Documents associated with an item contain valuable information for all members of a project – from designers to project managers. Let’s take a closer look at the relationship between items and documents.
After we identify the ways documents are organized in Upchain, we’ll explore how to import new documents, as well as how to view existing documents in Upchain.
Transcript
00:04
In this video, we will discuss the following.
00:07
Open the documents tab for an item, review document categories, and attach a document to an item.
00:12
So, let's take a look.
00:14
Documents are something we work with every day.
00:16
The question is, where will you be working with documents in Upchain?
00:20
One of the areas is in the BOM interface.
00:22
In the center view under the files column, we can see the file types associated with an item.
00:27
If an item has a certain file type attached to it, the icon for that type of document will be highlighted.
00:33
Otherwise, the icon will appear gray.
00:35
The item details panel has an area dedicated to documents for that item.
00:39
To access the documents area for an item, we need to click on the document’s icon, which is 3rd from the top, in the item details panel.
00:47
Here we can see different document types so we can access in relation to the item.
00:51
The lower area is the specification documents, and the upper is the document categories.
00:57
The document categories are folder for additional support documents that can be added to an item.
01:02
The default category is general documents.
01:04
However, pending your administrator The fields are customizable,
01:07
and these documents could be requirements for the item, templates, compliance documents, etcetera.
01:13
The specification documents are where you can find documents like the default CAD files,
01:18
drawings, and translations, and like categories is customizable to suit your specification needs.
01:24
To see a document, use the scroll bar to find the particular category that you're looking for.
01:29
You will notice an arrow pointing to the right for each category that does contain a document.
01:35
Click on the arrow to expand the menu.
01:37
I'm going to scroll to general documents to view my required documents.
01:42
At this point, you will also be able to see the status, version and revision of the particular document.
01:48
If you're not able to see them, you can drag the slider at the bottom of the document categories to the right.
01:54
Here, you can also note that the document always starts in a draft state, meaning it's a work in progress not yet ready for use downstream.
02:02
To view the actual document, select the item,
02:05
then the documents icon, scroll to general documents, click on the more actions or ellipsis,
02:11
which will give you the option and download it locally, or if available, open the PDF web viewer.
02:17
As we can see here, the PDF web viewer provides powerful markup tools for collaboration,
02:22
as well as the option to create an investigation request against the document.
02:26
We will take a closer look at the PDF web viewer in another video.
02:29
Along with the support documents, you are also able to access the specification documents,
02:35
where you have the option to view the CAD file or to download it.
02:39
You can also use the expand view icon to the right to open up a whole new window for better viewing of the specification documents.
02:47
This is especially useful when checking out larger cBOMs.
02:51
Viewing in the CAD file opens up a 3-d viewer within Upchain.
02:55
This viewer allows you to add markups to the item and if needed, start an investigation request.
03:00
We will take a closer look at the viewer in another video.
03:04
You can also view the drawings associated with an item.
03:07
As with the CAD files, you will be able to view or download the drawings.
03:12
The last type of document you can access is the translation files.
03:16
These are the STL and STP files automatically created by Upchain.
03:21
These files can be downloaded and opened using your local CAD software.
03:26
Any drawings attached to the item are translated into a PDF and will be available here as well.
03:32
So now that we understand the different document types, let's go ahead and attach a document to an item.
03:39
For our example, we're going to attach the rod guide spacing chart for our fishing rod.
03:44
To do this, we need to select the folder the document will be kept in.
03:47
So for us, it is the general documents folder.
03:50
We need to click on the ellipsis and select the add document option.
03:54
From there, we will see a popup where we can click on add document and select the document we wish to attach.
04:01
Here, we can browse or drag and drop the file.
04:04
I find it easier to drag and drop.
04:06
So here we go.
04:07
From there, the file will be uploaded, and then all we need to do is click okay.
04:11
The document will then be attached to the item.
04:13
So, here's our rod guide spacing chart with its unique document number, which is assigned to this document.
04:21
Now if we go back to the center view and view the file types,
04:25
the highlighted icons are the particular file type that has been associated with the item.
04:29
And a quick tip here.
04:31
If you double click these icons, it's a shortcut to access the file for each type.
04:35
So, we've seen the different document types and categories how to open a document and even upload a new document.
00:04
In this video, we will discuss the following.
00:07
Open the documents tab for an item, review document categories, and attach a document to an item.
00:12
So, let's take a look.
00:14
Documents are something we work with every day.
00:16
The question is, where will you be working with documents in Upchain?
00:20
One of the areas is in the BOM interface.
00:22
In the center view under the files column, we can see the file types associated with an item.
00:27
If an item has a certain file type attached to it, the icon for that type of document will be highlighted.
00:33
Otherwise, the icon will appear gray.
00:35
The item details panel has an area dedicated to documents for that item.
00:39
To access the documents area for an item, we need to click on the document’s icon, which is 3rd from the top, in the item details panel.
00:47
Here we can see different document types so we can access in relation to the item.
00:51
The lower area is the specification documents, and the upper is the document categories.
00:57
The document categories are folder for additional support documents that can be added to an item.
01:02
The default category is general documents.
01:04
However, pending your administrator The fields are customizable,
01:07
and these documents could be requirements for the item, templates, compliance documents, etcetera.
01:13
The specification documents are where you can find documents like the default CAD files,
01:18
drawings, and translations, and like categories is customizable to suit your specification needs.
01:24
To see a document, use the scroll bar to find the particular category that you're looking for.
01:29
You will notice an arrow pointing to the right for each category that does contain a document.
01:35
Click on the arrow to expand the menu.
01:37
I'm going to scroll to general documents to view my required documents.
01:42
At this point, you will also be able to see the status, version and revision of the particular document.
01:48
If you're not able to see them, you can drag the slider at the bottom of the document categories to the right.
01:54
Here, you can also note that the document always starts in a draft state, meaning it's a work in progress not yet ready for use downstream.
02:02
To view the actual document, select the item,
02:05
then the documents icon, scroll to general documents, click on the more actions or ellipsis,
02:11
which will give you the option and download it locally, or if available, open the PDF web viewer.
02:17
As we can see here, the PDF web viewer provides powerful markup tools for collaboration,
02:22
as well as the option to create an investigation request against the document.
02:26
We will take a closer look at the PDF web viewer in another video.
02:29
Along with the support documents, you are also able to access the specification documents,
02:35
where you have the option to view the CAD file or to download it.
02:39
You can also use the expand view icon to the right to open up a whole new window for better viewing of the specification documents.
02:47
This is especially useful when checking out larger cBOMs.
02:51
Viewing in the CAD file opens up a 3-d viewer within Upchain.
02:55
This viewer allows you to add markups to the item and if needed, start an investigation request.
03:00
We will take a closer look at the viewer in another video.
03:04
You can also view the drawings associated with an item.
03:07
As with the CAD files, you will be able to view or download the drawings.
03:12
The last type of document you can access is the translation files.
03:16
These are the STL and STP files automatically created by Upchain.
03:21
These files can be downloaded and opened using your local CAD software.
03:26
Any drawings attached to the item are translated into a PDF and will be available here as well.
03:32
So now that we understand the different document types, let's go ahead and attach a document to an item.
03:39
For our example, we're going to attach the rod guide spacing chart for our fishing rod.
03:44
To do this, we need to select the folder the document will be kept in.
03:47
So for us, it is the general documents folder.
03:50
We need to click on the ellipsis and select the add document option.
03:54
From there, we will see a popup where we can click on add document and select the document we wish to attach.
04:01
Here, we can browse or drag and drop the file.
04:04
I find it easier to drag and drop.
04:06
So here we go.
04:07
From there, the file will be uploaded, and then all we need to do is click okay.
04:11
The document will then be attached to the item.
04:13
So, here's our rod guide spacing chart with its unique document number, which is assigned to this document.
04:21
Now if we go back to the center view and view the file types,
04:25
the highlighted icons are the particular file type that has been associated with the item.
04:29
And a quick tip here.
04:31
If you double click these icons, it's a shortcut to access the file for each type.
04:35
So, we've seen the different document types and categories how to open a document and even upload a new document.
Let’s modify a document associated with an item and make the changes available to all project members.
Transcript
00:05
In this video, we will discuss the following,
00:07
the process required for when changes are to be made to a document
00:11
and taking a document from a draft state to being published.
00:14
So let's take a look
00:16
once an item has documents attached to it and if changes need to be made to the document,
00:21
an action you will need to perform is a checkout and checkin
00:24
this will ensure that a new version is created in Upchain,
00:27
making it easier to track changes to the document.
00:29
For example, we need to add some extra rod length variables
00:32
to specifications document in our fishing rod project.
00:35
To make this change, we will need to check the document out,
00:37
make the changes and then check the document back in.
00:40
To do this, we need to navigate to the document in the document categories.
00:44
In this case, under the general documents folder,
00:47
expand the menu and click on the more actions or ellipses from the pop up.
00:52
We then choose, check out
00:54
once the document is checked out,
00:56
a lock will appear next to the draft status and no one else is able to make changes to it.
01:00
You can also note the version and revision states here.
01:03
You will also note that a local copy of the file is automatically downloaded for us to make our changes.
01:09
If you download the file again accidentally after checking it out,
01:12
the file will be appended with the bracket one,
01:15
you must use the original file name.
01:17
Let's open the file and add both the 11 and 12-foot rod lengths with their guide spacing variables.
01:42
Once we've made our changes, and after we check the document back in, if required,
01:47
other users will then be able to check out the document and make their changes.
01:51
An important note,
01:52
to check the document back in, the document name must be the same name.
01:56
Otherwise the connection won't be made in Upchain that we are checking in the same document.
02:01
It is also recommended to add a comment, so we know what was changed for this version.
02:06
We're going to add a comment like added 11 and 12-foot guide spacing.
02:12
Once the document is checked back in,
02:14
Upchain identifies the changes and the version number for the document will increase by one.
02:19
We can see the version number for our document has gone from V1 to V2
02:23
and the document is successfully checked back in.
02:33
Another action you can form on a document is to publish it.
02:37
This takes the document from the start point of a draft state to a published state
02:40
by going through the document workflow.
02:43
When a document is in a published state,
02:44
it generally means it cannot be edited but that it is ready for consumption or use by others.
02:50
To publish a document,
02:51
we need to click on the ellipsis button next to the document and select view details.
02:55
A pop-up will launch.
02:57
And from here, we can edit the document and select the workflow.
03:00
Once the workflow has been added,
03:02
we can start the workflow and move the document from a draft state
03:05
to a pending review state with the publish button,
03:08
you may also have the option to reject.
03:11
However, this process will depend on your tenant and the document workflow chosen.
03:15
Note, you may not have the publish option as someone else
03:19
may be required to review and approve the document.
03:29
Once the document has been approved, it will show with the status of published.
03:33
You may need to click on the details icon
03:35
and then back on the documents icon to serve as a refresh,
03:39
the version will increase and a revision will be indicated.
03:42
The version number will indicate the same throughout the workflow.
03:45
However, the version number will change should the document be checked out,
03:49
edited and then check back in again.
03:52
This would also place that version of the document in a draft state
03:55
and the version number will increase by one.
03:57
If we go back and look at our document, we can see the status is published.
04:00
The version is at V2 and the revision has changed to AA.
04:05
We've now looked at how to check out,
04:07
check in documents and then finally publish the documents.
00:05
In this video, we will discuss the following,
00:07
the process required for when changes are to be made to a document
00:11
and taking a document from a draft state to being published.
00:14
So let's take a look
00:16
once an item has documents attached to it and if changes need to be made to the document,
00:21
an action you will need to perform is a checkout and checkin
00:24
this will ensure that a new version is created in Upchain,
00:27
making it easier to track changes to the document.
00:29
For example, we need to add some extra rod length variables
00:32
to specifications document in our fishing rod project.
00:35
To make this change, we will need to check the document out,
00:37
make the changes and then check the document back in.
00:40
To do this, we need to navigate to the document in the document categories.
00:44
In this case, under the general documents folder,
00:47
expand the menu and click on the more actions or ellipses from the pop up.
00:52
We then choose, check out
00:54
once the document is checked out,
00:56
a lock will appear next to the draft status and no one else is able to make changes to it.
01:00
You can also note the version and revision states here.
01:03
You will also note that a local copy of the file is automatically downloaded for us to make our changes.
01:09
If you download the file again accidentally after checking it out,
01:12
the file will be appended with the bracket one,
01:15
you must use the original file name.
01:17
Let's open the file and add both the 11 and 12-foot rod lengths with their guide spacing variables.
01:42
Once we've made our changes, and after we check the document back in, if required,
01:47
other users will then be able to check out the document and make their changes.
01:51
An important note,
01:52
to check the document back in, the document name must be the same name.
01:56
Otherwise the connection won't be made in Upchain that we are checking in the same document.
02:01
It is also recommended to add a comment, so we know what was changed for this version.
02:06
We're going to add a comment like added 11 and 12-foot guide spacing.
02:12
Once the document is checked back in,
02:14
Upchain identifies the changes and the version number for the document will increase by one.
02:19
We can see the version number for our document has gone from V1 to V2
02:23
and the document is successfully checked back in.
02:33
Another action you can form on a document is to publish it.
02:37
This takes the document from the start point of a draft state to a published state
02:40
by going through the document workflow.
02:43
When a document is in a published state,
02:44
it generally means it cannot be edited but that it is ready for consumption or use by others.
02:50
To publish a document,
02:51
we need to click on the ellipsis button next to the document and select view details.
02:55
A pop-up will launch.
02:57
And from here, we can edit the document and select the workflow.
03:00
Once the workflow has been added,
03:02
we can start the workflow and move the document from a draft state
03:05
to a pending review state with the publish button,
03:08
you may also have the option to reject.
03:11
However, this process will depend on your tenant and the document workflow chosen.
03:15
Note, you may not have the publish option as someone else
03:19
may be required to review and approve the document.
03:29
Once the document has been approved, it will show with the status of published.
03:33
You may need to click on the details icon
03:35
and then back on the documents icon to serve as a refresh,
03:39
the version will increase and a revision will be indicated.
03:42
The version number will indicate the same throughout the workflow.
03:45
However, the version number will change should the document be checked out,
03:49
edited and then check back in again.
03:52
This would also place that version of the document in a draft state
03:55
and the version number will increase by one.
03:57
If we go back and look at our document, we can see the status is published.
04:00
The version is at V2 and the revision has changed to AA.
04:05
We've now looked at how to check out,
04:07
check in documents and then finally publish the documents.
