Working with item documents in Upchain

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In this video we will discuss the following.

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Open the documents tab for an item,

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review document categories,

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and attach a document to an item.

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So let's take a look.

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Documents are something we work with every day.

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The question is,

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where will you be working with documents in Upchain.

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One of the areas is in the BOM interface.

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In the center view under the files column,

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we can see the file types associated with an item.

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If an item has a certain file type attached to it,

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the icon for that type of document will be highlighted.

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Otherwise,

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the icon will appear gray.

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The item details panel has an area dedicated to documents for that item.

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To access the documents area for an item,

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we need to click on the documents icon,

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which is 3rd from the top in the item details panel.

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Here we can see different document types that we can access in relation

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to the item.

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The lower area is the specification documents,

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and the upper is the document categories.

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The document categories are folders for additional support

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documents that can be added to an item.

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The default category is general documents.

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However,

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pending your administrator,

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the fields are customizable,

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and these documents could be requirements for the item,

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templates,

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compliance documents,

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etc.

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The specification documents are where you can

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find documents like the default CAD files,

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drawings,

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and translations,

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and like the categories is customizable to suit your specification needs.

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To see a document,

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use the scroll bar to find the particular category that you're looking for.

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You will notice an arrow pointing to the right

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for each category that does contain a document.

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Click on the arrow to expand the menu.

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I'm going to scroll to general documents to view my required documents.

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At this point,

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you will also be able to see the status,

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version,

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and revision of the particular document.

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If you are not able to see them,

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you can drag the slider at the bottom of the document categories to the right.

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Here you can also note that the document always starts in a draft state,

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meaning it's a work in progress,

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not yet ready for use downstream.

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To view the actual document,

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select the item,

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then the documents icon,

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scroll to general documents,

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click on the more actions or ellipses,

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which will give you the option to download it locally,

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or,

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if available,

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open the PDF web viewer.

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As we can see here,

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the PDF web viewer provides powerful markup tools for collaboration

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as well as the option to create an investigation request against the document.

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We will take a closer look at the PDF web viewer in another video.

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Along with the support documents,

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you are also able to access the specification documents where you have

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the option to view the CAD file or to download it.

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You can also use the expand view icon to the right

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to open up a whole new window for better viewing of the specification documents.

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This is especially useful when checking out larger CBOMs.

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Viewing in the CAD file opens up a 3D viewer within Upchain.

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This viewer allows you to add markups to the item and, if needed,

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start an investigation request.

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We will take a closer look at the viewer in another video.

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You can also view the drawings associated with an item.

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As with the CAD files,

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you will be able to view or download the drawings.

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The last type of document you can access is the translation files.

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These are the STL and STEP files automatically created by Upchain.

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These files can be downloaded and opened using your local CAD software.

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Any drawings attached to the item are translated into

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a PDF and will be available here as well.

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So now that we understand the different document types,

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let's go ahead and attach a document to an item.

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For our example,

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we're going to attach the rod guide spacing chart for our fishing rod.

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To do this,

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we need to select the folder the document will be kept in.

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So for us,

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it is the general documents folder.

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We need to click on the ellipsis and select the add document option.

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From there we will see a pop up where we can click

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on Add document and select the document we wish to attach.

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Here we can browse or drag and drop the file.

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I find it easier to drag and drop,

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so here we go.

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From there,

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the file will be uploaded and then all we need to do is click OK.

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The document will then be attached to the item.

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So here is our rod guide spacing chart with its unique document number,

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which is assigned to this document.

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Now

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if we go back to the center view and view the file types,

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the highlighted icons are the particular file type

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that has been associated with the item.

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And a quick tip here,

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if you double click these icons,

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it's a shortcut to access the file for each type.

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So

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we've seen the different document types and categories,

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how to open a document,

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and even upload a new document.

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In this video, we will discuss the following,

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the process required for when changes are to be made to a document

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and taking a document from a draft state to being published.

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So let's take a look

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once an item has documents attached to it and if changes need to be made to the document,

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an action you will need to perform is a checkout and checkin

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this will ensure that a new version is created in Upchain,

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making it easier to track changes to the document.

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For example, we need to add some extra rod length variables

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to specifications document in our fishing rod project.

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To make this change, we will need to check the document out,

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make the changes and then check the document back in.

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To do this, we need to navigate to the document in the document categories.

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In this case, under the general documents folder,

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expand the menu and click on the more actions or ellipses from the pop up.

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We then choose, check out

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once the document is checked out,

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a lock will appear next to the draft status and no one else is able to make changes to it.

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You can also note the version and revision states here.

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You will also note that a local copy of the file is automatically downloaded for us to make our changes.

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If you download the file again accidentally after checking it out,

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the file will be appended with the bracket one,

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you must use the original file name.

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Let's open the file and add both the 11 and 12-foot rod lengths with their guide spacing variables.

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Once we've made our changes, and after we check the document back in, if required,

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other users will then be able to check out the document and make their changes.

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An important note,

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to check the document back in, the document name must be the same name.

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Otherwise the connection won't be made in Upchain that we are checking in the same document.

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It is also recommended to add a comment, so we know what was changed for this version.

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We're going to add a comment like added 11 and 12-foot guide spacing.

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Once the document is checked back in,

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Upchain identifies the changes and the version number for the document will increase by one.

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We can see the version number for our document has gone from V1 to V2

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and the document is successfully checked back in.

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Another action you can form on a document is to publish it.

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This takes the document from the start point of a draft state to a published state

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by going through the document workflow.

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When a document is in a published state,

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it generally means it cannot be edited but that it is ready for consumption or use by others.

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To publish a document,

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we need to click on the ellipsis button next to the document and select view details.

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A pop-up will launch.

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And from here, we can edit the document and select the workflow.

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Once the workflow has been added,

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we can start the workflow and move the document from a draft state

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to a pending review state with the publish button,

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you may also have the option to reject.

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However, this process will depend on your tenant and the document workflow chosen.

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Note, you may not have the publish option as someone else

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may be required to review and approve the document.

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Once the document has been approved, it will show with the status of published.

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You may need to click on the details icon

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and then back on the documents icon to serve as a refresh,

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the version will increase and a revision will be indicated.

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The version number will indicate the same throughout the workflow.

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However, the version number will change should the document be checked out,

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edited and then check back in again.

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This would also place that version of the document in a draft state

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and the version number will increase by one.

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If we go back and look at our document, we can see the status is published.

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The version is at V2 and the revision has changed to AA.

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We've now looked at how to check out,

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check in documents and then finally publish the documents.