As - Create and Maintain Document - Sevan Drilling ASA (IMPL-PROS-SD - 1182337 - 1 - A1) - 1

APPLICATION SOLUTION
DOCUMENT (AS)
Create and Maintain Document
DOC: 1182337
MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS
CREATE AND MAINTAIN DOCUMENT
DOCUMENT
(AS)
Main Process doc Reference
Title
Doc. No
MP - Document Management - Sevan Drilling ASA

1176592
AS Document Revision History

Rev
Date
Name
Comment
A1
2013-01-21
BRVENO
Created
2
CREATE AND MAINTAIN DOCUMENT
DOCUMENT
(AS)
This document has been approved by:
Name
Signature
IFS Sub Project Manager

Customer Sub Project Manager
3
Date
Signed version
CREATE AND MAINTAIN

DOCUMENT
CREATE AND MAINTAIN

CONTENT
DOCUMENT
BDR for Document Management
Create Document
Develop Document
Approve and Release Document
Remove Outdated Documents
5
CREATE DOCUMENT
CREATE DOCUMENT
SCENARIOS
No
Description
Create Document
Create Document and Connect to Structure
7
CREATE DOCUMENT
CREATE DOCUMENT
MANY WAYS OF CREATING A DOCUMENT

Click icon to add picture
New - enter all values manually

Duplicate
Create from Template
Copy existing Title
Create Document Assistant
Drag & drop file
Add-Ins in MS Office
Import files
9
CREATE DOCUMENT
MANUALLY CREATE NEW DOCUMENT

Mandatory fields:
Class
Sheet
Revision
Title
10
CREATE DOCUMENT
DUPLICATE
All fields in the header, and the tabs

General, Correspondance,
Development and Sheets/
Descriptions are copied.
11
CREATE DOCUMENT
CREATE FROM TEMPLATE
From an existing document you can

create a template that can be used
when creating a new document
(profile card).
Data in tabs General,
Correspondance, Development
and Sheets/ Descriptions are
saved in the template.
You can then create a new
document (profile card) by
selecting appropriate template.
Supply/change any information
before saving.
12
Can define one template to be the

default.
This template will then ALWAYS
MAIN when
PROCESS - CREATE
MAINTAIN DOCUMENT 2013 IFS
be used
userAND
manually
CREATE DOCUMENT
COPY DOCUMENT TITLE
The assistant lets you copy
information from an existing
document
Field Values
Correspondence Info
Approval Process
Access
Object Connections
Document Structure
Sheets
Electronic File(s)
13
CREATE DOCUMENT
CREATE DOCUMENT ASSISTANT

Creates a new document (profile
card)
Step 1 basic information is
entered.
Allows to select electronic
file directly or open
appropriate application to
edit file directly (template
file will be opened if
defined).
Step 2 allows to connect the
document to an existing
document folder.
14
Step 3 gives option to

connect document to any
quick connect objects
defined for the selected
MAIN PROCESS
document
class.- CREATE AND MAINTAIN DOCUMENT 2013 IFS
CREATE DOCUMENT
DRAG & DROP
Note: If using citrix,

the file explorer must
also be in same citrix
session.
15
CREATE DOCUMENT
ADD-INS TO MICROSOFT OFFICE
New tab in MS office

programs: IFS
Application
Button for inserting

document in IFS
Document
Management
In Outlook you can
set up to insert "email
with attchments",
"only attachments", or
show dialog allowing
user to choose when
action is performed.
16
CREATE DOCUMENT
IMPORT FILES
RMB Open Files,

Save.
Update any
information.
RMB Import Files
One and one file,
selected files or all
files.
Then you can open

the documents in
appropriate form,
view or print
document, view
object connections,
to continue
workflow.
17
Ex. Connect
same
CREATE DOCUMENT AND

CONNECT TO STRUCTURE
CREATE DOCUMENT AND

CONNECT DOCUMENT TO STRUCTURE
CONNECT
TO STRUCTURE
A structure document can have multiple subdocuments on
multiple levels;
The document and its sub documents can be checked in or
checked out together. (Approve/E-mail)
This feature is useful for example for a drawing that may have multiple sub
drawings connected to it.
19
CREATE DOCUMENT AND

CONNECT DOCUMENT TO STRUCTURE
CONNECT
TO STRUCTURE
You can work with the structure documents in a graphical
navigator.
Same information and
functions available as
when working in
Document Revision form.
20
DEVELOP DOCUMENT
CREATE AND MAINTAIN

DEVELOP DOCUMENT
DOCUMENT
No
Description
1
2
3
4
5
6
7
8
9
10
11
12
13
14
BDR for Manage Transmittals

Edit Document
Connect Document to Object
Set Document Access and Requirements
Establish Approval Process
Create Document Template
Create Document Structure
Update Document Development Information
Create Document Package and Connect Document
Define Document Report Archive Settings
Edit Document Structure
Manage Transmittals
Manage Document Folders
Develop Originals
22
EDIT DOCUMENT
DEVELOP DOCUMENT
EDIT DOCUMENT WITH FILE TEMPLATE
Create a new document (profile card). No file has yet been checked
in.
Performing Edit on this document the first time will automatically
launch the application with the associated template file loaded.
This requires a document template to be defined for this document
class/language/format.
If any macro is associated with CheckOut, it will also automatically be performed
now.
Do your changes, save.

Close the application.
In IFS Document Management, check the file in.
If any macro is associated

class, languagebe
and
format
with CheckIn, it Document
will also automatically
performed
now.Template Class, Document No, Doc Sheet
and Revision identifies which file is used as
determines which documents the
template.
template applies to.
24
CONNECT DOCUMENT TO OBJECT
DEVELOP DOCUMENT
Documents and objects can be connected in many ways.

The object type must be configured to be "document aware" in order
to connect documents to it.
Tab Connect Object lists the

"Quick Connect" object types
defined in basic data for this
document class.
Quick Connect can be used for
objects that normally are connected
to this type
of document (class). Eases the
process
of connecting objects to document.
List of values shows the object IDs

to choose from.
26
DEVELOP DOCUMENT
Tab Objects shows

all object
connections
for a document.
(Including the ones
made by Quick
Connect)
Create a new
record
and List of Values
dialog opens.
First choose type
of
object. Then
27 select
your desired
DEVELOP DOCUMENT
Connect document to object from the object.

In Attachment Panel, click Attach and select desired document from List
of Values.
28
SET DOCUMENT ACCESS AND

REQUIREMENTS
DEVELOP DOCUMENT
SET DOCUMENT ACCESS
Access is given to specific persons or to predefined groups.

Access templates can be defined in basic data, per document class.
If an access template is defined for the document class it will be
automatically inserted in Access/Definition tab when creating a new
document (profile card).
Document creator will always
have Admin rights.
View access is automatically given
to approvers.
Groups and
persons
Access can be configured

to be inherited from
connected objects.
You can manually add/remove
steps in the access definition
of a document .
Manually or RMB
30 Copy Access Template
Type of
access
Object Type has

value if access
is inherited from
an object.
DEVELOP DOCUMENT
SET DOCUMENT ACCESS
In the second Access tab Result all the persons that currently have
access to the document will be listed.
Access must be generated every time in order to get accurate information,
as templates
and object
access might
change over
time.
Generate list of
It is possible to persons by
perform search clicking the
in the tab.
button
All groups and

object definitions
are expanded to
persons.
31
Shows the
source of the
access.
ESTABLISH APPROVAL PROCESS
DEVELOP DOCUMENT
COPY APPROVAL TEMPLATE
For the approval process we can use templates with predefined list
of persons/groups that needs to approve document.
Approval template can be automatically inserted when creating a
new document (profile card), if configured in basic data.
Per document class you can define which approval template to be used.
One person from each

group with Step 1 must
approve before step 2
users are notified.
33
DEVELOP DOCUMENT
DEFINE APPROVAL
In a document (profile card) you can alter the approval definition

before approval is started
by removing persons/groups inserted by the template.
by manually add new steps.
by copying one or more existing approval template(s).
34
CREATE DOCUMENT PACKAGE

AND CONNECT DOCUMENT
DEVELOP DOCUMENT

When working with large number of documents in a project, you can
use document package to get better control of the progress and cost.
Document package must be connected to a project activity.
Insert existing documents, or create new documents (profile cards) by
using an assistant.
36
DEVELOP DOCUMENT
For each document
Planned Hours/Planned Cost

Any documents that have no Planned
Hours/Cost information will not be included
in the calculation of Hours Progress/Cost
Progress respectively.
Select appropriate Milestone Template

Enter Planned Hours
Enter Planned Cost
Enter Cost Element
Enter Line Description
Hours Progress:
The documents are weighted according to the hours planned for
each document.
Paverage = Sum (Pii * Hii ) / Sum(Hii ),
Pii = doc. progress, Hii = hours planned, index ii denotes each
document in the package.
The documents are weighted equally if hours planned is
undefined for some of the documents in the package.
Cost Progress:
Weighted average cost progress. The
documents are weighted according to the
planned cost for each document.
Paverage = Sum (Pii * Cii ) / Sum(Cii ),
Pii =doc progress, Cii = planned cost, index ii
denotes each document in the package. The
documents are weighted equally if planned cost
is undefined for some of the documents in the
package.
37
UPDATE DEVELOPMENT
INFORMATION
DEVELOP DOCUMENT
UPDATE DEVELOPMENT INFORMATION
During development
of a document you
can update
information.
Typically this will be:
Revision Text
Note
Reason for Issue
Responsible person/
Department
Dates
Progress
Note that if document is
part of document package,
you cannot enter progress
here.
The free Description

fields.
39
Object connections
DEVELOP DOCUMENT
CREATE HISTORY LINE
You can manually insert a record in the documents History

tab.
It is not possible to delete history records.
40
DEVELOP DOCUMENT
REPORT PROGRESS ON DOCUMENT PACKAGE
Users can report the progress by setting appropriate milestone

number on document.
Notes can be added in Document Package Line Description.
The progress of the document package is calculated by a weighted
average on hours and cost.
Select appropriate
Milestone Number
41
MANAGE TRANSMITTALS
DEVELOP DOCUMENT
MANAGE TRANSMITTALS
Transmittals are used to keep track of groups of documents that are

received or sent.
Use the Transmittal Assistant for creating a transmittal. If it is an
outgoing transmittal the documents can be distributed to one or more
recipients, or files can be downloaded to specified directory.
One document can be connected to several transmittals.
It is possible to create saved search, reports, event
actions based on transmittal information.
If electronic file is not attached to documents in the transmittal when
expected receive date has passed, system can send for example a
personal message or an e-mail to specific persons or groups.
Create saved search that lists transmittals containing documents
missing electronic files.
Create saved search that lists
transmittals within a specific period
of time (manually enter from/to date), or
for example specify last 10 days.
43
DEVELOP DOCUMENT
MANAGE TRANSMITTALS
For incoming transmittals you can manually insert existing documents

or create new documents.
In order to handle incoming files automatically, Data Migration script(s)
can be created, for both creating documents (profile cards) and inserting
the electronic files.
The script can set the correct
status, approvals and access
based on defaults for the
document class. It can also
connect the files to transmittal.
(Requires either that the input
file contains transmittal ID, or
that it is given as manual input
when running the script.
Add acknowledge file to be

sent to sender.
When acknowledgement
is sent to the sender,
status should be updated
to Acknowledgment Sent.
44
DEVELOP DOCUMENT
MANAGE TRANSMITTALS
For outgoing transmittals you will typically connect already existing

documents.
You can also create new documents directly from the transmittal form.
Documents must be Released before the outgoing transmittal can be

sent.
When receiver acknowledges the
transmittal, insert the
acknowledge file and status is
automatically changed to
Acknowledgement Received.
Transmittal can then be
set to status Closed.
45
MANAGE DOCUMENT FOLDERS
DEVELOP DOCUMENT
Document folders can be used to organize

documents.
A document can be inserted in unlimited
number of folders.
Folders can be organized in a structure,
similar to folders in File Explorer in windows.
When inserting existing
documents, you can
query, and select many
documents in one
operation.
47
DEVELOP DOCUMENT
Documents tab will list documents to currently selected

folder in the navigator.
The tab All Documents will list all documents related to currently
selected folder, including on all levels below.
48
DEVELOP ORIGINALS
DEVELOP DOCUMENT
DEVELOP ORIGINALS
Hardcopies (Paper manuals, CD, DVD, and other physical media)

can be managed in the Originals tab.
This can be useful in order to keep track of which originals exists,
and where the originals are physically located.
The identification of each

original, medium,
department and location
50
APPROVE AND RELEASE

DOCUMENT
CREATE AND MAINTAIN

APPROVE AND RELEASE DOCUMENT
DOCUMENT
No
Description
Approve and Release Document Without Approval Process
Review Document and Approve Step
Appove and Release Document With Approval Process
52
REVIEW DOCUMENT AND

APPROVE STEP
APPROVE AND RELEASE

REVIEW DOCUMENT AND APPROVE STEP
DOCUMENT
When the approval process starts, the document will show
up in the Approvals form for all users in the first approval
step.
User will Approve or Reject the step.
When one step is completed, the document will turn up in
the Approvals form for approvers on the next step.
When one step is rejected, the creator of the document will
be notified.
Object identification There is a NoteThe
field
available
for each approver.
number
of approved
The number of days passed
Approvals can be used
steps out of the total
since this step entry could have
for any object, not just
number of steps
been approved by the user.
documents.
54
APPROVE AND RELELASE

DOCUMENT
WITH APPROVAL PROCESS
APPROVE AND RELEASE

REVIEW DOCUMENT AND APPROVE STEP
DOCUMENT
When approval routing is used for a document, the approval
process is started by setting the status of the document to
Start Approval.
56
APPROVE AND RELEASE

APPROVE AND RELEASE DOCUMENT
DOCUMENT
When all steps are set to
Approved, the creator of the
document (or the
administrator group) can be
notified.
Document can then be set to
status Approved and then
Released.
Approve
Preliminary
Start Approval
Approve or
Reject
Approval
Routing
Complete
Notify
creator of
document
57
Approve
and
Release
Released
APPROVE AND RELEASE

RELEASE DOCUMENT
DOCUMENT
At release you should decide
If previous document
revisions of same document
number should be set to
Obsolete (recommended, basic
data setting per class).
If object connections to
previous revision should be
moved to this revision.
Evaluate access rights might want to add more
persons/groups.
Quick Release
Possible to release many
documents in one operation.
58
APPROVE AND RELEASE

REVIEW DOCUMENT AND REJECT STEP
DOCUMENT
When an approval step is
rejected, notification can be
sent to creator or
administrators of the
document.
The creator of the document
can cancel the approval
routing, which will set the
document back to status
Approve
Preliminary.
Preliminary
Start Approval
Approve or
Reject
Reject
Notify
creator of
document
Cancel Approval Process
59
REMOVE OUTDATED DOCUMENTS
CREATE AND MAINTAIN

DOCUMENT
No
Description
Remove Outdated Documents
61

STATUS, EXPIRATION, BACKGROUND JOBS
As documents are outdated, the
status can be set to Obsolete.
Some documents you might

want to keep, even in status
Obsolete.
For some documents (document
classes) you might want to
delete the profile cards and/or
the electronic files.
This can be scheduled as a
background job.
Safety margin can be defined
with attribute Expiration Days.
63
This is the number of days from a

document is set to status Obsolete to it
should be deleted.
ExpirationMAIN
Date
is set
in basic
data,DOCUMENT 2013 IFS
PROCESS
- CREATE
AND MAINTAIN
BASIC DATA FOR DOCUMENT

MANAGEMENT
BASIC DATA FOR DOCUMENT

SCENARIOS
MANAGEMENT
No
Description
BDR for Document Basic
BDR for Document Class Management
BDR for Document Number Generator
BDR for User Settings
BDR for EDM Basic
BDR for Macro Basic
Set up and Use of Alternate Screen Layouts
BDR for Document Class Process Action
65
MAIN PROCESS - SEARCH FOR AND USE DOCUMENT 2013 IFS
BDR FOR DOCUMENT BASIC
67

SELECTED BASIC DATA
Document Class (Document Type)

Format (Discipline)
Archive Status (Approval Codes)
Reason for Issue
Document Archive (SFI)
Default Values
Person Group
Access Template
Approval Template
Milestone Template
Quick Object Connect
68
DOCUMENT BASIC
DOCUMENT CLASS
Document Class is
used to group
documents.
For Sevan this most
likely will map to
current Document
Types
69
Click icon to add

clip art
DOCUMENT BASIC
FORMAT
Document format is a
further grouping of
documents (sub
group).
For Sevan this most
likely will map to
current Discipline.
70
Click icon to add

clip art
DOCUMENT BASIC
ARCHIVE STATUS
The Norsok Approval Codes can be entered in the

Archive Status field.
71
DOCUMENT BASIC
REASON FOR ISSUE
Reason for why a document revision has been

issued.
72
DOCUMENT BASIC
DOCUMENT ARCHIVE
In order to keep track
of SFI for a
document, field
Document Archive
can be used for this.
73
Click icon to add

clip art
DOCUMENT BASIC
DOCUMENT DEFAULT VALUES

A set of configuration
parameters that can
be used to define
system behavour.
Ex. LANGUAGE_CODE
which determines the
default value for the
field Language when
creating a new
document (profile
card).
74
Click icon to add

clip art
DOCUMENT BASIC
PERSON GROUP
Define groups of people that naturally belong together.

Can specify a start- and/or end time for when person is
valid.
The groups can be used in approval templates and
access templates.
75
DOCUMENT BASIC
ACCESS TEMPLATE
Defined per document class
Click icon to add

clip art
Give access to specific users og predifined group
Three types of access - View, Edit and Admin.
Creator of a document will always have Admin access.
76
DOCUMENT BASIC
APPROVAL TEMPLATE
Create a template that can be used for any document

(or other business object with approval)
Groups of persons can also be defined
Possible to define default template per document class
77
DOCUMENT BASIC
DOCUMENT MILESTONE TEMPLATE

When using document packages in IFS Project
Management, it is possible to report progress on each
document in the document package.
78
DOCUMENT BASIC
DEFAULT OBJECT ACCESS LEVEL

A person can be given access to a document via an object
connection.
We can define the default access level that should be given
via each object type.
Defined per document class.
Wildcard * for all doc classes available.
Options are Admin Access, Edit Access and View Access.
79
DOCUMENT CLASS MANAGEMENT

SET VALUES SPECIFIC FOR DOCUMENT CLASS
It is possible to override basic data per document class.
Limit the basic data to a sub set for a class.
Ex. For Document Class AD, only values D, R and Z are
valid formats.
81

DOCUMENT DEFAULT VALUES
For each document class, you can define if you want to

override the default value, with another specific value for
this document class.
Click Override Default checkbox.
Enter the value to be used for this document class in
Override Value.
82
EDM BASIC

EDM BASIC
Document File Template
Repositories
File Types
Repository Address and User
Document Type
84
EDM BASIC
DOCUMENT FILE TEMPLATE

You can define template file per Document Class/Language
and Format.
It is possible to use wildcard * for Format.
When performing Edit on a document (profile card) that does
not have an electronic file checked in, the template file
defined for the documents class/language/format will be
opened.
85
EDM BASIC
FILE TYPES
All file types (file extensions)

must be defined in basic
data.
There are no limitations in
number of file types that can
be defined.
The Document Types
ORIGINAL
VIEW
REDLINE
are installed by the system.
86
EDM BASIC
DOCUMENT TYPE
3 document types are
installed with the product:
ORIGINAL
VIEW
REDLINE
Document Class Process
Action (Macro alternatives)
87
www.IFSWORLD.com
THIS DOCUMENT MAY CONTAIN STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFSS SOFTWARE
PRODUCTS AND TECHNOLOGY. SUCH STATEMENTS OF FUTURE FUNCTIONALITY ARE FOR INFORMATION
PURPOSES ONLY AND SHOULD NOT BE INTERPRETED AS ANY COMMITMENT OR REPRESENTATION. IFS AND ALL
IFS PRODUCT NAMES ARE TRADEMARKS OF IFS. THE NAMES OF ACTUAL COMPANIES AND PRODUCTS
MENTIONED HEREIN MAY BE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS.

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APPLICATION SOLUTION

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

MP - Document Management - Sevan Drilling ASA

AS Document Revision History

This document has been approved by:

IFS Sub Project Manager

CREATE AND MAINTAIN

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

CREATE AND MAINTAIN

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

Create Document and Connect to Structure

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

MANY WAYS OF CREATING A DOCUMENT

New - enter all values manually

MANUALLY CREATE NEW DOCUMENT

Click icon to add picture

All fields in the header, and the tabs

From an existing document you can

Can define one template to be the

CREATE DOCUMENT ASSISTANT

Step 3 gives option to

Note: If using citrix,

ADD-INS TO MICROSOFT OFFICE

New tab in MS office

Click icon to add picture

Button for inserting

RMB Open Files,

Click icon to add picture

Then you can open

CREATE DOCUMENT AND

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

CREATE DOCUMENT AND

Click icon to add picture

CREATE DOCUMENT AND

Click icon to add picture

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

CREATE AND MAINTAIN

BDR for Manage Transmittals

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

EDIT DOCUMENT WITH FILE TEMPLATE

Do your changes, save.

If any macro is associated

CONNECT DOCUMENT TO OBJECT

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

CONNECT DOCUMENT TO OBJECT

Documents and objects can be connected in many ways.

Tab Connect Object lists the

List of values shows the object IDs

CONNECT DOCUMENT TO OBJECT

Tab Objects shows

CONNECT DOCUMENT TO OBJECT

Connect document to object from the object.

SET DOCUMENT ACCESS AND

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

Access is given to specific persons or to predefined groups.

Access can be configured

Object Type has

All groups and

ESTABLISH APPROVAL PROCESS

MAIN PROCESS - CREATE AND MAINTAIN DOCUMENT 2013 IFS

One person from each

In a document (profile card) you can alter the approval definition

CREATE DOCUMENT PACKAGE