Setting up Meta Data or user fields is easy with the Publication Space. Setting the up prior to project commencement will allow you capture all the relevant details related to your documents.
There are 2 types of Fields.
Standard Fields - Comes pre-included with the Publication space. Some customisation is possible.
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.
or
1. Publication Space.
2. Settings.
On the Publication Space Setting page Click on Fields
To Edit Rev Statuses
1. Click on Edit in the Rev Status row.
To Add a New Status
1. Click on 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.
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.
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
Click on Disable in the Rev status row.
Showing Disabled Rev Statuses
Click on the Show Disabled button.
To Enable a Disabled Rev Status
Click on Enable in the Rev Status row.
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.
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 agaisnt 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.
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.
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.
