action.

Figure 3-3 Relations (dmcom0131m000)

For information on how to add an action to the displayed action group, refer to “To create a new Action Group,” in the following section.

To maintain a separate action group, click Next Group and Previous Group, or click Find, to locate the required action group.

To create a new action group, take the following steps:

1 Click New Group and use the browse arrow to start the Actions (dmcom0530m000) session.

2 Click the existing action that must be assigned as the parent action for the group, or create a new action.

3 Add one or more member actions. For more information on how to add an action, refer to the following section.


To add an action to a parent action

To add an action to a parent action, take the following steps:

4 Make sure that the required parent action appears in the Action Group field in the Relations (dmcom0131m000) session, as shown in the following figure.

5 Click New on the File menu. A new record appears. The New button is available only to an Infor ERP LN superuser.

6 Use the browse arrow to open the Actions (dmcom0530m000) session, which initially displays all actions that are defined for a specific object type.

Figure 3-4 Relations (dmcom0131m000)

7 Select the action and click OK to add an action from the displayed object type. Conversely, to add an action that belongs to a different object type, click Find to locate the required object type, select the action, and click OK.

To assign actions to roles

You can assign actions to user roles in the Role Assignments (dmcom0135m000) session. For each user role, the ODM administrator must specify which actions or action groups the user role is authorized to perform, and on which objects.

To maintain role assignments

To maintain role assignments, on the Object Data Management menu, double-click ODM Configuration Authorizations Role Assignment.


The Role Assignments (dmcom0135m000) session starts, as shown in the following figure, which provides a list of all the actions that are assigned to the user role shown in the Role field:

Figure 3-5 Role Assignments (dmcom0135m000)

To add a new action to the displayed role, refer to “To add an action to a role,” later in this chapter.

To list and assign actions for a different role, in the Role Assignments session, click Next Group and Previous Group, or click Find, to locate the required role.

To assign actions to a role to which no actions have been assigned, take the following steps:

1 Click New Group in the Roles Assignments (dmcom0135m000) session, and use the browse arrow to view the Roles (tcppl0160m000) session.

2 Select an existing role, or create a new role.

3 Assign one or more actions to the role. Only an Infor ERP LN superuser can perform this step.

To assign actions to the role, refer to “To add an Action to a role”.


To add an action to a role

To add an action to a role, take the following steps:

1 Make sure that the required role appears in the Role field in the Role Assignments (dmcom0135m000) session, as described in the previous section.

2 Click New on the File menu. The New button is only available for the Infor ERP LN superuser. The Role Assignments (dmcom0135m000) details session appears:

Figure 3-6 Role Assignments (dmcom0135m000)

3 Use the browse arrow to select the object type, for example, file or folder, for which you want to assign an action to the user role.

4 Use the browse arrow to select the action to which you want to assign the user role.

To add an action to a role using query

Note: Refer the actions list in the Appendix for more information about which action must be assigned to the user role and for which object.

If you specify the Query value in the Role Assignments session, this helps to further narrow down the authorizations.

If the Query field is specified, the user will have authorizations to work only on the records that have been retrieved by the condition given in the query.


Example 1

If the user authorizations for the document object must be provided only for the documents of type DOC, the process to achieve this will be as follows:

1 Create a query on the object – documents.

2 Provide a condition for the query to retrieve only documents of type DOC.

3 In the Role Assignments session, add the action for the docs object. If the user is authorized to work on all the Document Management actions, the group action for documents Action Group for Documents is specified.

4 In the Query field, specify the query that you created in Step 1, as described previously. This helps ensure that the user works only on documents of type DOC.

Example 2

To use linked queries to set user authorizations

If the user must be authorized to work on documents that are in In-Design status and that are linked to change requests in Created status, the procedure contains the following steps:

1 Create two queries: one for the document object to retrieve documents in In-Design status, and the second query for the change request object to retrieve the change requests that are in Created status.

2 Make the documents query as linked query and link the change request query to the documents query using the Complex Conditions session.

3 Run the documents query to retrieve the records.

4 In the Role Assignments session, provide the documents query with the documents action.

A user who is assigned this role can work only on the documents that are in In-Design status and that are linked to change requests in Created status.

4 Chapter 4 Miscellaneous administrator tasks

Overview

The system administrator is responsible for performing some of the miscellaneous administration tasks, which include the following:

Load initial system data before you use Object Data Management for the first time and keep the Thin_ODM jar file on the ERP server.

Set up families to define folder content profiles. The content profile assigned to a folder determines the object types that can be included in the folder.

Add members to families and delete members to determine which object types can be linked to other object types.

Set up libraries that must be used to catalog organization data.

Set up object masks to automatically generate identifiers in the format used by the organization.

Define organization-specific statuses. The statuses are also referred to as secondary statuses or user-defined statuses.

Set up lists of valid reasons to perform actions.

Provide browser options and object properties.

Provide related objects if required.

4-2 | 3BMiscellaneous administrator tasks

To load initial system data

When you use Object Data Management for the first time, you must load certain initial system data to the relevant ODM tables. This system data is supplied as part of the Infor ERP LN installation kit.

To load the initial system data, take the following steps:

1 Copy the system dump files from the Setup_data directory on the installation media to a temporary directory on the Infor ERP LN system host.

Note: If File Transfer Protocol (FTP) transfers the files, you must set the Mode field to Binary.

2 On the Object Data Management menu, double-click ODM Configuration Import System Data Import System Data. The Import System Data (dmsys2210m000) session starts:

Figure 4-1 Import System Data (dmsys2210m000

3 Enter the path of the directory on the Infor ERP LN system host to which you copied the dump files. Before you click Continue, however, you must perform one last step:

4 In the Import Options area, click either of the following:

Append Data and Keep Matching Records: Enables you to retain the matching records.

Append Data and Replace Matching Records: Enables you to replace the Matching Records.

5 Click Continue.

3BMiscellaneous administrator tasks | 4-3

Note: To import the data into the relevant tables correctly, you must be an Infor ERP LN superuser.

To import and export system data

Object Data Management provides functionality to import and export ODM system data. If you want the system to run in a test environment, and later to import the data to the production environment, you can export the system data.

Export data from all the tables listed in the System Table List (dmsys2201m000) session. This session initially lists the basic system tables, such as those tables that are associated with masks, actions, families, and so on. However, if required, you can add tables to this list, depending on the authorizations. Alternatively, you can transfer table contents with the use of the standard Infor ERP LN facilities.

Note: The sequence numbers assigned to the tables in the table list determine the order in which data is imported from dump files. If you want to modify the list of tables, you must make sure not to cause reference conflicts.

To maintain the list of tables to be exported

To maintain the list of tables to be exported, on the Object Data Management menu, double-click ODM Configuration Export / Import System Data System Table List.


The System Table List (dmsys2201m000) session appears, as shown in the following figure, which includes a list of all the tables that will be exported:

Figure 4-2 System Table List (dmsys2201m000)

To add a system table to the list, take the following steps:

1 In the System Table List (dmsys2201m000) session, on the File menu, click New. A new record appears, with the sequence number filled in automatically. Only authorized users can add/modify or delete the System Tables list. The actions for this authorization are defined in Appendix A.

2 Modify the sequence number, if required.

3 Either type in the package, module, and table number directly, or use the browse arrow from the Table Number field to select the required table from the Table Definitions (ttadv4520m000) session. Click Find to locate the dm package, and the module to which the table belongs.

4 Enter the condition to limit the records to be exported, if required.

To export system data

To export system data, take the following steps:

1 On the Object Data Management menu, double-click ODM Configuration Export/Import System Data Export System Data. The Export System Data (dmsys2205m000) session appears:


Figure 4-3 Export System Data (dmsys2205m000)

2 Enter the path of the directory on the Infor ERP LN system host in which you want to create the dump files and click Create Dump.

To place the Thin_ODM jar file

From Infor ERP LN release onwards, users need not install ODM Client on their desktops. ODM Client needs to be installed only on the remote machine if work areas or vault areas exist on the remote machine.

As a result, in these types of cases, in which the client installation on the user's desktop is not required, you must place the thin_odm.jar file on the ERP server in the $BSE/java directory. This jar file is part of the server installations and will be available along with the other Infor ERP LN Server Installations CD-ROM. The services of jar file is used when the user wants to perform file operations on files that exist in a remote work area or vault area or while submitting or releasing files to a vault area.

Object families

Object families are the basis of the ODM linking mechanism. Object families consist of a family owner and family members. The family owner and the family members are object types. One of the functions of families is to determine which object types can be attached to other object types. A family owner can be linked to all of the owner’s members.

Most family data is supplied as part of Infor ERP LN set-up data, and is only modified or added to as part of system customization. This customization includes data that determines the structure of libraries, and data that determines the information that the Object Explorer displays in various circumstances. However, the system administrator can determine which object types can be linked to other object types with the addition or removal of members to existing families. The system administrator can also set up new families that must be used to determine folder content profiles.


To create object families for folder content profiles

While creating a folder, the users select a content profile from a list of defined content profiles. The content profile determines the object types that the folder must contain. The content profile is the name of a family with specific family attributes. The object types that the folder contains are the family members.

To define a new content profile, the system administrator must set up a new family with the correct attributes for a content profile family, and then add the required members.

Note: To ensure that any new family you define has the correct attributes to function as a content profile, you must only copy the supplied content profile family FFLDR_RSDNT to create new families.

To define a new content profile family

To define a new content profile family, take the following steps:

1 On the Object Data Management menu, double-click ODM Configuration Object Types Object Families. The Object Families (dmsys1512m000) overview session starts, which includes a list of all object families already defined:

Figure 4-4 Object Families (dmsys1512m000)

2 On the Edit menu, double-click FFLDR_RSDNT, and click Duplicate. The related actions described in the appendix must be available for the role to create, duplicate or delete the object family.


If the authorizations exist, the Object Families (dmsys1112s000) details session opens in edit mode:

Figure 4-5 Object Families (dmsys1112s000)

3 Change the family name to the name you want to use as the new content profile and change the family description.

4 Save the information and close the session to return to the Object Families (dmsys1512m000) overview session.

5 Add members to the family as described in the instructions in the following section.

6 To create a new Family, click New in the Object Families session, as long as you have the required authorizations.

To define object family members

If users request to link objects, the request is presented with a list of the object types that are members of the relevant family. For example, if a user selects the Linked Entities in the Folders (dmfmg0522m000) session, the user is presented with a list of the object types that are members of the FFLDR_LNK_OBJ (Folder Attachment Objects) family.


The system administrator can add members to families and remove members. However, you must make sure that you add members to the correct family.

To add members to a family, or remove family members

To add members to a family, take the following steps:

1 Start the Object Families (dmsys1512m000) overview session: on the Object Data Management menu, double-click ODM Configuration Object Types Object Families.

2 Select the family for which you want to maintain members.

3 Click Family Members on the Specific menu to start the Family Members (dmsys0113m000) session, which includes a list of object types that are already members of the family.

Figure 4-6 Family Members (dmsys0113m000)

4 Choose New from the File menu. A new record appears.

5 Type in a unique sequence number.

6 Use the browse arrow to select the object type from the Object Types (dmsys1511m000) session.

7 Select Weak Link from the Link Type list, if this value is not already set.

To remove a member from the family, take the following steps:

8 Complete Steps 1, 2, and 3, as described in the previous procedure.

9 Select the object type to be removed, and on the Edit menu, click Delete.


Logical libraries

Logical libraries enable you to catalog collections of objects that belong to one or more object types. Libraries are assigned a family profile, and the type of objects that can be contained in a library depends on the family definition.

Libraries are used extensively in the Document Management (DOC) module, in which libraries are used to catalog documents and manage vault areas. These libraries are assigned a specific family profile, and are referred to as document libraries.

You can set up libraries to catalog other types of objects, however, no functionality is currently attached to libraries other than document libraries. Libraries can be subdivided into sub-libraries to set up a storage hierarchy for an organization.

To list and maintain libraries

To list the libraries, on the Object Data Management menu, double-click ODM Configuration Object Types Libraries.

The Libraries (dmsys0540m000) overview session starts, as shown in the following figure, which includes a list of all libraries already defined:

Figure 4-7 Libraries (dmsys0540m000)

To create a new library, take the following steps:

1 In the Libraries session, on the File menu, click New.


2 If no identifier is generated automatically, enter an identifier. The identifier is generated automatically using the mask subsystem for libraries.

3 Specify a description.

4 Select a family profile to identify the type of objects that the library must contain.

To maintain library contents

After you create a library, users can view and maintain library contents graphically using the Object Explorer. On the Specific menu, click the browse arrow to start the Libraries (dmsys0540m000) overview session.

Alternatively, users can view and maintain library contents from the Library Contents (dmcom9110m000) session.

To start the Library Contents session, take the following steps:

1 In the Libraries (dmsys0540m000) overview session, click Library.

2 On the Specific menu, click Attached Objects. The Generic Library Contents (dmsys9113m000) session appears, which lists the type of objects a library can contain. The name of the session depends on the family profile.

3 Double-click an object type. The Library Contents (dmcom9110m000) session appears, which includes the list of any objects of the relevant type already contained in the library.

Object masks

Object masks enable you to automatically generate unique object identifiers, and to ensure that these types of identifiers have a constant format. The ODM administrator is responsible for setting up masks to generate identifiers in the format used by the organization.

The ODM administrator must set up object masks for particular object attributes, such as document revisions and changes. For other object attributes, such as folder IDs and document IDs, the ODM administrator can optionally set up object masks.

You can set up multiple masks for particular object attributes. For example, you can define several masks for the document ID, depending on the document type.


Overview of the mask generating mechanism

Mask codes and mask configurations

The mask generating mechanism is based on mask codes and mask configurations. A mask code is defined for each object attribute for which masks can be set up. The mask code is used to identify the masking mechanism that must be used for the attribute. Object Data Management is provided with the necessary predefined mask codes, and the addition of new mask codes does not affect Object Data Management operation.

In some cases, more than one mask code can be associated with a field. In each situation, Object Data Management determines which mask must be used.

For example, two mask codes are associated with the document revision field, one of which is used to generate the temporary revision, and the other mask code for permanent revision.

To specify the format to be used to generate attribute values, you must define a mask configuration for the mask code associated with the attribute.

You can set up multiple mask configurations for particular attributes. The mask configuration that must be used depends on the value of a different attribute. For example, you can set up various mask configurations that must be used to generate documents for various document types. The mask code definition specifies whether multiple mask configurations can be defined, and which attribute value must be used to determine the mask configuration.

For many object attributes, a default mask is included in the mask code definition in the initial system data. This default mask is used only if no mask configuration is defined for the mask code. The ODM administrator can enter a default mask if none is provided, and change an existing default mask.

To format the mask specification

A mask is composed of one or more concatenated mask template segments. Each segment consists of the following types:

Fixed value: For example, DOC-.

Generated value: In which the pound sign (#) represents a digit, and an asterisk (*) represents a letter. For example, the generated value -## represents –01, -02.

System variable: For example, the current date or login name.


Reference variable: For example, the Created By value for a change request mask.

Each mask must include at least one generated segment. The generated segment is incremented for each new object created.

To set up a major and minor revision mechanism for a revision field, you must include at least two generated segments in the mask. If the user creates a new revision, the user will be prompted to choose the mask segment that must be incremented. In this way, the user must indicate whether the revision is a major or a minor revision.

Example

A mask is defined with a fixed segment REV- and generated segments ## and -*. As a result:

The initial value is REV-00-A.

The next major revision is REV-01-A.

The next minor revision is REV-01-B.

Optional and mandatory object masks

For some object attributes for which mask codes are defined, you have the option to set up a mask configuration. In these types of cases, if no default mask value is defined, and no mask configuration has been set up, the user can type in a value when they create a new object, for example, for the document ID.

Although the mask configurations are supplied in ODM setup data dumps for all the objects, a more effective method is to have the mask configuration for the following object masks, according to the organization requirements. If no mask configuration is defined for the following object masks, you cannot create document/document revision and change. For attributes for which multiple mask configurations can be set up, the user must set up at least one mask configuration as active. The configuration of the active object mask is used to generate a mask for a new instance of an object.

You must set up mask configurations for the following object masks:

Temporary document revision

Permanent document revision

Change proposal version


To define and maintain object masks

To define a mask for an object attribute, you must define a mask configuration for the mask code associated with the object attribute. You can also define a default mask value for the mask code.

Where the mask code definition specifies that the mask depend on the value of another attribute, you must define a mask configuration for the mask code for each value of the attribute on which the mask configuration depends.

To view mask codes and maintain default masks

To view the mask codes, on the Object Data Management menu, double-click ODM Configuration Object Masks Object Masks (dmcom0522m000).

The Object Masks (dmcom0522m000) session starts, which includes a list of all mask codes that are defined for the object type that appear in the Object field. The active mask code will be used to generate the object mask for a new instance of the object.

Figure 4-8 Object Masks (dmcom0522m000)

To list mask codes for a different object type, click Next Group and Previous Group, or Find, to locate the required mask code.


To view or modify details of an object mask, take the following steps:

1 Double-click the required mask code. The Object Masks (dmcom0122s000) details session appears.

2 Edit the mask description or default value, if required. If you enter the default mask value, use the pound sign (#) to represent a digit, and use an asterisk (*) to represent a character.

If no mask configuration is defined for an active mask code, the default value specified in the respective active object mask will be used to generate the mask for the object attribute.

To maintain mask configurations

To maintain mask configurations, on the Object Data Management menu, double-click ODM Configuration Object Masks Mask Configuration. Alternatively, in the Object Masks (dmcom0522m000) session, click the mask code for which you want to maintain mask configurations. On the Specific menu, click Mask Configurations.

The Mask Configuration (dmcom0520m000) session appears, as shown in the following figure, which includes a list of all mask configurations that are defined for the mask code that appears in the Mask Code field:

Figure 4-9 Mask Configuration (dmcom0520m000)

To create a new mask configuration for the displayed mask code, refer to “To create a new mask configuration for a mask code.”

To list and create mask configurations for a different mask code, click Next Group and Previous Group, or click Find, to locate the required mask code.

To create mask configurations for a mask code for which no mask configurations have yet been created, click New Group, and use the browse arrow to select the required mask code.


To create a new mask configuration for a mask code

To create a new mask configuration for a mask code, take the following steps:

1 In the Mask Configuration (dmcom0520m000) session, make sure that the required mask code is displayed in the Mask Code field, as described in the previous section.

2 On the File menu, click New. The New button is available, depending on the authorizations available for that role on the object that are listed in Appendix A. The Mask Configurations (dmcom0120s000) details session appears, as shown in the following figure.

Note: The mask template segment fields in the lower part of the list will initially be empty.

If multiple mask configurations can be set up for the mask code, the name of the attribute on which the mask is dependent appears in the Value Depends On field. Below this field, you will find an input field labeled with the name of the determining attribute. For example, if you define a mask configuration for the document ID, a field labeled document type will be present.

Figure 4-10 Mask Configuration (dmcom0120s000)


3 You must set up a mask configuration for an attribute that can have multiple masks. In the field below the Value Depend On field, enter the value of the determining attribute for which the mask must be used.

4 Define one or more mask template segments, with at least one generated format segment. Define each mask segment as follows:

Select the segment type:

Fixed Format

Generated Format

System Variable

Reference Variable

Enter the segment value as follows:

Segment type How to enter the value

Fixed Type a value, for example, DOC-.

Generated Type a value, and include generated characters as follows:

The pound sign (#) represents a digit.

The asterisk (*) represents a letter.

System variable Click the browse arrow to start the System Parameters (dmcom0125m000) session, and choose the required variable.

Reference variable

Click the browse arrow to start the Table Fields (ttadv4529m000) session, and choose the required variable.

Enter a separator, if required. You can enter any character in the separator field except for a period.

Enter a description, if required.

Secondary statuses

Overview

You can use statuses to indicate the position of an object in the object’s life cycle. Statuses are specific to objects. Object Data Management is supplied with several predefined statuses. These statuses are referred to as system statuses, and are integral to the operation of Object Data Management.


For example, the operations that you can perform on an entity, such as a document revision, usually depend on the entity’s current system status.

Because of the actions the user performs, the system assigns system statuses to objects. For example, if a user rejects a document revision, the revision is assigned the Rejected status, and if a user requests to redesign a rejected document revision, the revision is assigned the In Design status.

Individual organizations have their own working practices, and can assign their own statuses to entities. To assign statuses, Object Data Management enables users to define their own statuses. These statuses are referred to as secondary statuses, or user-defined statuses. Secondary statuses have no effect on the operation of the system, and are purely descriptive. Each secondary status is based on a specific system status. The ODM administrator can define one or more secondary statuses for each system status.

Most entity overview sessions contain a Secondary Status option, which enables you to assign secondary statuses to entities.

If the secondary statuses are not defined for the current system status of an entity, the Secondary Status option will be unavailable. The user chooses the secondary status from a list of all the secondary statuses that are based on the current system status of the entity. After you select the secondary status, the status appears, in addition to the system status, and does not replace the system status.

Status sequence number

If you define a new secondary status, the system assigns the secondary status a sequence number. This sequence number determines the order in which the statuses are listed in the status session, as well as the order in which the available secondary statuses are listed for the user. After you change the sequence number, you can change the sequence number of a secondary status.

Note: You can only change the sequence number for user-defined statuses.


To maintain secondary statuses

To maintain secondary statuses, on the Object Data Management menu, double-click ODM Configuration Object Types Object Statuses by Object.

The Object Statuses by Object (dmsys0520m000) session appears, which includes a list of all statuses that are defined for the object type that appears in the Object field:

Figure 4-11 Object Statuses by Object (dmsys0520m000)

To create a new status for the object in the Object field, refer to “To create a new secondary status for an object type.”

To list and create statuses for a different object type, click Next Group and Previous Group, or click Find, to locate the required object type.

To create a new secondary status for an object

1 Make sure that the details of the required object type appear at the top of the list are the same as the one detailed previously in the Object Statuses by Object (dmsys0520m000) session.

2 Click the system status on which the new status must be based, or click one of the user-defined statuses listed between this system status and the next system status.

3 On the Specific menu, click Insert After. The Objects Statuses (dmsys0120s000) details session appears:


Figure 4-12 Object's Statuses (dmsys0120s000)

Note: The Seq. No field is automatically filled in with value obtained by incrementing the sequence number of the selected status by one. The Based on Status field displays the status code of the system status on which the secondary status is based.

4 Enter the values for the following:

Status Code A unique status code to be used internally.

Note that the permanent status code is formed by prefixing the value you type here with the object type, unless you include the object type in the value you enter. For example, for folder statuses, if you enter the lock1 or FLDRlock1, the permanent status code is FLDRlock1.

Description The status value, as the status must appear to the user.

This value does not have to be unique. In other words, you can use the same status description value for statuses of various object types

Note: The new status is inserted after the selected status. If the sequence number of the new status already exists, the sequence numbers of all subsequent statuses are incremented by one.


To change the sequence number for a secondary status

To change the sequence number for a secondary status, take the following steps:

1 In the Object Statuses by Object (dmsys0520m000) session, click the required user-defined status.

2 On the Specific menu, click Renumber. The Objects Statuses (dmsys0120s000) details session appears.

3 Enter the required sequence number and click OK.

Note: The position of the record in the list changes, if required, to reflect the new sequence number.

Reason codes

If users perform particular actions on objects, for example, to lock a folder, or to reject a change proposal, the user receives a message to enter the reason for the action. You must select the reason from a list of predefined reasons. Each action for which reasons can be specified has a list of valid reasons.

The ODM administrator must set up lists of valid reasons for various actions. If lists of reasons are defined, the object type on which the action is performed, together with the action code for the actions, identifies the action with which the list is associated.

To maintain the list of reason codes

To maintain the list of reason codes, on the Object Data Management menu, double-click ODM Configuration Object Types Reasons.

The Reasons (dmcom0150m000) session appears, which includes a list of all reason codes that are defined for the object type/action code combination that appears in the Object field:


Figure 4-13 Reasons (dmcom0150m000)

To define an additional reason for the displayed action, take the following steps:

1 On the File menu, click New. A new record appears.

2 Enter the reason code and reason description.

To list and maintain reasons for a different action, click Next Group and Previous Group, or click Find, to locate the required object type and action code.

To assign reasons to an action for which no reason codes have yet been defined, take the following steps:

1 Click New Group in the Reasons (dmcom0150m000) session.

2 Use the browse arrow to select the required object type in Objects (dmsys1511m000) session.

3 Use the browse arrow to select the required action in the Actions (dmcom0530m000) session. This session initially lists the actions for one object type. Click Find to enter the object type for which you want to display actions.

ODM - Microsoft Office integration

To work with the ODM - Microsoft Office integration, you must define the ODM- Microsoft Office integration parameters in the ODM - Microsoft Office Integration Parameters (dmdoc1500m000) session:


Figure 4-14 ODM-MS Office Integration Parameters (dmdoc1500m000)

The data fields for this session are as follows:

User: Displays the user name, which is also the user ID.

Default Document Type: Displays the default document type.

Use Default Library: Displays a check box option that you can select to enable the default library.

Library: Displays the library option. If no default library is set for the document type, you must specify the library.

Primary Vault Area: Displays the area where the document must be stored. Click the browse arrow to start the Area (dmdoc5120m000) session and select the area to be used as the primary vault area. If more than one vault area is defined for the selected library, you then must specify the vault area.


Add a new record

To add a new record, click New in the main menu. The following session appears:

Figure 4-15 ODM – Microsoft Office Integration Parameters (dmdoc1500m000)

Take the following steps:

1 Click New on the main menu to enter a new user. Click the browse arrow to start the User Data (ttaad2500m000) session and select a user.

2 Click New on the main menu to enter a new default document type. Click the browse arrow to start the Document Types (dmdoc2510m000) session and specify the Default Document Type.

3 Select the Use Default Library check box to enable the Library field, if any default library is set for the selected document type.

4 Click the browse arrow to start the Libraries (dmsys0540m000) session and specify the Library.

5 Click the browse arrow to start the Area (dmdoc5120m000) session and select the area to be used as the Primary Vault Area.

6 Click Save to save the data.


Modify an existing record

You can also modify an existing record. Double-click an existing record and change the values of the current entries. The modification process is the same as for a new record.

After you make the modifications, click Save to save the data:


Delete a record

To delete a record, select a record and right-click on the mouse, and on the shortcut menu, click Delete, as shown in the following figure:


Before the delete operation takes place, a dialog box appears, as shown in the following figure.


Click Yes to delete the record or click No to cancel the delete action.

Figure 4-18 Confirm Delete Action message

Related objects

A related object is an object related to the main object in a functional flow and defined in ODM along with the main object.

A main object is an ERP entity that is defined in ODM. The main object can have relations with other objects in the ERP, according to the business flow.

The linked document revisions of all related objects and main objects can be displayed in a single session (dmcom8110m000).

To view the documents of related objects along with the documents of main objects the attribute in the Common ODM Parameters (dmsys0100m000) session must be set to YES. The attribute is ATT-000007, as clearly illustrated in the following figure:

Figure 4-19 Common ODM Parameters (dmsys0100m000)


If this parameter is set to Yes, the functionality of related objects is enabled. This implies that the document revisions linked to the related object also appear along with the document revisions of main objects if you select the paper clip icon from the main object session, which you can do as long as the related object is defined for the main object.

You must also perform one additional step before the set up is ready to implement this functionality: you must define related objects for the functionality to work.

You can perform this step in the Related Objects (dmsys1113m000) session, which you can start from the Specific menu of the Objects session, as shown in the following figure:

Figure 4-20 Objects (dmsys1511m000), Related Objects option

You can also start this session in the ODM Configuration Menu Browser, as shown in the following figure:


Figure 4-21 Related Objects session on the Menu Browser

The following figure shows the Related Objects session:

Figure 4-22 Related Objects (dmsys1113m000)

You must adhere to the following guidelines, with respect to related objects:

You can be add, modify, or delete the records, depending on the user authorizations and according to the requirements.

You must maintain authorizations to include or exclude related objects for a main object.

The object name for related object is RELATED_OBJECTS and the respective actions are RO_NEW, RO_MODIFY, and RO_DELETE to create, update, and delete the related objects respectively. This object and the object’s actions are defined as system objects and system actions.

The Main Object and Related Objects fields are the objects defined in the Objects sessions.


The Reference Field is the field in the table of the main object and must have a table level reference to the field of the Related Object table.

The Label Description is the valid description to be displayed when the respective document revisions are linked.

For example, consider the marked record shown in the previous figure. BOM is the main object and MAIN ITEM is the object’s related object and tibom010.mitm is the field in the table of the BOM and has a table level reference to the respective field of the MAIN ITEM table. If these conditions are not met, the user cannot save the record.

The exception is if the main object and related object are the same. In this case, the table level reference is not checked.

In the Attached Document Revision (dmcom8110m000) session, the Main Link check box is cleared for the related objects records. For the main object records, this check box is selected.

Simple linkage procedure

The simple linkage procedure helps to link the affected objects to the change or document revision directly without the need to select the object from the list of affected objects.

You can perform this simple linkage procedure if the family defined for an object has a single member as an object. In other words, if a Change Management family has a single object, for example, BOM line object.

The usual procedure to link one object to another is as follows:

From the Object Main session, click Attached Objects to start the dmsy9113m000 session. This session displays the list of objects to which the parent object can be linked.

The user can select and double-click any one of the objects to start the dmcom9110m000 session, where you can add the record.

In the simple linkage procedure, you bypass the dmsys9113m000 session, because only one object exists to which the parent can be linked. Therefore, if the user selects the Attached Objects option, the dmcom9110m000 session opens directly.


Example

To link a change request to a document:

From the Documents session, on the Specific menu, click Document Attachments. The family for storing the document links is FATT_DOC, for which the owner is DOCS objects and the members are all the ERP objects that have been specified in the members list for the FATT_DOC family. You can see this from the Object Families (dmsys1512m000) session.

The dmsys9113m000 session opens to display all the member objects, such as CR, FLDR, CH, CP_VER, and so on. Select Change Request Object (CR) and double-click the record to open the dmcom9110m000 session. The user can select Add the Change Request for the change the request that must be linked to the document.

The same example can be used to assume that the FATT_DOC family contains only one member, and that member is the CR.

In this scenario, if the user selects the Document Attachments option from the Specific menu, the dmcom9110m000 session starts immediately. The intermediate session dmsys9113m000 does not appear, because the FATT_DOC family has only one member object.

Rules and attributes

Rules and attributes deal with defining rules for the instances of an object. The rule triggers the events for the set of entities that have been retrieved from the rule. Each of the events that are triggered can, in turn, trigger other dependent events.

This concept was developed to provide the user with a one-point provision to trigger dependent events.

Basic concepts of rules and attributes

Some of the basic concepts of rules and attributes are as follows:

Object Data Management facilitates the creation of data in terms of objects and the object’s relation to the other objects.

Some of the entities, such as document revisions, change requests, folders, and so on, undergo a lifecycle change.


During the life-cycle change, you cannot trigger the lifecycle change of other dependent entities.

You can use rules as one-point provisions to trigger these types of dependent events.

Example

If a folder is undergoing a lifecycle, change from In-design to Approved. If documents were linked to the folder, which are in In-design status, enabling the user to change the status of the linked documents from In-design to Approved would be useful. Therefore, these documents are also in line with the status of the folder. In these types of scenarios, you can use rules, which, on definition, not only trigger the lifecycle of the calling object, but also the lifecycle events of other dependent entities that are retrieved by the processing of the rule.

Note: Attributes and queries contribute to classifying of objects that must be retrieved by a rule.

Rule-definition scenarios

Attribute usage to define a rule

Examples

The rule is to submit only the specified documents created by a role called Manager. In addition, the documents attached as child documents must also be submitted to a predefined vault area.

Create the documents Doc-1, Doc-2, and Doc-3. The role defined in the documents is Manager. Attach the child document revisions to the revisions of these defined documents. The condition cannot be specified for this rule, because the user wants to submit only Doc-1 and Doc-2. Therefore, the instance of the owner must be defined in an attribute. If multiple instances exist for Owner, you must define these attributes in multiple attributes. Define the instance of Doc-1 and Doc-2 in the attributes. Whenever Doc-1 or Doc-2 is submitted, the child document revisions attached to the document are submitted to the vault area to check the rule associated with these documents.

This case demonstrates the condition that exists for source event only in a rule. The target object and target event do not exist.

The rule defined is to submit all the documents created on a specific date. To realize this, you must define a query, which retrieves documents created on a


specific date. Specify the source object as Docs and the source event as Submit.

Define a query for which the query condition is Documents created on 04.08.2002. All the documents created on the specified date will be retrieved. Now, the rule is executed and submits all the retrieved documents by query.

Authorizations for rules and attributes

The standard ODM authorization mechanism is used to determine the actions to be performed by individual users on various rules and attributes entities.

Action Object Description Outcome

CREATE_RULE RULE Create a business rule

Create a rule, based on query condition or attribute.

DELETE_LOG RULE Delete a log for a business rule

DELETE_RULE RULE Delete a business rule

EXECUTE_RULE RULE Execute a rule

GLOB-RULE RULE Action group for rule

MODIFY_RULE RULE Modify a business rule

The system administrator assigns roles to Infor ERP LN users in the Roles by Employee session. User roles are assigned permissions to perform different operations on different objects, using the ODM authorization mechanism. Conditions can be associated with permissions to specify that a user role can only perform a specific action on an object if a particular condition is fulfilled.


Figure 4-23 Rules (dmcom2170m000)

Figure 4-24 Rule (dmcom2170m000), to add a rule


Figure 4-25 Rule (dmcom2170m000), to modify a rule

5 Chapter 5 Document Management tasks

Document Management concepts

This chapter provides a list of the significant Document Management concepts.

Documents, files, and hard copies

The contents of a document can be stored in electronic files (computer files) or on a non-electronic medium such as paper (hard copies). Creating a document creates the document’s first revision, and users can then attach files and hard copies to this document revision. Document revisions track changes to documents and their attached files and hard copies.

Files, areas, and hosts

Files are attached to a document revision for registering in ODM. You can only register files if the files are stored in a directory that is registered in Object Data Management as an area, or in a subdirectory of this type of area. The directory must be located on a computer that is known to Object Data Management, in other words, a computer that is registered in Object Data Management as a host.

5-2 | 4BDocument Management tasks

The following two types of areas exist:

Work areas or uncontrolled areas: Files are initially created in work areas, and are referred to as being checked out.

Vault areas or controlled areas: When a document is submitted for review or released, the attached files are checked in. In other words, these files are moved to a vault area. Users do not have direct access to vault areas.

Vault server

The Vault Server program is an essential component of file management in the Document Management (DOC) module, and is the mechanism by which files are moved and copied between various areas.

A vault server must be installed on the server, where the vaulting must be carried out. Instructions to install and configure the vault server are provided in the Object Data Management Client Installation Guide.

If the work area is located on a separate machine, to make the files in a work area accessible, a vault server must be installed on the computer on which the area is located.

Document types and document libraries

If you create a document, you must assign the document a document type and a library. The document type determines, for example, whether the hard copies and files attached to document revisions must also be assigned revisions. The document library determines the vault area to which attached files are moved when a document revision is submitted/released.

Summary of document management tasks

The ODM administrator must perform the following tasks related to Document Management:

Miscellaneous document management tasks

Specify whether parallel development is permitted.

Perform general transaction recovery.

4BDocument Management tasks | 5-3

To define document types and setup document libraries

Define document types.

Specify the type of files that can be attached to various types of documents.

Create document libraries and set up document library hierarchies.

To set up data related to hard copies

Register all storage locations that must be used for hard copies.

Define all storage mediums that must be used for hard copies.

Define all page sizes that must used for hard copies.

Tasks related to file and area management

Define file types.

Set up defaults to determine the files that must be operated, if a file operation, such as view or print, is applied to a document revision with multiple attached files.

Register all network nodes that must be accessed from Document Management as ODM hosts.

Register all directories that must be accessed from Document Management as Object Data Management areas.

Register the path of mounted areas for each customer from which the areas are mounted.

Assign work areas and default work areas to users.

Assign vault areas to document libraries.


Parallel development

Parallel development enables multiple users to propose changes to the same document simultaneously. Each organization can decide whether or not to enable parallel development in Object Data Management.

Parallel development operates as follows in ODM:

More than one revision with the In Design status can exist in parallel.

From the moment a new revision is created (by revising released revision), all other users who created the new revision will be notified of the creation of additional revision by e-mail.

If two new revisions are derived from the same released document revision (by revising) and in those two revisions, one revision is released and the other new revision is submitted, the user is asked to merge the changes manually with the already released document revision and then asked to perform the submit operation or directly submit the revision without merging the changes.

At any point in time, only one document revision can be released. If any approved document revision is released, and if any released document revisions already exist, the existing document revisions will be expired.

If parallel development is not enabled, then while one user is revising a document revision, no other user can revise that document revision, or any other revision of that document.

The system administrator must set the parameter that controls whether or not parallel development is permitted. The default is to enable parallel development in the Common ODM Parameters session.


To set the parallel development parameter

To set the parallel development parameter, take the following steps:

1 On the Object Data Management menu, double-click ODM Configuration Common ODM Parameters Common ODM Parameters.

The Common ODM Parameters (dmsys0100m000) session appears, which includes a list of the parameters that are already defined:


2 Enter one of the following in the Value field, for example, ATT-000002:

NO: To prevent parallel development

YES: To enable parallel development


Hosts

All computers from which Object Data Management must be accessed, and all computers on which the vault server is installed, can be registered in Object Data Management as hosts.

The first time a user performs a file-related operation from a BW client in case of Worktop, the system registers the computer as a host. However, the ODM administrator must ensure that all computers on which vault servers are located, are registered as hosts if dynamic host option is not being used. The ODM administrator must perform the complete registration for vault server computers, for example, UNIX.

To register hosts, you can use the Hosts (dmdoc5500m000) session.

To open the Hosts (dmdoc5500m000) session

To open the Hosts (dmdoc5500m000) session, on the Object Data Management menu, double-click ODM Configuration System Administration for Areas Hosts.

The Hosts (dmdoc5500m000) overview session appears, which provides a list of all computers that are already registered in Object Data Management:

Figure 5-2 Hosts (dmdoc5500m000)


To register a host

To register a host, take the following steps:

1 In the Hosts (dmdoc5500m000) overview session, on the File menu, click New. The Hosts (dmdoc5500m000) details session appears:

Figure 5-3 Hosts (dmdoc5500m000)

2 Enter the name for the new host: Either enter the name of the computer in the Computer Name field, or enter an address in the IP Address.

Note

For nodes with a vault server installed, the following conditions apply:

If the vault server is to be used to control access to vault areas, you must specify the computer name and not the IP address, because the IP address can change. If the vault server is to be installed on a computer with static Internet addresses, you can specify the IP address.

If the vault server is only to be used to enable users to access files in work areas over the Internet, you can achieve better results if you enter the computer name or a static IP address.

For nodes on which a vault server is installed, the following conditions apply:

Enter the vault server port number in the Port field, for example, 2001, 4001, and so on.


Areas

All directories that must be accessed from the Document Management (DOC) module must be registered as Object Data Management areas. This includes directories in which users edit files, and directories that Document Management must use to store protected documents.

You can use the Area (dmdoc5120m000) session to designate areas. The definition of an area includes an area type, which identifies the purpose for which the area must be used. The following table lists the two types of areas that exist:

Work areas Files are initially created here, and are stored here while being edited, viewed, printed, and so on.

Vault areas Files are stored here after the files are checked in. Vault areas must be located on a computer with a vault server if controlled access is to be provided.

Note: You must regularly back up the files in the work areas. The regular back up is the responsibility of the network system administrator, and is not handled by Document Management.

To open Area (dmdoc5120m000)

To start the Area (dmdoc5120m000) session, on the Object Data Management menu, double-click ODM Configuration System Administration for Areas Area.

The Area (dmdoc5120m000) overview starts, which includes a list of all areas that are already registered in Object Data Management.


Figure 5-4 Area (dmdoc5120m000)

To register an area

To register an area, take the following steps:

1 In the Area (dmdoc5120m000) overview session, on the File menu, click New. The Area (dmdoc5120m000) details session starts:

Figure 5-5 Area (dmdoc5120m000)

2 Enter the name for the new area.

3 The user can select the Dynamic Host check box, by which the current IP address is picked up, which is useful in cases where the IP address changes repeatedly each time the computer connects to the network. If the computer


name/IP address does not change for every connection, the user can specify the Host name.

4 Enter the name of the host on which the area is located.

If the host is already registered in Object Data Management, you can either type in the host name directly, or click the browse arrow to select the host from the Hosts (dmdoc5500m000) session.

If the host is not yet registered in Object Data Management, click the browse arrow to start the Hosts (dmdoc5500m000) session and register the host.

5 Enter the type of area: Work or Vault.

6 Enter the full local path to the area. You can either type in the path directly, or click the Path field, and then click Choose Directory to select the required directory using the directory browser. The Browse for Folder dialog box appears, as shown in the following figure:

Figure 5-6 Browse for Folder

User work areas

Users can edit files located in areas that are assigned to them as work areas. One or more work areas can be assigned to the same user, and more than one user can be assigned to the same work area. The ODM administrator can assign work areas for all users. Individual users can also define their own work areas.


Each user who works with files must be assigned a default work area. If a user checks files out of the vault, the files are copied to the user’s default work area. If a user requests to attach a file to a document revision from the Attached Files (dmdoc4540m000) session, ODM searches for an existing file in the user’s default work area. The user can also create a new file in default work area from the attached files session.

The ODM administrator can assign default work areas for all users. Individual users can assign their own default work area. Each user can only be assigned one default work area.

If no work area is defined for a user, the ODM creates a work area automatically for the user and assigns the work area as the user’s default work area.

Work areas are assigned to users in the Work Area Assignments (dmdoc5130m000) session.

To open Work Area Assignments (dmdoc5130m000)

To open the Work Area Assignments (dmdoc5130m000) session, on the Object Data Management menu, double-click Document Management System Administration for Areas Work Area Assignments.

The Work Area Assignments (dmdoc5130m000) session starts, which provides a list of all users that already have work areas assigned to them, and the work areas that are assigned to the users:

Figure 5-7 Work Area Assignments (dmdoc5130m000)


To assign a work area to a user

To assign a work area to a user, take the following steps:

1 In the Work Area Assignments (dmdoc5130m000) session, on the File menu, click New. A new record appears, with the current user’s ID filled in.

2 Enter the ID of the area you want to assign to the user.

If the area is already registered in ODM, you can either enter the area ID directly, or click the browse arrow to select the area from the Area (dmdoc5120m000) session.

If the area is not yet registered in ODM, click the browse arrow to select and access the Area (dmdoc5120m000) session, and register the area. The system fills in the host automatically.

To assign a default work area to a user

To assign a default work area to a user, take the following steps:

1 Select the check box in the record that contains the work area you want to assign as the default work area for the user.

Note : You can only assign one work area as the default work area for a user. Therefore, if a default work area is already assigned to the user, you must clear the check box for this work area before you can assign a new work area.

To set up user access to work areas

Users must have read-write access to their own work areas and read-only access to any other work areas to which they must access. Multiple users can share work areas. In this case, each user must have read-write access to the area. The network system administrator is responsible for setting up read-write and read-only access to work areas. In addition, the ODM administrator must set up user permissions with the standard Object Data Management authorization mechanism.

After you set up the required file access and other permissions, user access to work areas is provided as follows:

If the work area is located on the user's own computer, the user can access the work area directly.

To provide access to a work area that is located on a computer in the same LAN as the user's computer, the work area must be mounted on the user's computer or, the work area must be located on a computer on which a vault server is installed.


Mounted areas

The following types of area must be mounted:

If a user must access files located on a different computer, but in the same LAN, that work area must be mounted on the user’s computer.

Work areas with files that are located on computers without a vault server must be mounted.

The ODM administrator must define mounted areas in the Mounted Areas (dmdoc5150m000) session.

To start Mounted Areas (dmdoc5150m000)

To start the Mounted Areas (dmdoc5150m000) session, on the Object Data Management menu, double-click ODM Configuration System Administration for Areas Mounted Areas.

The Mounted Areas (dmdoc5150m000) session starts, which provides a list of all mounted areas that are already registered in Object Data Management:

Figure 5-8 Mounted Areas (dmdoc5150m000)


To register a mounted area

To register a mounted area, take the following steps:

1 In the Mounted Areas (dmdoc5150m000) session, on the File menu, click New. The Mounted Area (dmdoc5150m000) details session appears:

Figure 5-9 Mounted Area (dmdoc5150m000)

2 Enter the identifier of the area that you want to access, or click the browse arrow to select the area.

3 Enter the host for which access to the area is required. In other words, enter the host on which the area is mounted. Either type in the host ID, or click the browse arrow to select the host.

4 Enter the path to the area from the host on which the area is mounted, in other words, the path from the local computer for which the definition is being set up, or the path of the computer with the vault server. You can either type in the path directly, or click Choose Directory to select the required directory with the use of the directory browser.

Document libraries

Object Data Management uses logical libraries to store data in a hierarchical structure. The Document Management (DOC) module uses logical libraries to catalog documents. The libraries used to catalog documents are referred to as document libraries. Document libraries simplify the search for documents and enable you to manage vault areas for documents.

When a user creates a document, the user must assign the document to a document library. The ODM administrator must set up and maintain document libraries, and assign a vault area to each library.


If a document revision is submitted/released, the files in the document revision are checked in and moved to the vault area associated with the document library.

You can set up document libraries that enable you to set up local vault areas. Individual users do not have to be aware of the physical location of the particular vault areas the users use.

To create document libraries

You can create and maintain libraries in the Libraries (dmsys0540m000) session. You can start this session from the general ODM Configuration menu. In that case, the Libraries session lists all libraries. However, if you start the Libraries session from the Document Management menu, the session only lists document libraries.

To start Libraries (dmsys0540m000)

To start the Libraries (dmsys0540m000) session, on the Object Data Management menu, double-click Document Management Documents Libraries.

The Libraries (dmsys0540m000) overview session starts, which includes a list of all document libraries already defined:

Figure 5-10 Libraries (dmsys0540m000)


To create a new library

To create a new library, take the following steps:

1 In the Libraries (dmsys0540m000) overview session, on the File menu, click New.

2 Enter an identifier for the library, if no identifier is automatically generated with the use of the mask system.

3 Enter a description for the library.

Note: If you start the Libraries (dmsys0540m000) session from the Document Management menu, the family profile will be taken as FLIB_TREE, and does not appear on the session. If you enter the session from the general ODM Configuration menu, you must use the browse arrow to click this profile.

To maintain the document library contents

Document libraries can contain sub-libraries, documents, and vault areas. In the relevant library sessions, take the following steps:

1 Set up library hierarchies: Assign libraries that will be sub-libraries of other libraries.

2 View a list of the documents in a library.

3 Assign a vault area to a document library: Attach an area to the document library.

Note: If you view the contents of a library, you can access the Documents (dmdoc1510m000) session and create a new document in the library. However, to move a document to a different library, you must directly start the Documents (dmdoc1510m000) session directly from the Object Data Management menu, and change the library to which the document is assigned. The files are then moved to the vault area that is linked to the new library.


To open the library attachments session for a library

To open the Library Attachments (dmsys9113m000) session for a library, from the Libraries (dmsys0540m000) overview session, on the Specific menu of the Libraries overview session, click Attached Objects.

The Library Attachments (dmsys9113m000) session appears, which provides a list of the type of objects that you must include in the library, and the number of objects of each type currently included in the library.

Figure 5-11 Library Attachments (dmsys9113m000)


To create a library hierarchy

To create a library hierarchy, take the following steps:

1 In the Library Attachments (dmsys9113m000) session, double-click the Libraries record. The Library Contents (dmcom9110m000) session for libraries appears, which lists any sub-libraries already contained in the library:

Figure 5-12 Library Contents (dmcom9110m000)


3 Click the browse arrow to view the Libraries (dmsys0540m000) overview session, and either select an existing library to be placed in the parent library, or create a new library, as detailed previously.


To assign a vault area to a library

To assign a vault area to a library, take the following steps:

1 In the Library Attachments (dmsys9113m000) session, double-click the Vault Server record. The Library Contents (dmcom9110m000) session for areas appears:


Note: You can assign multiple vault areas to a library. These vault areas are called the primary vault areas. You can link secondary or related vault areas to these vault areas. When the document revision is submitted/released, the user appears with the list of primary vault areas. If the user selects a primary vault area, the files are moved to the selected primary vault area and copied to the related vault areas associated with the current primary vault area.


3 Click the browse arrow to start the Area (dmdoc5120m000) overview session, and either select an existing vault area to attach to the library, or create a new vault area.


To view the documents in a library

To view the documents in a library, take the following steps:

1 In the Library Attachments (dmsys9113m000) session, double-click the document record. The Library Contents (dmcom9110m000) session for documents appears, which includes a list of all documents in the library:


To display document library contents graphically In the Libraries (dmsys0540m000) overview session, click the library whose contents you want to display, and on the Specific menu, click Browse.

The Browsing (dmcomobjbrows) session appears which displays the library contents in a graphical manner:


Figure 5-15 Object Browsing Menu Browser

The following figure displays the documents and the subsections. The figure also displays the area and the subsections within the area.

Figure 5-16 Object Browsing Menu Browser, graphical library contents

Document Tree Structure

• Area Tree


Figure 5-17 Areas (dmdoc5120m000), Related Vault Areas option

Figure 5-18 Related Vault Areas (dmcom9110m000)

During submission or release of a document revision, the user must select one of the primary vault areas, and a copy of the file will be made in the related vault area, as well.

Secondary or related vault areas can be linked to each vault area, which are used to have a copy of the checked in files.


File types

If you register a file, you must enter the file type. The ODM administrator must define file types in the File Types (dmdoc4110m000) session. The definition of a file type includes specification of valid file extensions for the file type. A file can only be assigned to one of the file types with which the file extension is associated.

To maintain the list of file types

To maintain the list of file types, on the Object Data Management menu, double-click Document Management Files File Type.

The File Type (dmdoc4110m000) session starts, which includes a list of all file types already defined:

Figure 5-19 File Type (dmdoc4110m000)

To add an additional file type, take the following steps:


2 Enter the name for the new file type.

3 Enter the file extensions that must be associated with the file type in the File Extensions column in the following format: Drawing Files - .dwg;.bmp;*.jpg.

Note: The *.* symbol indicates that all the file extensions are permitted with the file type.


To assign default file extensions for file operations

Most file operations, such as view, edit, print, redline files, and so on, can be performed either from the Attached Files (dmdoc4540m000) session or from the Document Revisions (dmdoc1520m000) session. In addition, you can perform several additional file operations, such as Move Files, Copy Files, Get Local Copy, E-mail, Check Out File, Undo Check Out, and Archive Files from the attached files session. If file operations are invoked from the Attached Files (dmdoc4540m000) session, the user selects the files to which the operations must be applied.

If file operations are invoked from the Document Revisions (dmdoc1520m000) session, and multiple files are attached to a document revision, the system must determine on which file or files to operate. These files are referred to as the main files for the operation for the document revision.

The ODM administrator must set up defaults that must be used to identify the main files for various operations for various file types, so that the user will not have to enter the main files for each document revision. The user can override these defaults for individual document revisions.

To set up the defaults, the ODM administrator specifies which file extension must be used by default for each file type and for each type of operation. The defaults are set up in the Default File Extensions for File Operations (dmdoc4550m000) session.

To assign main file defaults for a file type

To assign main file defaults for a file type, take the following steps:

1 In the File Type (dmdoc4110m000) session, select the file type for which you want to set up main file defaults, and on the Specific menu, click Assign Defaults. The Default File Extensions for File Operations (dmdoc4550m000) session starts.

This session contains one row for each file extension associated with the file type. Each row contains check boxes for operations such as view and print:


Figure 5-20 Default File Extensions for File Operations (dmdoc4550m000)

2 For each type of operation, select the check box for the file extension that you want to make the default file extension for the file type. You can only select one check box in each column.

If a user requests to perform a file operation from a document revision, and if main files are not yet assigned specifically for that document revision, the operation is applied to the file with the extension that was listed as the default extension for the operation for the file type.

User data setup for e-mail

For the e-mail operations to work properly, the user must perform the following initial setup. This procedure is a one-time action/setup.


The following figures illustrate the user data setup.

1 Run the User Data (ttaad2500m000) session:

Figure 5-21 User Data (ttaad2500m000)

2 Click the Address Book tab. Set the fields on this tab as follows:

The E-Mail Type must be SMTP.

The E-Mail Address must be the user’s e-mail address.

The Default Address Type must be E-Mail.


The following figure shows the data to be entered, as described in this procedure:

Figure 5-22 User Data (ttams1100s000), Default Address Type as E-mail

Document types

When you register a document, you must enter the document type. The ODM administrator must define document types in the Document Types (dmdoc2510m000) session.

The document type is used to define the document revision mode, and can optionally be used to determine the following:

The mask that must be used for the document identifier and the document revisions.

The file types that can be attached to the document revisions.

The document type can be used together with the Object Data Management authorization mechanism to limit access to various types of documents to various user roles. For example, a user with the role of Electrical Engineer can be authorized to edit documents of the electrical document type, but can be authorized only to view documents of type Mechanical Document.


Document Revision modes

The definition of a document type includes specification of the following:

Revision type: The possibilities are alphanumeric revisions or release date revisions. Masks must usually be used to set the format of the revision value for alphanumeric or release date revision values.

Whether to use hard copy and file revisions: If used, whenever the revision of an attached file or hard copy is changed, the document revision changes correspondingly.

The combination of these two parameters results in one of four possible revision modes, as follows:

Alphanumeric revisions with no hard copy or file revisions The document revision value is alphanumeric, and the user sets the value’s format. For example, the format can be:

A, B, C, and so on

R01, R02, R03, and so on

A1, A2, A3, and so on

B1, B2, B3, and so on

Hard copies and files do not have revisions.

Release date revisions with no hard copy or file revisions

The document revision is set automatically to the release date when the revision is released. For example, this value can be 1998-05-12. Hard copies and files do not have revisions.

Alphanumeric revisions that use hard copy and file revisions

Hard copies and files have alphanumeric revision values whose format the user can set. If the document revision is submitted, the revision value is set automatically to the highest revision of the attached hard copies and files.

Release date revisions using hard copy and file revisions

The revision values of documents, hard copies, and files are set automatically to the release date when the document revision is released.


To define document types

To start Document Types (dmdoc2510m000)

To start the Document Types (dmdoc2510m000) session, on the Object Data Management menu, double-click Document Management Documents Document Types.

The Document Types (dmdoc2510m000) overview session appears, which includes a list of all document types already defined:

Figure 5-23 Document Types (dmdoc2510m000)

To register a document type

To register a document type, take the following steps:

Figure 5-24 Document Type (dmdoc2110s000)


1 In the Document Type (dmdoc2510m000) overview session, on the File menu, click New. The Document Type (dmdoc2110s000) details session starts.

2 Enter the name and description for the new document type.

3 The optional Committee field enables you to assign a review committee for the newly created document type. Each committee will include reviewers.

4 Click the browse arrow that corresponds to the Library field to start the Libraries (dmsys0540m000) session and specify the library to enter. A default library is assigned to this document type so that a library is automatically shown to each document during the document’s creation, depending on the selected document type. If the default library is not required, you can change the library, according to the requirements while you create a document.

5 Select the required revision type from the list, alphanumeric revisions, or release date revisions.

6 Select the Use Hard Copy and File Revisions check box if hard copy and file revisions must be used for the document type.

To assign file types to document types

You can limit the types of files that can be attached to documents of various types. The file type assignments are defined in the Document Type - File Type Assignment (dmdoc2550m000) session to assign file types to document types.

If no file types are assigned to a particular document type, you can attach all file types to that document type. However, if at least one file type is assigned to a particular document type, only files of the specified file types can be attached to a document of that document type.

To assign file types to document types, on the Object Data Management menu, double-click Document Management Files Document Type - File Type Assignment.

Alternatively, in the Document Types (dmdoc2510m000) overview session, select the document type for which you want to assign file types, and on the Specific menu, click Document Type - File Type Assignments.

The Document Type - File Type Assignment (dmdoc2550m000) session starts, which includes a list of any file types already assigned to the document type that appears at the top of the list:


Figure 5-25 Document Type- File Type Assignment (dmdoc2550m000)

To add an additional file type to the displayed document type, take the following steps:


2 Use the browse arrow to start the File Types (dmdoc4110m000) session, and either select an existing file type, or create a new file type.

To list and assign file types for a different document type, click Next Group and Previous Group, or Find, to locate the required document type.

To assign file types to a document type to which no file types have yet been assigned, take the following steps:

1 Click New Group and click the browse arrow to start the Document Types (dmdoc2510m000) session.

2 Select an existing document type or create a new document type.


3 Assign one or more file types to the document type, as described previously.

Figure 5-26 File Type (dmdoc4110m000) in Document Type – File Type Assignment (dmdoc2550m000)

Document revisions – easy entry

The salient features of the document revisions – easy entry concept are as follows:

In ODM, you can attach a file to a document revision, if the revision is in In Design status and if the attached files are located in the defined work area with a Check Out status.

Multiple revisions can be maintained for a single document, in case of parallel development.

Because the documents are revision-controlled, you can use the Multi Main Table (MMT) concept to view the attached files with more ease of use for a particular document revision.

You can use the Hard Copies session to maintain the hard copies for a document revision. The location of hard copy with its relevant details for a particular document revision can be seen from the Multi Main Table session or document revision itself.

The reviewer for a particular document revision can provide the recommendation and this operation can be made directly from the MMT session of document review session.

If a document revision consists of multiple related documents, the links between the documents are maintained in the Related Documents session.

The compound document is seen as a set of documents that are related in a particular order: either a set of parallel documents, or a main document and the document’s sub-documents.

The main document and the document’s sub-documents are maintained using the parent child relationship from the document revisions.

To realize the concept of having a single view of all these documents from document revision, you can use the MMT concept.


The following figure shows the Document Revision – Easy Entry (dmdoc1520m000) session:

Figure 5-27 Document Revision - Easy Entry (dmdoc1520m100)

Quick approval

Quick approval is a functionality that you can use to get a document approved fast, rather than go through a longer process of the document lifecycle. The process to create a document and implement the Quick Approval option as part of the approval process has the following steps.

The type of lifecycle of a document is determined by whether or not the Quick Approval Process check box is selected in the Common ODM parameters session. If quick approval procedure is implemented for any document, the intermediary life cycle steps are skipped. After a document is created, you can only change the value of this field if all documents revisions have the status In Design.

The following figure shows the Quick Approval check box in the Documents – Details (dmdoc1510m000) session:


Figure 5-28 Documents – Details (dmdoc1501m000), Quick Approval Process check box

Archive files

Only a user with the proper authorization can perform this action. The authorized user is most likely an administrator. The Archive Files option enables users to archive the vaulted files to another vault area, based on either of the following conditions:

Submitted or release dates, by specifying the range

Vaulting entire files


Additional information:

The user will be given the option to specify the source vault area from which the vaulted files must be archived to the target vault area. The user can do any of the following:

Choose to archive all the files in the source vault area.

Choose the range of dates on which the document revision has been submitted or released as in the case of quick approval.

If the user chooses the All Files option, all the files of the source vault area will be archived to the specified target vault area. However, if the user specifies the range of dates, all the files that have been vaulted in the specified range of dates will be archived to the target vault area.

The object that must be checked for authorizations is FILE and the related action is ARCHIVE FILES:

Figure 5-29 Archive Files (dmdoc0200m000)

The procedure to archive files consists of the following steps:

1 Enter the source vault area or click the browse arrow to start the Area (dmdoc5120m000) session and choose a Source Vault Area from the list.

2 Enter the target vault area or click the browse arrow to start the Area (dmdoc5120m000) session and choose the target vault area from the list.

3 Select the All Files check box to move all files from the source vault area to the target vault area.

Note: If this check box is selected, the date in the selection range is unavailable.

If you select the All Files check box, all the files will be archived, irrespective of the dates. Only authorized users can archive the files.


4 Enter the From and To date and time, if the archive is required based on the specified dates.

5 Click Archive to archive the files after you fill in all the required data.

In addition, a Print Error Report check box is available. You can use this check box to print the error report, which specifies the reason why the archiving operation failed. When an error report is printed, the archiving does not take place due to some errors. If no errors occur, the files can be archived.

6 Select the Print Error Report check box.

Hard copy fields

If a user registers a hard copy, the user must enter a storage location for the hard copy. The user can enter a storage medium and paper size optionally. The ODM administrator must define valid storage locations, storage mediums, and paper sizes for the organization. The user selects values for the storage location, storage medium, and page size, from the list of valid values while registering a hard copy.

To maintain the list of Storage Locations

To maintain the list of storage locations, on the Object Data Management menu, double-click Document Management Hard Copies Location.

The Location (dmdoc3110m000) session starts, which includes a list of all storage locations already defined:


Figure 5-30 Location (dmdoc3110m000)

To add a new storage location, take the following steps:


2 Enter the name for the new location and, optionally, a description.

To maintain the list of storage mediums

To maintain the list of storage mediums, on the Object Data Management menu, double-click Document Management Hard Copies Medium.

The Medium (dmdoc3130m000) session starts, which includes a list of all storage mediums already defined:

Figure 5-31 Medium (dmdoc3130m000)

To add a new storage medium, take the following steps:

1 Click New on the File Menu. A new record appears.

2 Enter a name for the new medium, and optionally a description.

To maintain the list of page sizes

To maintain the list of page sizes, on the Object Data Management menu, double-click Document Management Hard Copies Size.

The Size (dmdoc3140m000) session starts, which includes a list of all page sizes already defined:


Figure 5-32 Size (dmdoc3140m000)

To add a new page size, take the following steps:


2 Enter the name for the new page size and, optionally, a description.

Transaction recovery

Object Data Management generally recovers automatically from transaction failures. If a file is locked accidentally, the repetition of the file operation results in transaction recovery to take place automatically. However, on any occasion, such as after an electrical failure, you must initiate a recovery procedure to free transactions.

All users can initiate recovery, and the system administrator can initiate recovery for all users.

To initiate transaction recovery

To initiate transaction recovery, take the following steps:

1 On the Object Data Management menu, double-click ODM Configuration System Administration for Areas Recovery Management Transaction Management. The Choose User (dmdocrecovery) session starts:


Figure 5-33 Choose User (dmdocrecovery)

2 Use the browse arrow to make selections in the From User and To User lists to enter the users for whom you want to perform transaction recovery.

3 Click View, if required, to open the Log (dmdoc6540m000) session, which includes a list of all failed transactions.

4 Click Continue to initiate the recovery.

Committee

For effective review process, a new functionality has been incorporated in Document Management with which a committee comprising of a chairperson and few reviewers become a part of review process. Any authorized user can create a committee.

Associated with each committee is a chairperson who selects the reviewers to be part of the committee. Only the chairperson can add reviewers. Other users are restricted from adding reviewers.

Authorized user can select the review type for the committee, which can be either Document Management or Change Management or both. If the committee reviews Document Management, the reviewers can review only documents. If the committee reviews Change Management, the reviewers can review only changes, and if the committee reviews both, the reviewers can review both documents and changes.


Document Management committee

You can also check the documents and document types by reviewer, chairperson, and committee.

Figure 5-34 Committee (dmcom0127m000)

These sessions are used to maintain committees for Change Management or Document Management or both. Each committee is headed by a chairperson who has the final authority to accept or reject any recommendations given by reviewers.

To perform committee maintenance, take the following steps:

1 Enter the committee ID. The Committee data field displays the committee ID, which acts as an identifier.

2 Enter the Committee Description, which is used to describe the committee.

3 Enter the name of the chairperson. The Chairperson field is used to display the name of the chairperson for the committee.

Figure 5-35 Reviewers by Committee (dmcom0126m000)


You can use this session to display reviewers who are part of a Document Management Committee (dmcom0127m000) session.

The chairperson nominates the reviewers in the following manner:

1 The chairperson of the committee enters the type of review that a committee must carry out. The committee reviews Change Management or Document Management or both. This information is entered in the Reviews data field.

2 The employee name of the reviewer for the committee must be filled in the Reviewer data field.

3 Enter the description of the reviewer.

After the chairperson enters all the relevant data, the reviewers are nominated as part of that committee.

Figure 5-36 Reviewers by Document Management Committee (dmcom0126m000), Specific menu

Figure 5-37 Document Types (dmdoc2510m000)


Figure 5-38 Reviewers by Document Management Committee (dmcom0126m000), Specific menu

Figure 5-39 Documents by Reviewer (dmdoc1510m000)


Fixed reviewers

The fixed reviewers mechanism can be best described through the following figure. A parameter is defined in the Common ODM Parameters session, which an authorized user must set as shown in the following figure:


The review process can be of two types: normal or fixed reviewers mechanism. If you use the normal reviewers mechanism, the session does not display the sequence number or due date.

In the fixed reviewers mechanism, the sequence number appears in the Reviewers list session. When a document revision is submitted for review, an e-mail message is sent to the chairperson, as well as to all the reviewers of the document review. After the reviewer provides their suggestions, an e-mail message is sent to the chairperson and to the remaining reviewers. Here, two scenarios arise:

1 In case of the fixed reviewers mechanism, the e-mail message is sent to the chairperson and the next reviewer of that document revision.

2 In case of normal reviewers’ mechanism, the e-mail message is sent to the chairperson, as well as to all other reviewers for that document revision.

In the fixed reviewer procedure, note the following points:

The reviewers must provide their recommendations, mandatorily and sequentially.

The reviewers must approve or reject a proposal.


In the list of reviewers, the first reviewer must provide their recommendation, and only after this can the second reviewer offer their recommendation.

The chairperson of the committee sets the time frame and the reviewer must provide recommendations within the specified time frame. In this way, all the reviewers offer their recommendations successively, one after the other.

The final authority lies with the chairperson of the Change Control Board, who can exercise their recommendation without depending on the recommendations of reviewers.

In case of fixed reviewers mechanism, the chairperson also has a provision to change the timeframe for the reviewers to finish the review process.

Multiple reviewers can have the same sequence number.

After a document revision is submitted, an e-mail message is sent to all the successive reviewers, along with a copy to the chairperson.

After the reviewers finish the review within the time frame, an e-mail message is sent to the next set of reviewers for review.

In a fixed reviewers mechanism, reviewers are sent a reminder before their allotted time elapses.

The following figure shows the Fixed Review Sequence check box selected in the Documents – DETAILS (dmdoc1510m000) session:

Figure 5-41 Documents Details (dmdoc1510m000), Fixed Reviewers Sequence check box

6 Chapter 6 Change Management tasks

If a user creates a change request or a change, the user must select the change priority and change classification from a list of valid values. The ODM administrator must set up these lists. The user can perform a task before or after the change proposal is approved.

Change priorities

If you create a change request or change, you must enter a change priority. You must select the priority from the list of valid change priorities defined by the ODM administrator in the Maintain Change Priority (dmchm0103m000) session:

To maintain the list of change priorities

To maintain the list of change priorities, on the Object Data Management menu, double-click Change Management Master Data Change Priority.

The Change Priority (dmchm0103m000) session starts, which includes a list of all change priorities already defined:

A-2 | 77B ODM actions

Figure 6-1 Change Priority (dmchm0103m000)

To add an additional change priority, take the following steps:


2 Enter a name for the change priority, and optionally a description.

Change classifications

If users create change, the user can optionally enter the classification. You must select the classification from a list of valid change classifications, which the ODM administrator specifies in the Change Classifications (dmchm0105m000) session.

To maintain the list of change classifications

To maintain the list of change classifications, on the Object Data Management menu, double-click Change Management Master Data Change Classification.

The Change Classifications (dmchm0105m000) session starts, which provides a list of all change classifications already defined:

77B ODM actions | A-3

Figure 6-2 Change Classification (dmchm0105m000)

To add an additional change classification, take the following steps:


2 Enter a name for the change classification and, optionally, a description.

Change committee

The user who is authorized can create a change committee and then go on to define reviewers by change committee. The authorized user is always the chairperson. The reviewers can be for Change Management or Document Management or both. After the chairperson defines the change committee and reviewers by change committee, the user can make use of these change committees in their respective life cycles.

The following figure shows the Committee (dmcom0127m000) session, which you can use to create a change committee:

Figure 6-3 Committee (dmcom0127m000), Reviewers by Committee option

The following figure shows the Reviewers by Committee (dmcom0126m000) session, which you can use to define reviewers by change committee:


Figure 6-4 Reviewers by Committee (dmcom0126m000) session, Specific menu

If a committee is in use in the Change Management module or Document Management module or both, the Changes sub-options By Reviewer, By Chairperson, and By Committee options will be enabled, as shown in the previous figure.

The steps to be taken in the Reviewers by Committee session are as follows:

1 The Reviewers by Committee session enables the authorized person, namely the chairperson, to enter the choice of reviewers.

2 In this session, when the user defines a reviewer, the system checks for the availability of e-mail.

3 If e-mail is not available, the system asks whether the user wants to specify the e-mail address for the reviewer.

If the user clicks Yes, the user can define an e-mail address in the respective session and then go back to the Reviewers by Committee session.

If the user chooses No, the reviewer can still be included for the committee.

4 In some situations, a fixed group of reviewers will be present, in which the reviewers can adopt a fixed reviewer mechanism or a normal reviewer mechanism.

5 In case of a fixed reviewer mechanism, each member of the group provides their decision in a decided fixed sequence.

6 Each member cannot offer their recommendation until the prior member in the reviewer sequence first offers their recommendation.

7 A member can approve or reject the change proposal with some conditions. This member is known as a conditional reviewer.


8 Based on the recommendations submitted by the members of the reviewer group, the chairperson of the group can make a final decision on whether to approve or reject the change proposal.

The decision of the chairperson to approve or reject the proposal is final, irrespective of the recommendations offered by the members.

9 In the fixed reviewer procedure, reviewers are entitled to give their recommendations, mandatorily and sequentially.

10 In the list of reviewers, the first reviewer must provide their recommendation and, only after this operation, the second reviewer can exercise their recommendation.

11 The chairperson of the committee sets the time frame and the reviewer must provide the recommendations within the time frame.

12 The system sends a reminder if the end of the allotted timeframe approaches and the reviewer still has not submitted a recommendation.

In this way, all the reviewers must submit their recommendations successively, one after the other.

The final authority lies with the chairperson of the change committee board, who are free to exercise their decision without depending on the reviewers’ recommendations.

Reviewers can play an indirect role in approving or rejecting any change.

13 Whenever the reviewer offers a recommendation, all the reviewers and the chairperson who participate in the change receive an e-mail notification.

14 While the suggestions are being mailed, the user can also include comments in the e-mail message.


The following figure shows the Reviewers by Committee (dmcom0126m000) session:

Figure 6-5 Reviewers by Committee (dmcom0126m000)

Simple Change Management

In the simple Change Management procedure, the number of steps involved in completing the change is fewer in comparison to the normal Change Management procedure.

The user can approve or reject a change that has linked entities, without adopting the normal procedure. This simplified procedure has the following advantages:

Fewer steps required to complete the change

Only one proposal, which is created automatically while a change that is used for the entire process is created

In some case, you might be required to adopt a simple Change Management procedure, and in this case, any authorized user can set the simple Change Management parameter in the Common ODM Parameters (dmsys0100m000) session, as shown in the following figure.


Note: You can designate this setting on a need basis, or the ODM administrator can designate this setting according to the needs of the organization.

Figure 6-6 Simple Change Management (dmsys0100m000)

In the Changes (dmchm0111m000) session, on the Specific menu, the Simple Change Management command is available. The submenu under the main menu is as follows:

Submit for Review

Approve

Reject

Revise

Complete

Direct approval

Direct approval is a process that enables authorized users to bypass the review mechanism. You can use the method of approving a proposal without the need to submit the proposal to the change control board through the direct approval method.

Using the direct approval feature, the chairman of the change control board can approve the proposal without going through the normal process. If the review mechanism is direct approval mechanism, the Under Review status will not exist.


If the Direct Approval check box is selected, the Committee field is unavailable, as shown in the following figure:

Figure 6-7 Changes (dmchm0111m000), Direct Approval check box selected


Figure 6-8 Changes (dmchm0111m000), Direct Approval check box cleared

The following figure shows the direct approver mechanism as a part of change management, as is defined in the Common ODM Parameters (dmsys0100m000) session:

Figure 6-9 Common ODM Parameters (dmsys0100m000), Direct Approver mechanism


Change proposal – easy entry

The Change proposal - easy entry concept includes the following features:

Change proposal is a revision-controlled entity for a change.

Maintain a number of proposals for a single change by executing the change’s life-cycle process.

Change order provides a generic mechanism to change any change-controlled ERP entity that is defined in ODM.

Link change orders to the change proposal directly from the Multi Main Table (MMT) session in the change proposal.

Create and link individual tasks and task groups to the change proposal.

Associate each task with the relevant ERP entity that is affected by the change.

The reviewer for a particular change proposal can offer recommendations and all these operations can be implemented directly from the Multi Main Table (MMT) session of the change proposal.

Maintain the business partner of the change proposal, if any, from the Multi Main Table (MMT) session itself.


The following figure shows the Change Proposal – Easy Entry (dmchm0120m000) session:

Figure 6-10 Change Proposal - Easy Entry (dmchm0120m100)

A Appendix A ODM actions

System actions are predefined actions that are supplied with ODM set-up data.

The following table lists the data in the Actions (dmcom0530m000) session:


ATTRS-GROUP ATTRS Action Group for Attributes

DELETE ATTRIBUTE

ATTRS Delete an Existing Attribute

MODIFY ATTRIBUTE

ATTRS Modify an Existing Attribute

NEW ATTRIBUTE ATTRS Create an Attribute

CANCEL CH Cancel a Change You can cancel a change in Created status. This action is used in Simple CHM.

CH-APPROV CH Approve a Submitted Change

CH-DELETE CH Delete a Change You can delete a change in Created status. The change is used in Simple CHM.



CH-GROUP CH Action Group for Change Headers

CH-REVISE CH Revise an Approved Change

CH-SUBMIT CH Submit a Created Change for Review

CH-UPDATE CH Modify a Change

CH_NEW CH Create a Change

COMPLETE CH Complete an Approved Change

FROZEN CH Freeze a Change Freeze a created change.

UNFREEZE CH Unfreeze a Change

You can unfreeze changes in status Freeze.

COMMITTEE-GROUP

CHANGE COMMITTEE

Action Group for Committee

This committee is defined for Document Management and Change Management.

CREATE_CC CHANGE COMMITTEE

Create a Committee

DELETE_CC CHANGE COMMITTEE

Delete a Committee

UPDATE_CC CHANGE COMMITTEE

Modify a Committee

CREATE VER CLIENT_VER Maintain ODM Client Version

You can use this action to maintain ODM client version, which verifies the existing ODM client version.

CO-GROUP CO Action Group for Change Orders



CO_DELETE CO Delete a Change Order

You can delete this if the CO is not linked to any ERP entity. You can delete CO if it is independent or linked to a proposal in Created status.

CO_NEW CO Create a Change Order

ACP-UPDATE CP_VER Modify an Approved Change Proposal

CH_COMP CP_VER Complete an Approved Change Proposal

CP-DELETE CP_VER Delete a Change Proposal

Delete a change proposal if the proposal is in Created status.

CP-GROUP CP_VER Action Group for Change Proposals

CP-REJECT CP_VER Reject a Submitted Change Proposal

You can reject a submitted change proposal.

CP_APPROV CP_VER Approve Change Proposal

CP_NEW CP_VER Create a Change Proposal

CP_SUBMIT CP_VER Submit a Created CP for Review

Submit a created change proposal

EXEC_TASK CP_VER Execute Tasks Carry out the task when the change is in submitted or in Approved status.

MSK_DELETE CP_VER Delete an Existing Mask

Delete an existing mask


Action Object Description Outcome Configuration configuration.

MSK_GLOBAL CP_VER Action Group for Mask Configuration

If the user has the action MSK_ GLOBAL, the user can create/modify or delete the mask configuration for the object CO.

MSK_MODIFY CP_VER Modify an Existing Mask Configuration

Modify an existing mask configuration

MSK_NEW CP_VER Create a New Mask Configuration

Create a new mask configuration

CR-DELETE CR Delete a Change Request

Delete if the change request is in Created status.

CR-GROUP CR Action Group for Change Request

CR-SUBMIT CR Link a Change Request to a Change Header

Link to change header if the change request is in Created status.

CR_NEW CR Create a Change Request

CR_UPDATE CR Modify a Change Request

Modify the request if the change request is in Created status.

REJECT CR Reject a Created Change Request

ATTACHED OBJECTS

DOCS Attached Objects Link ERP objects to documents, unless in Expired, Withdrawn, or Rejected status.

DELETE DOCUMENT

DOCS Delete a Document

Delete if the document is in In-Design status.



DOCS-GROUP DOCS Action Group for Documents

NEW DOCUMENT DOCS Create a New Document

APPROVE DOC_REV Approve a Submitted Document Revision

ATTACHED OBJECTS

DOC_REV Attached Objects To link ERP objects to document revisions, unless in Expired, Withdrawn, or Rejected statuses.

DOC_REV-GROUP DOC_REV Action Group for Document Revisions

REDESIGN DOC_REV Redesign a Rejected Document Revision

REJECT DOC_REV Reject a Submitted Document Revision

RELEASE DOC_REV Release an Approved/In design Doc. Rev.

Release an Approved or In-Design (Quick Approval) document revision.

REVISE DOC_REV Revise a Released Document Revision

SUBMIT DOC_REV Submit an In design Doc Rev for Review



WITHDRAW DOC_REV Withdraw a Released Document Revision

ARCHIVE FILES FILE Archive Files to another Vault Area

Archive checked-in files based on date or all files.

CHECK OUT FILE FILE Check Out File Performed on files attached to revised document revisions with the status In-Design.

COPY FILE FILE Copy File Copy files between document revisions or various areas.

DELETE FILE FILE Delete File from Work Area

Performed on files attached to document revisions with the status In-Design or Withdrawn.

EDIT FILE FILE Edit a File in Work Area

The user can perform this action for document revisions only if the revision is in In-Design status.

EMAIL FILE FILE E-Mail a File

FILE-GROUP FILE Action Group for Files

GET LOCAL COPY FILE Get Copy of a File to Default Work Area

To get a copy of a file from any area, namely the work area or vault area, to the default work area. If both the areas are the same, the system asks


Action Object Description Outcome whether you want to overwrite the file.

MAIN FILES FILE Assign Defaults for File Operations

Here, the files marked as default will be opened for edit, view, and so on when the user selects a file operation from a document revision.

MOVE FILE FILE Move a File across Work Areas/Doc Rev(s)

Move files between document revisions or work areas.

MOVE VAULT FILE FILE Move File to Vault Area

NEW FILE FILE Create a File

PRINT FILE FILE Print a File to Default Printer

REDLINE FILE FILE Redline a File You can use this to add comments to a file in the vault area if the status of the document revision is Submitted.

UNDO CHECK OUT FILE Undo Check Out File

Revert back to the previous file version.

VIEW FILE FILE View a File

APPROVE FLDR FLDR Approve a Created/In design Folder

CREATE FLDR FLDR Create a Folder

DELETE FLDR FLDR Delete a Folder Delete a folder in In Design status.



FLDR LINKS FLDR Folder Contents Objects in the folder.

FLDR-GROUP FLDR Action Group for Folder

LOCK FOLDER FLDR Lock an In Design/Created Folder

MODIFY FLDR FLDR Modify an In Design/Created Folder

NEW FLDR REV FLDR Revise an Approved Folder

UNLOCK FLDR FLDR Unlock a Locked Folder

ATTACH HARD COPY

HARD COPY Upgrade Hard Copy Revision

Upgrade hard copy revision to the respective revised document revision.

CREATE HC HARD COPY Create a Hard Copy

DELETE HC HARD COPY Delete a Hard Copy

Delete the hard copy only if the status of the document revision is In-Design.

HARD_COPY-GROUP

HARD COPY Action Group for Hard Copy

DELETE_LIBR LIBR Delete a Library You cannot delete the library if files reside in the library.

LIBR-GROUP LIBR Action Group for Library

MODIFY_LIBR LIBR Modify a Library Modify the library description.

NEW_LIBR LIBR Create a Library



CREATE_LINK_ATTR

LINK_ATTRS Link Attribute to an Object

DELETE_LINK_ATTR

LINK_ATTRS Delete the Object-Attribute Link

LINK_ATTRS-GROUP

LINK_ATTRS Action Group for Link Attribute Setup

MODIFY_LINK_ATTR

LINK_ATTRS Modify the Object-Attribute Link

CRT_LNK_AT_PROP

LINK_ATTRS_PROP

Link Attribute to an Object Instance

DEL_LNK_AT_PROP

LINK_ATTRS_PROP

Delete Object Instance-Attribute Link

LNK_AT_PRP-GROUP

LINK_ATTRS_PROP

Action Group for Link Attributes & Properties

MDFY_LNK_AT_PROP

LINK_ATTRS_PROP

Modify Object Instance-Attribute Link

OF-DELETE OBJECT_FAMILY

Delete an existing Object Family

OF-GROUP OBJECT_FAMILY

Action Group for Object Family

OF-MODIFY OBJECT_FAMILY

Modify an Object Family

OF-NEW OBJECT_FAMILY

Create an Object Family

OT-DELETE OBJECT_TYPE Delete an Object

OT-GROUP OBJECT_TYPE Action Group for Object Types

OT-MODIFY OBJECT_TYPE Modify an Object

OT-NEW OBJECT_TYPE Create an Object

OP_MODIFY ODM_PARAM Update an ODM


Action Object Description Outcome Parameter

CREATE OW ATTR OW_ATTRS Setup Parameter for ODM-Open World

DELETE OW ATTR OW_ATTRS Delete Parameter for ODM-Open World

OWATTRS-GROUP OW_ATTRS Action Group for ODM-OpenWorldX Param.

UPDATE OW ATTR OW_ATTRS Modify user Parameter for ODM-Open World

QUERY-GROUP QUERY Action Group for Queries

Q_COND QUERY Create a Query Condition

Q_COND_DELETE QUERY Delete a Query Condition

Q_DELETE QUERY Delete a Query

Q_NEW QUERY Create a Query

SQ_COND QUERY Create a System Query Condition

SQ_COND_DELETE

QUERY Delete a System Query Condition

SQ_DELETE QUERY Delete a System Query

SQ_NEW QUERY Create a System Query

QRUN_DELETE QUERY_RUN Delete a Query Run

RO-GROUP RELATED_OBJECTS

Action Group for Related Objects


RO_DELETE RELATED_OBJECTS

Delete Link between Main Obj and Rel Obj

RO_MODIFY RELATED_OBJECTS

Modify Link between Main Obj and Rel Obj

RO_NEW RELATED_OBJECTS

Create Link between Main Obj and Rel Obj

CREATE_RULE RULE Create a Business Rule

Create a rule, based on query condition or attribute.

DELETE_LOG RULE Action for deleting log data of Rules

DELETE_RULE RULE Delete a Business Rule

EXECUTE_RULE RULE Execute a Business Rule

MODIFY_RULE RULE Modify a Business Rule

RULE-GROUP RULE Action Group for Rule

ADD_SYS_TBL SYSTABLE Add Existing Table to System Table List

DELETE_SYS_TBL SYSTABLE Delete Table from System Table list

MODIFY_SYS_TBL SYSTABLE Modify the Table Expr in System Tbl List

SYS_TBL-GROUP SYSTABLE Action Group for System Table list

CREATE_TASK TASK Create a Task

TASK-DELETE TASK Delete a Task You can delete the task if the proposal is in


Created status.

TASK-GROUP TASK Action Group for Tasks

CREATE_TG TG Create a Task Group

DELETE_TG TG Delete a Task Group

TG-GROUP TG Action Group for Task Group