Create Documents and Connecting to Structures 

Explanation

Use this activity to create documents, connect files, and add them to document structures.  A document structure is based on a main document (defined as a structure document), and one or more subdocuments. You can select documents to be added to the structure, or you can select document files and then have the system generate documents for the selected files. Subdocuments can be added to the main document or other subdocuments. With the click of a button, an entire document structure can be checked in to the repository. 

Prerequisites

A structure document must exist.

System Effects

As a result of this activity, a simple or a complex document structure can be created and checked in to the repository. 

Window

Document Revision

Related Window

Document Revision
Document Revision/General   

Procedure

Use the following procedure to create documents, create a document structure, and check the documents and structure in to the repository. 

First-time Check-in of a Document Structure

1. Open the Document Revision window and query for a structure document. 
2. Click Check In to open the Check In Document Structure dialog box. The structure document displays in the dialog box. This document does not have a connected document file. 
3. Select the row, right-click and then click Connect File. 
4. Select a file and click OK to connect the file to this structure document.
5. Right-click and select Add Subdocument to add a subdocument. A file selector opens and you can select one or more document files to add to your document structure. If you add a subdocument to a document in level 1, the subdocument will be in level 2. You can repeat this step on any one of the documents visible in the Check In Document Structure dialog box. When you add a subdocument, it will not receive a value document number value. A document number will be generated for you when the structure is checked in. 
6. [Optional] Once you add a subdocument, you can select a row and then click on one of the following: 

• Add Subdocument to add a subdocument.
• Connect File to connect (or exchange) a document file to the structure document. 
• Delete to delete a new subdocument.

Note: Another way to access the Add Subdocument and Connect File commands is to double-click on the main document row. If that main document does not have a connected file, the Choose File for Check-in dialog box opens and you can select a file. If the main document already has a connected file, the Choose one or More Files to Create New Documents dialog box opens and you can select one or more files to add as subdocuments to your document structure. 

6. [Optional] Once your subdocuments have been added, you can add a booking list, change the document class, or modify a title for any one of the subdocuments. 
7. Click Check In to create new documents, connect files to them, create the document structure, and check in the document structure to the repository. Afterwards, a report opens to show the results.

Checking-in an Existing Document Structure

1. Open the Document Revision window.
2. Query for and check out a structure document.
3. Click Check In to open the Check In Document Structure dialog box. The structure document (and its subdocuments, if they exist) is  displayed in the Check In Document Structure dialog box.
4. The Check In check box must be selected to enable a document file to be checked in. Documents without their Check In field check box selected will not be checked into the repository.
5. [Optional] Right-click and select Add Subdocument to add a subdocument. A file selector opens and you can select document files to add to your document structure. If you add a subdocument to a document with in level 1, the subdocument will be in level 2. You can repeat this step on any one of the documents visible in the Check In Document Structure dialog box. When you add a subdocument, its Document Number field will not have a value. A document number value will be generated for you at check-in.
6. [Optional] Once you add a subdocument, you can select a row and then click on one of the following: 

• Add Subdocument to add a subdocument.
• Connect File to connect (or exchange) a document file.
• Delete to delete a subdocument.

Note: Another way to access the Add Subdocument and Connect File commands is to double-click on the main document row. If that main document does not have a connected file, the Choose File for Check-in dialog box opens and you can select a file. If the main document already has a connected file, the Choose one or More Files to Create New Documents dialog box opens and you can select one or more files to add as subdocuments to your document structure.

6. [Optional] Once your subdocuments have been added, you can add a booking list, change the document class, or modify a title for any one of those subdocuments.
7. Click Check In to create new documents, connect files to them, create the document structure, and check in the document structure to the repository. Shortly after clicking Check In, a report opens to show the results.