Maintaining document details

This page allows you to maintain the document details such as document title, document subject, document type, document status, library number, document purpose, document category, number of copies of the document and applicability level. Tell me more.

Select the “Maintain Document Information” link at the bottom of the “Select Document” to maintain the document details.

The “Maintain Document Information” page appears.

Date & Time Format

The format in which the date and time fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date and time format from the “Enterprise Modeling” business component by default.

The system displays the following in the “Document Details” group box:

Document #	The number identifying the document whose details are to be maintained.
Revision #	The revision number of the document.

Enter the following fields in the “Document Details” group box:

Document Title	The name of the document (Alphanumeric, 150). Mandatory. Zoom facility available.
Document Subject	A brief description about the document (Alphanumeric, 150). Zoom facility available.
Document Type	Use the drop-down list box to specify the type of the document that is to be registered. The system lists all the active document types with “Maintained In Library?” field set as “Yes”, as defined in the “Create Reference Document Type” activity of the “Common Masters” business component. The system also lists the inactive document type existing for the selected document and revision number combination.
Document Status	Use the drop-down list box to specify the document status. The system lists the following options: “Fresh” – Select this option if the document is yet to be approved for distribution. “Active” – Select this option if the document is approved and operational, for distribution. “Inactive” – Select this option if the document is temporarily withdrawn from distribution. “Revised” – Select this option if the new version of the document is approved. “Obsolete” – Select this option if the document is no longer relevant for use and distribution.
Ref. Doc Type	Use the drop-down list box to specify the reference document type. The system lists the following options: “Customer Order #” – Select this option if the reference document is a customer order. “Visit Package #” – Select this option if the reference document is a visit package. “Hangar Work Order” – Select this option if the reference document is a hangar work order. “Work Scope #” – Select this option if the reference document is a work scope. “Technical Log #” – Select this option if the reference document is a technical log. “Engineering Order #” – Select this option if the reference document is an engineering order. “Repair Order #” – Select this option if the reference document is a repair order. “Other #” – Select this option if the reference document is any other document other than the options mentioned above. Data selection in this field is mandatory, if “Ref. Doc Details” is specified. The system leaves this field blank by default.
Ref. Doc Details	Any details pertaining to the reference document (Alphanumeric, 40).

Enter the following field in the “Library Details” group box:

Library #

Use the drop-down list box to specify the library where the document is to be maintained. The system lists all the active library codes as defined in the “Maintain Library Information” activity of the “Library” business component. Mandatory

Note: You can modify the library only if none of the copies of the document-revision number combination has distribution type as “Returnable”.

The system displays the following field in the “Library Details” group box:

Library Name

The name of the library.

Enter the following fields in the “Additional Details” group box:

Document Purpose	Use the drop-down list box to specify the purpose of the document. The system lists all the active quick codes of type “Document Purpose”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code of type “Document Purpose” existing for selected document and revision number combination. By default, the system displays the default value set for the “Document Purpose” quick code type in the “Maintain Quick Codes” activity of the “Library” business component. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Document Purpose” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Document Class	Use the drop-down list box to specify the document class. The system lists all the active quick codes of type “Document Class”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code of type “Document Class” existing for the selected document and revision number combination. By default, the system displays the default value set for the “Document Class” quick code type in the “Maintain Quick Codes” activity of the “Library” business component. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Document Class” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Document Nature	Use the drop-down list box to specify the nature of the document. The system lists all the active quick codes of type “Document Nature”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code type “Document Nature” existing for the selected document and revision number. By default, the system displays the default value set for the “Document Nature” quick code type in the “Maintain Quick Codes” activity of the “Library” business component. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Document Nature” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Document Category	Use the drop-down list box to specify the category to which the document belongs. The system lists all the active quick codes of type “Document Category”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code of type “Document Category” existing for the selected document and revision number combination. By default, the system displays the default value set for the “Document Category” quick code type in the “Maintain Quick Codes” activity of the “Library” business component. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Document Category” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Std. Distribution #	Use the drop-down list box to specify the standard distribution list to whom the document must be distributed. The system lists all the active standard distribution numbers, as defined in the “Maintain Library Information” activity of the “Library” business component. The system leaves this field blank by default.

The system displays the following field in the “Additional Details” group box:

Dist. Name

The name of the standard distribution list.

Zoom facility available.

Enter the following field:

No. of Copies

The total number of copies of the document that are to be maintained in the library (Integer). Mandatory. Ensure that you enter a positive value.

The system displays the following fields:

Usable Copies	The total number of copies of the document that are in usable condition. The system displays the difference between the total number of copies and the total number of discarded copies. The value is computed, based on the ‘Condition’ attribute saved in the ‘Record Document Distribution’ activity.
Discarded Copies	The total number of copies of the document that are discarded. For a new record, the system displays “0” on launch of the page.

Enter the following field:

Applicability Level

Use the drop-down list box to specify the applicability level of the document. The system lists the following options:

“Model” – Select this option if the document is applicable for an aircraft model.
”Aircraft” – Select this option if the document is applicable for an aircraft.
“Parts” – Select this option if the document is applicable for a part.
“Others” – Select this option if the document is applicable to options other than those mentioned above.

Do not leave this field blank.

Select the “Publisher / Source Details” tab to update the publisher / source details of the document.
Select the “Revision Details/Policy” tab to update revision details of the document.
Select the “Applicability Details” tab to update the applicability details of the document.
Select the “Other Details” tab to update the any other details of the document.
Enter the following field in the “Document Attachment Details” group box:

File Name

The name of the file attached to the document.

Help facility available.

Select the “View File” link provided alongside to view the file details.
Click the “Maintain Document Info” pushbutton, to update the document details.

Note: The system displays an error message, if any other concurrent user attempts to simultaneously modify the document details.

Note: You cannot update the document details for those documents that are in “Inactive” and “Obsolete” status.

You cannot modify the status of those documents that are in “Revised” status.

The system perfoms the following:

Updates the additional copies against the library, if the total number of copies of the document are more than the total number of copies registered in the “Register Documents” activity.
If a new standard distribution list is added against the document-revision number combination or if the existing standard distribution list is modified, the system updates the modified member list details for the document-revision number combination. This update is carried out under the ‘Record Document Distribution’ activity.
Updates the login user as the “Last Modified by” and the server date as the “Last Modified Date”.
Updates the status of the document-revision number combination as “Fresh”, if the total number of coies of the document is not equal to the sum of the copies with distribution type as “Permanent” and copies with distribution type as “Returnable”.

The system performs the following, if the library to which the document-revision number combination belongs, is changed:

Removes all the standard distribution numbers loaded in the “Std. Distribution #” field and replaces them with the standard distribution numbers associated to the new library, if the total number of copies of the document is equal to the sum of copies in returned status and copies in discarded condition.
Updates the number of usable copies of the previous library as the “No. of Copies” for the new library.

To proceed, carry out the following:

Select the “Record Document Distribution Information” link at the bottom of the page to record the document distribution details.

The system displays the following fields in the “Record Statistics” group box:

Registered by	The name of the login user who registered the document.
Registered Date	The date on which the document was registered.
Registered at	The location at which the document is registered.
Last Modified by	The name of the login user who last modified the document.
Last Modified Date	The date on which the document was last modified.
Last Revised by	The name of the login user who last revised the document.
Last Revised Date	The date on which the document was lastly revised.

Maintaining document details – An overview

This page allows you to maintain the document details. The document details such as document title, document subject, document type, document status, library number, document purpose, document category, number of copies of the document and applicability level are recorded in the page. This page also allows you to record the following:

Publisher / Source Details of the document – You can record the publisher details such as publisher code, published date and contact details of the publisher in this page. This page also allows you to record the source details such as source type, received from , purchase order reference number, receipt date and cost details.
Revision Details of the document – You can record the revision policy of the document in this page. The revision policy such as revision cycle, revision interval and next revison due date are recorded in this page. You can also record the revision details such as revision date, reason for revision and revision remarks.
Applicability Details of the document – You can specify whether the docuiment is applicable to “Model”, “Aircraft”, “Parts” or “Others”.
Other Details of the Document – You can record details such as keywords of the document and other details such as web reference and document reference.

Note: You cannot update the document details for those documents that are in “Inactive” and “Obsolete” status.