Registering documents

This page allows you to register the various documents received by the organization, in the library. Tell me more.

Select the “Register Documents” link under the “Library Operations” business component.

The “Register Documents” page appears.

The system displays the following:

Date & time Format

The format in which the date & 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.

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

Library #

Use the drop-down list box to select the library where the documents are to be registered. The system lists all the active library codes mapped to the login user, as defined in the “Maintain Library Information” activity of the “Library” business component.

Do not leave this field blank.

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 “Default Details” group box, if the details in the corresponding fields in the multiline are not entered or selected:

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 leaves this field blank by default.
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. 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.
Document Subject	A brief description about the document (Alphanumeric, 150).
Publisher	The name/code of the publisher of the document (Alphanumeric, 45).
Published Date	The date on which the document is published (Date Format).
Revised Date	The date on which the document is revised (Date Format).
Source Type	Use the drop-down list box to specify the source type for the document that is to be registered. The system lists all the active quick codes of type “Source Type”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. By default, the system displays the default value set for the “Source Type” 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 “Source Type” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Received From	The name of the source from where the document is received (Alphanumeric, 25).
Receipt Date & Time	The date and time at which the document is received (Date & Time Format). The date and time entered here must be earlier than the current system date and time. By default, the system sets this field to the current date and time.
Document Reference #	The reference number for the document (Alphanumeric, 40).

Note: The system considers the “Document Type”, “Document Category”, “Document Subject”, “Publisher”, “Published Date”, “Revised Date”, “Source Type”, “Received From”, “Receipt Date & Time” and “Document Reference”, only for those rows for which the corresponding fields are not entered in the “Document Details” multiline.

Enter the following fields in the “Document Details” multiline:

Document #	The number identifying the document (Alphanumeric, 40). Mandatory
Revision #	The revision number of the document (Alphanumeric, 40).

Note: Ensure that the document number and revision number combination is unique.

Document Title	The name of the document (Alphanumeric, 150). Mandatory.
Document Subject	A brief description about the document (Alphanumeric, 150).
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 leaves this field blank by default.
Document Status	Use the drop-down list box to specify the status of the document. 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. In other words, a standard. distribution number is associated with the document, and the number of copies of the document being registered is equal to or more than the number of members in that distribution list. Inactive – Select this option if the document is temporarily not to be used for distribution. The system sets this field to “Fresh” by default.
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. 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.
No. Of Copies	The total number of copies of the document (Integer). Mandatory. The value specified here must be greater than zero.
Publisher	The code of the publisher of the document (Alphanumeric, 45).
Published Date	The date on which the document is published (Date Format). The date entered here must be earlier than or equal to the current system date and the receipt date.
Revised Date	The date on which the document is revised (Date Format). For example, a document being registered in the system today might have its next revision version already published. In such a case, the published date of the new revision becomes the revised date of the revision version being registered today. The date entered here must be earlier than or equal to the current system date, and later than or equal to the published date.
Std. Distribution #	Use the drop-down list box to specify the standard distribution list to which 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. Ensure that the standard distribution number selected here is associated to the library selected. The system leaves this field blank by default.
Source Type	Use the drop-down list box to specify the source type for the document that is to be registered. The system lists all the active quick codes of type “Source Type”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. By default, the system displays the default value set for the “Source Type” 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 “Source Type” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Received From	The name of the source from which the document is received (Alphanumeric, 25).
Receipt Date	The date on which the documents are received (Date Format). The date entered here must be earlier than or equal to the current system date.
Receipt Time	The time at which the document is received (Time Format). The time entered here must be earlier than the current system time, if the date entered in the “Receipt Date” field is equal to the current system date.
Document Reference #	The reference number for the document (Alphanumeric, 40).
Key Word 1	The key word for tracking or searching the document (Alphanumeric, 25).
Web Reference	The web address reference pertaining to the document details (Alphanumeric, 150).
Remarks	Any remarks pertaining to the document (Alphanumeric, 2000).
File Name	The name of the file attached to the document (Alphanumeric, 50). Help facility available.

Select the “View File” link provided at the bottom of the multiline, to view the file details.

Ensure the following:

The “Document Type” is specified either in the “Document Details” multiline or in the “Default Details” group box.
The “Document Category” is selected either in the “Document Details” multiline or in the “Default Details” group box, if the ‘Document Category’ quick code type is set as mandatory in the ‘Maintain Quick Codes’ activity of the ‘Library’ business component
The “Publisher” is specified either in the “Document Details” multiline or in the “Default Details” group box.
The “Source Type” is selected either in the “Document Details” multiline or in the “Default Details” group box, if the ‘Source Type’ quick code type is set as mandatory in the ‘Maintain Quick Codes’ activity of the ‘Library’ business component.
The “Receipt Date” is specified either in the “Document Details” multiline or in the “Default Details” group box.

Note: Ensure that at least one record is selected in the multiline.

Check the box in the “Select” column of the multiline to select a record.
Click the Delete icon in the toolbar above the multiline to delete the selected record.
Click the “Register Document(S)” pushbutton to register the selected documents.

Note: You can change the document status to “Active” for only those documents for which the total number of copies is equal to the sum of the copies distributed on permanent and returnable basis.

The system performs the following:

When a document is registered, and a standard. distribution # is specified against it, one copy of the document being registered is allocated and saved as distributed to each member of the distribution list. The balance of copies is saved against the library in-charge’s record, for the distribution of the document. The document allocated to the library incharge, is updated as the first record in the multiline. The documents allocated to the members belonging to the standard distribution list are updated as the subsequent records, in the “Record Document Distribution Information” page.

To proceed, carry out the following:

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

Note: you can launch this page only for registered documents with status other than “Inactive” or “Obsolete”.

Select the “Record Document Revision” link at the bottom of the page to record the document revision details.

Registering Documents – An overview

This page allows you to register the various documents received by the organization, in the library. You can select the library where the documents are to be registered. The document details such as document title, document subject, document status, number of copies of the document, document type, document category, document title, publisher, published date, standard distribution number, revised date, source type, received from, receipt date & time and document reference are recorded, for the document being registered under the selected library.