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In this lesson, we’ll discuss the lifecycle of a document, including document statuses, and how the lifecycle is managed.
We’ll also discuss the purpose and benefit of the document categories.
In this video, we will:
Transcript
00:05
In this video, we will explore document statuses and relate these to its lifecycle,
00:11
discuss how a document progresses through its lifecycle, and learn how document versions and revisions capture document changes.
00:19
Let's take a look.
00:23
A document in Upchain is any file that is not a CAD or drawing file, and not directly part of a cBOM or supporting drawing.
00:33
Upchain supports a wide range of file types.
00:37
Often, documents provide the supporting or additional information for an item,
00:43
a bill of materials, a project, or other business processes in Upchain.
00:49
A document has a life cycle much like most objects in Upchain.
00:54
It can have one of the following statuses.
00:59
It could be in a draft state.
01:01
All documents first uploaded into Upchain begin in a draft state.
01:06
This means that it can be modified and versioned to maintain a history of its changes.
01:13
The document could be in review.
01:17
The document has been submitted to a workflow and currently awaiting review.
01:22
Publishing a document can only be achieved by using a workflow,
01:25
so, often, the workflow will have at least one intermediary step to allow for review and approval of the document.
01:33
And during this time, it should be given a status of in review.
01:43
The document could be published, meaning the document is considered finished and ready to be used for its intended purpose.
01:50
In theory, it has been reviewed by at least one other person before it has reached this state.
01:58
And lastly, a document can be archived.
02:01
This means the document is in a read-only state and cannot be modified further,
02:07
but it is retained in its current location for use as reference,
02:11
or at least to indicate that it was potentially once in use, but should now be ignored.
02:19
So how does a document move from one status to the next?
02:23
The answer is with a workflow.
02:26
A workflow is the series of steps and processes that govern the life cycle of an object in Upchain.
02:32
All tenants are provided with a workflow for documents to govern the life cycle of it to get you started.
02:41
But tenant administrators are able to create their own workflows if they so choose, if this one is not applicable.
02:49
The workflow provided is a simple one that sends a task to the project manager to review and approve the document.
02:57
If approved, it is moved to a status of published, but if not, the document is returned to a draft state and the workflow is canceled.
03:09
The archive status cannot be included in document workflows, instead this status is set in the web application only.
03:18
This moves the document to a read-only state, and this action cannot be undone.
03:29
Let's look at an example.
03:33
A user uploads a new document into Upchain, and it begins in a draft state,
03:39
at version 1 and revision level XX, meaning it does not have a revision level yet.
03:49
While in this state, users with the appropriate license,
03:53
and access can check out this document to make changes to it,
04:02
and then they can check it back in.
04:19
This creates a new version of the document, and this can happen as many times as necessary.
04:27
Once the user considers the document finished, they can send it to a document workflow to have it reviewed and published.
04:49
Assuming it is approved, the latest version of the document is moved to a status of published.
05:04
And the revision level is incremented to its first value, in this example, AA.
05:12
Should further changes need to be made, a user can check out the published document to make the necessary changes,
05:22
and again check it back in,
05:33
again, to create a new document version.
05:36
And this new version is now back in a draft state.
05:43
Again, this document can be checked out and checked back in as many times as necessary.
05:50
Once again, for it to be published, it must be sent back through the workflow to be approved and signed off by the project manager again.
06:03
Lastly, if the document is no longer relevant but still needs to be visible as a reference,
06:09
it can be moved to an archived state using the functionality only found in the web application.
06:18
You'll learn more about how to perform these functions in further courses.
06:29
You should now have a better understanding of the sorts of documents we'll be working with in this and subsequent courses,
06:35
the different statuses a document can have and what they mean, how a document progresses through its life cycle,
06:43
and how document changes are managed with document versions and revisions.
06:49
Consider how you'd like to manage the lifecycle of documents within your tenant.
06:54
Keep going to learn more.
00:05
In this video, we will explore document statuses and relate these to its lifecycle,
00:11
discuss how a document progresses through its lifecycle, and learn how document versions and revisions capture document changes.
00:19
Let's take a look.
00:23
A document in Upchain is any file that is not a CAD or drawing file, and not directly part of a cBOM or supporting drawing.
00:33
Upchain supports a wide range of file types.
00:37
Often, documents provide the supporting or additional information for an item,
00:43
a bill of materials, a project, or other business processes in Upchain.
00:49
A document has a life cycle much like most objects in Upchain.
00:54
It can have one of the following statuses.
00:59
It could be in a draft state.
01:01
All documents first uploaded into Upchain begin in a draft state.
01:06
This means that it can be modified and versioned to maintain a history of its changes.
01:13
The document could be in review.
01:17
The document has been submitted to a workflow and currently awaiting review.
01:22
Publishing a document can only be achieved by using a workflow,
01:25
so, often, the workflow will have at least one intermediary step to allow for review and approval of the document.
01:33
And during this time, it should be given a status of in review.
01:43
The document could be published, meaning the document is considered finished and ready to be used for its intended purpose.
01:50
In theory, it has been reviewed by at least one other person before it has reached this state.
01:58
And lastly, a document can be archived.
02:01
This means the document is in a read-only state and cannot be modified further,
02:07
but it is retained in its current location for use as reference,
02:11
or at least to indicate that it was potentially once in use, but should now be ignored.
02:19
So how does a document move from one status to the next?
02:23
The answer is with a workflow.
02:26
A workflow is the series of steps and processes that govern the life cycle of an object in Upchain.
02:32
All tenants are provided with a workflow for documents to govern the life cycle of it to get you started.
02:41
But tenant administrators are able to create their own workflows if they so choose, if this one is not applicable.
02:49
The workflow provided is a simple one that sends a task to the project manager to review and approve the document.
02:57
If approved, it is moved to a status of published, but if not, the document is returned to a draft state and the workflow is canceled.
03:09
The archive status cannot be included in document workflows, instead this status is set in the web application only.
03:18
This moves the document to a read-only state, and this action cannot be undone.
03:29
Let's look at an example.
03:33
A user uploads a new document into Upchain, and it begins in a draft state,
03:39
at version 1 and revision level XX, meaning it does not have a revision level yet.
03:49
While in this state, users with the appropriate license,
03:53
and access can check out this document to make changes to it,
04:02
and then they can check it back in.
04:19
This creates a new version of the document, and this can happen as many times as necessary.
04:27
Once the user considers the document finished, they can send it to a document workflow to have it reviewed and published.
04:49
Assuming it is approved, the latest version of the document is moved to a status of published.
05:04
And the revision level is incremented to its first value, in this example, AA.
05:12
Should further changes need to be made, a user can check out the published document to make the necessary changes,
05:22
and again check it back in,
05:33
again, to create a new document version.
05:36
And this new version is now back in a draft state.
05:43
Again, this document can be checked out and checked back in as many times as necessary.
05:50
Once again, for it to be published, it must be sent back through the workflow to be approved and signed off by the project manager again.
06:03
Lastly, if the document is no longer relevant but still needs to be visible as a reference,
06:09
it can be moved to an archived state using the functionality only found in the web application.
06:18
You'll learn more about how to perform these functions in further courses.
06:29
You should now have a better understanding of the sorts of documents we'll be working with in this and subsequent courses,
06:35
the different statuses a document can have and what they mean, how a document progresses through its life cycle,
06:43
and how document changes are managed with document versions and revisions.
06:49
Consider how you'd like to manage the lifecycle of documents within your tenant.
06:54
Keep going to learn more.
In this video, we will:
Transcript
00:05
In this video, we will define document categories, explain the difference between document categories and specification types,
00:12
and discuss how they can be beneficial to your organization.
00:16
So let's take a look.
00:18
Document categories allow you to organize all documentation you may wish to associate to a project,
00:24
or an item, or any other object such as a business process or project task in Upchain, in the same way across your entire tenant.
00:37
Document categories are split into two groups: document categories and specification types.
00:46
Document categories appear everywhere documents can be uploaded to Upchain, primarily seen on projects and items,
00:54
but also on business processes and project tasks.
00:59
Specification types appear only on items.
01:03
Specification types allow you to create additional categories for documents specifically meant for items,
01:11
and are displayed in addition to the default cBOM drawing and translation categories.
01:20
Why create document categories in the first place?
01:24
Document categories are a useful way to ensure consistency in how documents are organized throughout your entire tenant.
01:33
They can be used to ensure all users are familiar with where to find certain documents within projects, items, and other objects.
01:44
Lastly, they allow you to create different document numbering rules for documents added to each document category, if you wish.
01:58
At our example company, we want to use the following document categories: project plans, requirements, quotes, and templates.
02:08
As you can see, these are fairly broad categories.
02:13
Should we need further granular organization within these categories for certain projects, items, or business processes,
02:21
we can always create further subfolders within them on an as needed basis.
02:28
And we would also like to have the following specification types, user manuals and preventative maintenance.
02:36
Again, we're keeping it simple with fairly broad categories to allow for some flexibility across items.
02:44
Users can always create subfolders if more granularity is required in certain cases.
02:52
Please note that there is always a default category named "general documents",
02:58
so that you have at least one location to begin working in even before other document categories are created.
03:05
Documents can always be moved later on.
03:10
Document categories are configured by your tenant administrator.
03:15
This is covered in a different course.
03:20
You have now learned what document categories are,
03:23
the difference between document categories and specification types, and how they can be beneficial to your organization.
03:31
Take all this into consideration, and think about how you might apply this knowledge when organizing your documentation in your own tenant.
03:40
Keep going to learn more.
00:05
In this video, we will define document categories, explain the difference between document categories and specification types,
00:12
and discuss how they can be beneficial to your organization.
00:16
So let's take a look.
00:18
Document categories allow you to organize all documentation you may wish to associate to a project,
00:24
or an item, or any other object such as a business process or project task in Upchain, in the same way across your entire tenant.
00:37
Document categories are split into two groups: document categories and specification types.
00:46
Document categories appear everywhere documents can be uploaded to Upchain, primarily seen on projects and items,
00:54
but also on business processes and project tasks.
00:59
Specification types appear only on items.
01:03
Specification types allow you to create additional categories for documents specifically meant for items,
01:11
and are displayed in addition to the default cBOM drawing and translation categories.
01:20
Why create document categories in the first place?
01:24
Document categories are a useful way to ensure consistency in how documents are organized throughout your entire tenant.
01:33
They can be used to ensure all users are familiar with where to find certain documents within projects, items, and other objects.
01:44
Lastly, they allow you to create different document numbering rules for documents added to each document category, if you wish.
01:58
At our example company, we want to use the following document categories: project plans, requirements, quotes, and templates.
02:08
As you can see, these are fairly broad categories.
02:13
Should we need further granular organization within these categories for certain projects, items, or business processes,
02:21
we can always create further subfolders within them on an as needed basis.
02:28
And we would also like to have the following specification types, user manuals and preventative maintenance.
02:36
Again, we're keeping it simple with fairly broad categories to allow for some flexibility across items.
02:44
Users can always create subfolders if more granularity is required in certain cases.
02:52
Please note that there is always a default category named "general documents",
02:58
so that you have at least one location to begin working in even before other document categories are created.
03:05
Documents can always be moved later on.
03:10
Document categories are configured by your tenant administrator.
03:15
This is covered in a different course.
03:20
You have now learned what document categories are,
03:23
the difference between document categories and specification types, and how they can be beneficial to your organization.
03:31
Take all this into consideration, and think about how you might apply this knowledge when organizing your documentation in your own tenant.
03:40
Keep going to learn more.