Document types

Collection Explorer Documents group Document Types collection

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Purpose§

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

A document type defines unique business rules and behaviors. It's not useful as a document category or search tag because, once assigned to a document, it can never be changed (the document must be canceled and replaced). If you want a simple category or searchable tag, use the document title or a custom attribute.

Where used§

Documents

Data fields§

Some data fields show a character counter in the upper right of the box. This is helpful for editing a custom label, and for data that may be exported to other systems that limit imported text length.

General§

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 10 characters.
Description§
This describes the document type and its function.
Show Files list§

When this checkbox is marked, the Files lists are visible. Revision files, item files and external links can be added to the document.

If any files have been attached to documents, and then this checkbox is cleared, the Files lists – and attached files – are hidden. The files are not deleted. 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§
See the Managing collections: Common attributes help topic.

Attributes§

Item number§

Use these settings to assign the part's Number value.

Identifier sequence§
This dropdown list lets you select an identifier (number) sequence for the type. You can choose a single number sequence for all document types, or you can specify a sequence just for specifications, a different sequence for procedures, etc. The selections for this are 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 set. 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 the system sets it.
Revision/version§

These settings define rules for the part's Revision and Version.

Initial revision sequence§
This lets you specify the revision format for the document type. The selections for this are managed in the Sequences: Revision collection.
Subsequent revision sequence§

This lets you specify a production revision format that's different from the initial revision sequence.

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 one revision format is used for the entire document lifecycle, leave this field empty so that the initial revision continues into production.

Using a subsequent revision sequence may confuse vendors and employees with unnecessary data changes. Instead of changing the revision when the document's maturity has changed, rely on the lifecycle phase to specify when it's ready for production.
Revision must be unique§
When this is marked, a rule violation is shown 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.
User cannot edit assigned revision§

This checkbox sets whether users can modify the revision given by the system, or whether the value is permanent.

Let users edit revisions to items owned by partner organizations, since the item revision is not controlled within PDXpert.

Show Version field§

When this checkbox is marked, the version attribute is shown on the document window and on reports. When this checkbox is cleared, the version attribute is hidden.

The item's Revision area expands when this field is not shown.

Documents have revisions, not versions. However, if the document type is closely related to an electronic file type (such as a Software document type), then you may want to enable the version field for the document type.

Default lifecycle phase§
The selected Item Lifecycle Phase collection member is assigned when a new document is made.
Show a Person #1 role§

Marking the checkbox lets users identify a person with some responsibility for the document. Each new document iteration can show a different person. For example, you may want users to identify the author of the document.

If this checkbox is cleared, then the person #1 dropdown list isn't shown on the part window.

These Person #1 / #2 controls are useful if your company has adopted the Institute for the Process Excellence (ipxhq.com) change management process.

Each item is the exclusive responsibility of the item's (1) creator-designer, and (2) consumer-user-implementer (for example, the design engineer and the production supervisor). The goal is that if these two people agree, no others are needed to approve changes, eliminating non-essential change reviewers. These persons are identified for each new iteration.

Maintaining this data can be somewhat burdensome in practice, so consider enabling these fields only for selected types. Reviewing groups can also be limited using the change workflow.

Person #1 role label§

This textbox shows the person's function. For example, you can use Authored by as the label on the document window.

Show a Person #2 role§

Marking the checkbox lets users identify a person with some responsibility for the document. Each new document iteration can show a different person. For example, you may want the editor or user of the document identified.

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

Person #2 role label§

This textbox shows the person's function. For example, you can use Validated by as the label on the document window.

The item's Release description area expands when both Person #1 and Person #2 fields are not shown.

Document title template§
When a new document is first made, 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]. Consistent document titles are more predictable, and easier to search.
A text template can include custom attribute names as {custom attribute name}. After making 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 inserted using a text template like Requirements, [product], {Customer} to obtain a document title Requirements, [product], Acme Company. See the Custom attributes: Inserting custom attribute values into an item name help topic.

Custom list§

You can define custom attributes (or "properties" or "extensions") to the system-supplied attributes for each document type. When a new document is made, any custom attributes are shown on the document's Custom page.

Before working with custom attributes, refer to the Custom attributes help topic for important information.

Setup§

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. 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

Help Guide Contents [as PDF]