Create Document Type and Connect Activities that need to be Performed

This document explains how you create a new document type and connect mandatory activities to this. The document type contains a set of rules that determine how documents can be treated.

An activity is something that must be performed before the document that uses the document type becomes valid. An example of an activity is education on for example a fuel injection system.

Use this instruction when you need to create a document type to be used when you register new electronic documents.

Outcome

A document type with or without an activity list is defined.

Information about the document type is stored in the following files:

Use the document type when you register new documents. When activities are connected to the document type these will default to the new document.

Before you start

Follow These Steps

Create New Document Type

  1. Start 'Document Type. Open' (CRS236/B).

  2. Set panel sequence E or EF.

    Panel F is used when documents should get their identity automatically.

  3. Specify an identity of the document type to create. Select 'New record' to display panel E.

  4. On panel E, specify a description and if required, a name and a document template.

  5. Specify whether deletion should be permitted, whether the document type is to be used for modification documents and whether revision documents should be permitted.

  6. Specify a number series and whether the document type is to be used for authority documents.

  7. Specify a document issuer code, whether connected activities must be approved and if required a document reference code. Press Enter to display panel F or to finish.

    If you have only set panel sequence E, continue to step 10 to add activities to the document type.

  8. On panel F, specify automatic identity for documents.

  9. Specify from which elements characters should be taken when the document identity is composed. Also specify in what sequence the elements should be presented, from what position they should be taken and how many positions that should be taken from each of the base elements. Press Enter to display panel B.

Add Mandatory Activities to Document Type

  1. On panel 'Document Type. Open' (CRS236/B) select the document type to which you want to connect activities and select option 11='Activity List' to display 'Document Type. Connect Activities' (CRS242).

  2. On panel B, select an activity and select 'New record' to display panel E.

  3. Press Enter to confirm and return to panel B.

Parameters to Set

Program ID/Panel Field The field indicates …
(CRS236/B) Document type … an identity of the document type used to distinguish between different document types.
(CRS236/E) Document template … a document template. The field is intended for future use.
(CRS236/E) Deletion permit … whether it should be possible to delete documents using this document type.
(CRS236/E) Number series

… the number series used.

Number series are defined in 'Number Series. Open' (CRS165).

(CRS236/E) Modification document

… whether the document type will be used for modification documents.

The valid alternatives are:

0 = No

1 = Yes

If 0 is selected, no modification information is possible to enter in 'Document. Open' (CRS230).

(CRS230/E) Document revision permit

…whether document revisions should be permitted for documents using this document type.

The valid alternatives are:

0 = No

1 = Yes

If 0 is selected, a new document must be created for each revision.

(CRS236/E) Authority document

… whether the document type will be used to register authority documents.

The valid alternatives are:

0 = No

1 = Yes

If 0 is selected, no additional amendment information may be entered in 'Document. Open' (CRS230).

(CRS236/E) Document issuer code

… whether the document type is used for internal or external documents.

The valid alternatives are:

0 = Internal

1 = External, supplier related

2 = External, customer related.

If alternative 1 is selected, the person issuing the document cannot be entered in 'Document. Open' (CRS230). Instead, the Department field indicates the internal issuer.

(CRS236/E) Document reference level

… the document reference level. Reference levels are used to sort documents and sub documents.

Documents may be viewed according to level in 'Document. Connect Related' (CRS232).

(CRS236/E) Approve activity

… whether activities that are connected to the document type and defaulted to documents must be approved.

The valid alternatives are:

0 = No

1 = Yes.

If 1 is selected, the document using this document type does not become valid until all activities have been approved. This includes activities that have been manually added to the document.

(CRS236/F) Document ID method

… whether documents using this document type should be given an identity automatically.

The valid alternatives are:

0 = No

1 = Yes.

If 1 is selected, the document ID cannot be entered manually.

(CRS236/F) Sequence

… in which sequence the components that make the document ID are to appear.

1 is the first part of the document id, 2 the second and so on.

(CRS236/F) Displacement

… indicates from which position characters should be taken.

Example:

If part of the document ID consists of a serial number which is 12 positions in length, but where only the third and fourth position should be included in the document ID, 3 should be entered as displacement. This means that the first two positions are excluded when the document ID is composed.

(CRS236/F) Length … how many positions that should be included from the element when the document ID is composed.
(CRS236/F) Max … the maximum number of characters that may be included in the document ID from the element.
(CRS242/B) Activity

… an identity of the activity to connect to the document type.

Activities are predefined in 'Document Activity. Open' (CRS244).

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