Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Setting up Meta Data or user fields is easy with the Publication Space. Setting the up Setting up standard user fields (or Meta Data) prior to project commencement will allow you capture of all the relevant details related to your documents.There are 2 types of Fields.

Image Modified Standard Fields - Comes pre-included with the Publication space. Some customisation is possible.

Image Modified Custom Fields - Fields that you can add to a project that can be customised as needed.

Add Edit Revision Statuses

Revision Statuses are set up so that they can be applied when a document is uploaded to the Publication Space. This is a standard field that is required to be filled in on all uploads.

To add or edit Rev Statuses.

1. Go to the Configure.

2. Modules.

3. Publication.

Image Modified

or

1. Publication Space.

2. Settings.

Image Modified

On the Publication Space Setting page Click on Fields

Image Modified

To Edit Rev Statuses

1. Click on Edit in the Rev Status row.

To Add a New Status

1. Click on Add Status.

Image Modified

2. Give the Status as name by clicking into the Row that was just added.

Image Modified

3. Give it a Code.

Image Modified

4. Configure Who has Access and click Done.

To Edit a New Rev Status

1. To Edit any details about an existing Rev status simply click into each columns and make your change.

2. Then click save.

To Add Rev Statuses form Excel

1. Click on Import Status from Excel.

Image Modified

2. Download the Template.

Image Modified

3. Fill it in with Rev Status name and Code.

Image Modified

4. Select the excel file. Click Import.

To Disable a Rev Status

Click on Disable in the Rev status row.

Image Modified

Showing Disabled Rev Statuses

Click on the Show Disabled button.

To Enable a Disabled Rev Status

Click on Enable in the Rev Status row.

Image Modified

Add, Edit Types

Types is a standard field in the Publication Space that can optionally be set to required.

Add a new Type

1. To add a new Type. Click on Edit on the Main Fields page.

Image Modified

2. Click on Add Type.

A new row will be added

Give the type a code and description.

Types are Applied to roles. This means that when a role is configured against a particular type only users from that Role will have access to this type within the Publication Space.

1. Apply your roles to the new Type.

2. Click Done.

Edit an existing Type

To Edit an existing type click into the row and make your changes and Click Save.

Import Type from Excel

1. Importing types from Excel is very similar to Import a Rev Status.

2. Click on Import from Excel.

Image Modified

3. Download the Template.

Image Modified

4. Fill in the Type Description and Code.

Image Modified

5. Select your excel file and Import it.

Disable a Type

To Disable a type Click Disable on the row.

Enable a Disabled Type

1. To Enable a type Click on the Show Disabled button.

2. Click Enable.

Add Edit Disciplines

Discipline is a standard field in the Publication Space that can optionally be set to required on upload.

Adding Disciplines and Editing them follows the same process as Adding/ Editing Types. 

To begin click on Edit on the Type row on the Standard Fields section.

Tip
Then follow the same process as a Types to add or edit a discipline.

Add a New Custom User Field