Document types

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Purpose

Classifies documents according to their usage, and defines their rules and custom properties.

Where used

Documents

Data fields

General tab

Name
This is the complete name for the document type.
Abbreviation
The abbreviation used as the display name in lists and reports to save space. It should be as short as possible, preferably fewer than 8 characters.
Description
This describes the document type and its function.
Show Files tab
When this checkbox is marked, the Files tab is visible and files can be added to the document.
File attachments are accepted
When this checkbox is marked, files can be added to the document's Files tab.
If any files have been attached to documents, and then this checkbox is cleared, the Files tab — and attached files — is hidden. To ensure visibility and access, this checkbox must remain marked after it is set.
Active: users can select
Default member of collection
Permanent member of collection
For a description of these checkboxes, see the Collections reference > Managing collections help topic.

Attributes tab

Display selection for an additional person #1

Marking the checkbox allows users to identify a person with some responsibility for the document. A different person can be assigned to each new document iteration. For example, you may want users to identify the author of the document.

If this checkbox is cleared, then the additional person #1 dropdown list is not shown on the document window.

Person #1 role label
This textbox allows you to label the additional person's function. For example, you may want to use Authored by as the label on the document window.
Display selection for an additional person #2

Marking the checkbox allows users to identify a person with some responsibility for the document. A different person can be assigned to each new document iteration. For example, you may want the editor or user of the document identified.

If this checkbox is cleared, then the additional person #2 dropdown list is not shown on the document window.

Person #2 role label
This textbox allows you to label the additional person's function. For example, you may want to use Validated by as the label on the document window.
Identifier sequence
This dropdown list permits you to select an identifier (document number) sequence for the current type. Depending upon your document number process, you can choose a single number sequence for all document types, or you can designate a separate sequence just for specifications, another for procedures, etc. The selections for this are created and managed in the Sequences: Identifier collection.
User cannot edit assigned number
When this checkbox is marked, a new part identifier cannot be modified after it's been assigned. When this checkbox is cleared, the creator/trustee can (a) manually enter an identifier and/or (b) request a new identifier string and edit it after it has been assigned by the system.
Document title template
When a new document is first created, its Document name (title) field is automatically loaded with this text value, which the user can then edit. Defining a useful document name template enhances consistency, which makes items easier to locate.
Suggest information that the user should enter as [hint], such as [model number]. This makes document titles more predictable, and can improve search results.
A text template can include custom attribute names as {custom attribute name}. After creating a new document record, clicking the Name{a} button replaces the custom attribute's name with its actual value. For example, a custom attribute named Customer, with an actual value of Acme Company, can be merged with a text template like Requirements, [product], {Customer} to obtain a document title Requirements, [product], Acme Company. See the Collections reference > Custom attributes: Merging custom attribute values into an item name help topic.
Default lifecycle phase
The selected Item Lifecycle Phase collection member is assigned as a new document is created.
Revision must be unique
When this is marked, PDXpert indicates a rule violation if there is more than one document iteration with the same revision identifier. Users must update the revision to be unique for all iterations of the document.
Initial revision sequence
This permits you to specify the revision format for the current document type. The selections for this are created and managed in the Sequences: Revision collection.
Subsequent revision sequence

If your process distinguishes between pre-production and production revisions, this permits you to specify a production revision format for the current type.

When an item moves to a lifecycle with relative maturity value of 0 or greater (for instance, Production or Service), the subsequent revision sequence format is assigned.

If you use only one revision format for the current type, you should leave this field empty so that the initial revision is incremented when moving to a production lifecycle.

Using a subsequent revision sequence may confuse vendors and employees with unnecessary data changes. Instead of editing a revision when there's no actual technical change, rely on the item's lifecycle phase to specify when it's ready for production.
User cannot edit assigned revision
This checkbox allows you to determine whether users may modify a system-assigned revision, or whether the assignment is permanent.
You should always allow users to edit revisions to items owned by partner organizations, since the part record revision is not controlled within PDXpert.
Document has version
When this checkbox is marked, the version attribute is displayed on the document window and on reports. When this checkbox is cleared, the version attribute is hidden.
Documents have revisions, not versions. However, if the current document type is closely associated with an electronic file type (such as a Software document type), then you may want to enable the version field for the document type.

Custom tab

You can define custom attributes (or "properties" or "extensions") to the system-supplied attributes for each document type. When a new document is created, any custom attributes appear on the document's Custom tab. For a complete description, see the Collections reference > Custom attributes topic.

Setup suggestions

Although there are many recognized methods for classifying documents, the values you enter are more a matter of preference than requirement.

Users should have a clear idea of what each document type does, and how it's used. To this end, and to prevent unproductive hair-splitting, it's probably best to keep the number of document types well under 30, and ideally fewer than 10.

Several references offer valuable guidance on defining appropriate document types. Relevant information can be found in ASME Y14.24 "Types and Applications of Engineering Drawings". The outdated MIL-STD-100A is a free and useful list of engineering document types and uses (although far too detailed to adopt without careful pruning).

Be sure to make the abbreviations meaningful, since they are used extensively throughout the program. A good rule of thumb is to remove all lowercase vowels (aeiou) from the name, and then condense further if necessary: e.g., "Assembly Drawing" becomes "AssyDwg".

2019

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Help Guide Contents [PDF]