Creating a new Document Number

1. Navigate to the folder where the document is to reside

2. From the File menu select New/Capital Projects Document or click Shift-N.

The New Document: Create window is launched as shown:

3. Define the document properties by clicking Edit beside each required attribute and making the appropriate selection

Editing the document properties

Available values are located on the left of the screen in the form of a collapsible/expandable list

Codes or Labels

• Values can be displayed as Codes and/or Labels
• Where the values can be broken down further, click on the [+] to expand the list
  • Click on [-] to collapse a list

Search For:

For long lists of attributes, search for a specified value with the.

• The Search For: drop-down is used to select the required attribute
• Value: allows a value search on whichever attribute is selected in the Search For: field
  • the example shows how to filter to display only a Document Type that Contains: "Contract"

Select a value

• Identify the required value on the left
  • click on it to select

Some attributes will allow you to assign several values to it, e.g. a single document may be relevant to several Locations and/or Levels and therefore may have multiple values assigned to CLA Location/CLA Level

Remove a selected value

• Selected values are displayed on the right
  • click on the selected value to remove it

 

1. Type, Format and Template
   • Type: will default to the only choice, BAA Capital Projects Document
   • Format: will default to None which will provide a placeholder with a new document number.
2. With all the required fields defined, click Next to move onto the Info. tab to add further information or click Finish to complete setting up the new document

When Finish is selected, the new document number placeholder is created in the chosen folder in Documentum, based on the chosen template, and named with the unique number generated by the system, as defined by the mandatory fields that were chosen for the document properties.

Restricted Access

At the bottom of the Properties window there is an option to apply Restricted Access to the document.
If selected, this will restrict the access to a document following Publishing to the responsible team and
anyone the document is transmitted to. Restricted Access is only to be used for commercial documents

Updating Document Properties

Depending upon the status of a document and your permissions, the document properties may be edited (except Title and Responsible Person). To edit a documents properties, click View/Properties or Right-Click/Properties or press P to display the properties screens and follow the procedure as above.

Multi Document attribute Update

Depending upon the status of a document and your permissions, certain document properties, on multiple documents may be edited at one time. To edit multiple document attributes:

1. Browse to a folder that contains more than one document
2. Select the documents you wish to edit using the CTRL or Shift key.

3. Click View/Properties or Right-Click/Properties or press P.

4. The following screen will be displayed

5. Change the property values as required, then select OK. Unchecking
6. Unchecking the "Append Values" options will replace any existing value with the property you select.

Folder Security

The Documentum system security is based on permissions inherited from Folders. That is to say that any document added to a folder will take on the same rights as other documents within that folder.

Where can I add documents?

Documents may be added to whichever folder you have appropriate rights, as a starter the My Projects node contains all project folders to which you have membership. You must have membership to a project group before you can add documents to the projects area.

Documents or document numbers can only be created within document type folders or the folder level above.