Standard Fields come included with the Publication space. Some customisation is possible.
Setting up standard user fields (or Meta Data) prior to project commencement will allow capture of all relevant details related to your documents.
Edit Standard Fields
1. Go to the Configure.
2. Modules.
3. Publication.
or
4. Publication Space.
5. Settings.
6. Click on the Fields tab.
Revision Status
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.
1. Click on Edit in the Rev Status row.
2. In the next window, click on any field to edit it.
3. When done, click Save.
Add a Status
1. Follow Steps 1 to 6 of Edit Standard Fields and 1 of Edit Revision Status.
2. On the next window click Add Status
2. Give the Status as name by clicking into the Row that was just added.
3. Give it a Code.
4. Configure Who has Access and click Done.
Import Status form Excel
1. Click on Import Status from Excel.
2. Download the Template.
3. Fill it in with Rev Status name and Code.
4. Select the excel file. Click Import.
To Disable a Rev Status
1. Click on Disable in the Rev status row.
Show Disabled Rev Statuses
1. Click on the Show Disabled button.
To Enable a Disabled Rev Status
1. Click on Enable in the Rev Status row.
Types
Types is a standard field in the Publication Space that can optionally be set to required.
Add a New Type
1. Follow Steps 1 to 6 of Edit Standard Fields.
2. Click Edit on the Type row.
3. Click on Add Type.
4. A new row will be added, where you can give the type a code and description.
| Note |
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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. |
5. Apply your roles to the new Type.
6. Click Done.
Edit an Existing Type
1. Click into the row and make your changes.
2. 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.
3. Download the Template.
4. Fill in the Type Description and Code.
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.
Disciplines
Discipline is a standard field in the Publication Space that can optionally be set to required on upload.
Adding Disciplines and Editing them editing disciplines follows the same process as Adding/ Editing Typesadding and editing types.
To begin click on Edit edit on the Type discipline row on in the Standard Fields standard fields section.
| Tip |
|---|
| Then follow the same process as a described in Types to add or edit a discipline, edit, disable, enable and import from excel. |
Add a New Custom User Field
Click here to learn how to add a customer user field.