Import files to ODM

The capability to import files to ODM enhances the document management functionality, enabling the user to import the files from a legacy system to ODM. You can link all the imported files to a single ODM Document or can link each of the files to a unique ODM Document. Additionally, you can link ODM Documents to ERP entities like service order, purchase order, engineering items and so on.

The user can import the files to the following two Area Types:

  • Work Area: The user can import frequently modified files to the Work Area
  • Vault Area: The user can import the files with restricted access, into the vault area. In case multiple vault areas are linked to a library, the imported files are copied into all the vault areas. When the user imports the files into a vault area the status of the Document Revision changes to Released.

Pre-requisites to import files to ODM

  • Install ODM Vault client to transfer the files from/to any remote system. In this scenario the vault server program needs to run on the respective systems
  • Use the Employees-General (tccom0101m000) session to create an employee to run the Import Files to ODM (dmdoc7100m000) session
  • Use the Roles (tcppl0160m000) session to create a role for the employee
  • Use the Role by Employee (tcppl0170m000) session to link the created role to the employee
  • Use the Role Assignments (dmcom0135m000) session to assign required actions to the role

You can import the files with the following conditions:

  • • The documents to which the imported files are linked must be of the type Light .You must select the Quick Approval Process checkbox in the Documents (dmdoc1510m000) session. As part of the Quick Approval process, the Document is Released directly.
  • • The document revision selected must have the In-Design status

Process to Import Files

You must take the following steps to import the files:

  1. Start Import Files to ODM (dmcom7100m000) session to import the legacy files to the ODM package.
  2. Specify the computer as a host .The files to be imported are present on this source computer. Click the browse arrow to select the host from the Hosts (dmdoc5500m000) session. . You can specify a computer as a Remote Host or as a Local Host.
  3. When the Local Host checkbox is selected, the Host Name field is disabled. Select the Local Host checkbox to specify the computer as Local Host.
    • Local host: When the files to be imported are present on the same computer on which the Import Files to ODM (dmdoc71000m000) session is run, the computer must be specified as Local Host.
    • Remote Host: When the files to be imported are present on any other computer on the network, the computer must be specified as Remote Host.
  4. Specify the File path to the directory which contains the files to be imported in case of a remote host. or Local Host.
  5. In case you want to import all files, you must select the All Files check box. You can also select the files you want to import. Note: You cannot select the files when the Host is remote
  6. Specify the name of the files or use the browse button to select the required files which the user wants to import in case of a remote host or local host.
  7. Select the file document linkage type. The link is of the following types:
    • Many-to-One: The selected files are linked to a single document. The user can select or specify the document in the Document field from Documents Overview (dmdoc1510m000) session only when the link between the imported file and the document is Many to One.
    • One-to-One: Each file which is selected for import is linked to a unique document. The system automatically generates a document to which the respective imported files are linked If the linkage type is one-one the document field is disabled.
  8. Use Libraries (dmsys0540m000) session to create a library and link the vault area to the library. You can create one Primary and several Secondary vault areas to be linked to one library as per the requirement. Note: In case an existing document with library which is different from the library specified in the Library field is selected to link the imported file, the library of the selected document takes priority and LN prompts a confirmation before the value is changed in the Library field.
  9. Select an Area Type. The Area is of two type:
    • Work Area
    • Vault Area
  10. When you select the Work Area option, the files are imported into the Work Area directory as specified in the Work Area field and can be modified. The files are assigned the Check Out status and the related document has the status In Design. When you select the Vault Area option, the files are imported into the Vault Area and have restricted access The files are assigned the Check In status and the related documents have the status Released The Work Area field is disabled when you select the Area Type as Vault.
  11. Select the document type from Document Types (dmdoc2510m000) session. The selected Document Type is assigned to all the documents to which the imported files are linked
  12. Click the browse arrow to select the document from the Documents Overview (dmdoc1510m000) session. Note: In case the document type of the Document selected to link the imported files is different from the value specified in the Document Type field, the Document Type of the selected document takes priority and LN prompts a confirmation before the value is changed in the Document Type field. Note: The selected document must be of type Light . Note: When document type of document selected in the Document field and the value selected in the Document Type field are similar, the Document Type field is disabled.
  13. In case the selected document has only one revision, the revision ID is displayed in the Document Revision field. In case the user enters a revision manually and multiple revisions exist for the document, LN displays an alert message, allowing the user to select the specific revision.
  14. Select an object from the Object (dmsys1511m000) session, to link the document to the specified object instance.
  15. Check the Print Error Report checkbox to print the report of errors, if any.
  16. Click Import to execute the import process.

Object Instance

On the basis of the object you specified in the Object field in the Import Files tab in the Import files to ODM (dmdoc7100m000) session, you can select the object instance to link the document. Example If you select the object EITEM_REV (E-Item Revision), the fields displayed in the Linked Object Instance Details tab are Engineering Item and Engineering Item Revision.

You can enter a value in the first field. Use the browse arrow to select the value. The subsequent disabled fields are populated on the basis of the value you select in the first field.

File Transfer Process Scenarios

The functionality of the following fields remains unchanged for all the file transfer scenarios:

  • All Files checkbox
  • Document Linkage Type
    • Many-to-One
    • One-to-One
  • Object
  • Object Instance in the Linked Object Instance Details tab

The following are the possible file transfer scenarios from a legacy system to LN ODM package:

  • From Remote to Remote Vault: When the source directory from where the files are copied is present on a remote system and the target is the vault area of a remote system, the status of the document to which these files are linked changes to Released and the status of the files change to Check In. In case you select the File-Document Linkage Type as Many-to-One, you can select the Document Type and Document. All the imported files are linked to a single Document. In case you select One-to-One as the option, each imported file is linked to a new document and you cannot specify a document. The document ID’s are automatically generated by the system.
  • From Remote to Remote Work: When the source directory from where the files are copied is present on a remote system and the target is the work area of a remote system, the status of the document to which these files are linked changes to In Design and the status of the files change to Check Out. You must select All files checkbox to import all the files present in the work area directory. When the All Files checkbox is cleared, you can specify the name of the files you want to import.
  • From Local to Remote Vault: When the source directory from where the files are copied is present on a local system and the target is the vault area of a remote system, the status of the document to which these files are linked changes to Released and the status of the files change to Check In. You can select an object to link the document. Additionally, on the Linked Object Instance Details tab, you can also select an Object Instance to which you want to link the document.
  • From Local to Remote Work: When the source directory from where the files are copied is present on a local system and the target is the work area directory of a remote system, the status of the document to which these files are linked changes to In Design and the status of the files change to Check Out.
  • From Local to ERP server (Work Area): When the source directory from where the files are copied is present on a local system and the target is the work area directory of a ERP system, the status of the document to which these files are linked changes to In Design and the status of the files change to Check Out.
  • From Remote to Local Work: When the source directory from where the files are copied are present on a remote system and the target is the work area directory of a Local system, the status of the document to which these files are linked changes to In Design and the status of the files change to Check Out.