Connect Part 2 Working With Documents

Connect part 2: Upload, Connect, Search and Update documents

1. Upload and connect a new document1.1 Check In document (+ overview of document types)1.2 Connect new document to Combinations1.3 Connect/disconnect new document directly to/from articles

2. Manage existing documents2.1 Search Document2.2 Document details2.3 Update document2.4 Replace (renew) existing document2.5 Delete document2.6 Connect/disconnect document directly to/from Article

from Document details screen2.7 Connect/disconnect existing documents to/from

combinations

1 Upload and connect/disconnect a new

document

1.1 Check In document

“Check In” = “Upload file, register and describe”

Select the Document type

(Material) Safety Data Sheet

DefinitionDocument with pre-defined structure according to EU legislation, with the list of classified ingredients, safety measures etc, for a chemical product (glue, lacquer, solvents, dyes, additives etc).

IKEA Requirements examplesIOS-MAT-0010 – all chemical products, masterbatches etcIOS-MAT-0066 – paint, lacquersIOS-MAT-0069 – glues, adhesives

Who issues the documentThe producer of chemical product, according to legislation

3rd Party Certificate

DefinitionA document that certifies the manufacturers’ quality assurance program (process control, emission levels etc), basically for the formaldehyde requirements in wood-based materials. Or: exemption from certification.

IKEA Requirements examplesIOS-MAT-0003:TPC, CARB P2, Supervision agreementWho issues the documentThe third party certifier for the manufacturer of wood-based materialIn case of CARB exemption: California Air Resources Board

Audit report

DefinitionA document issued by the third party (TPC) showing that the board producer still is approved after latest TPC-audit and that a contract of continued auditing between the TPC and the producer exists.

IKEA Requirements examplesSame requirements as for 3rd Party CertificateWho issues the documentSame party as for 3rd Party Certificate

Cross section Details JP

DefinitionDocument stating the details for each different Cross-section used in the product prior to manufacturing, applicable for wood-based materials intended for Japanese market.

IKEA Requirements examplesIOS-MAT-0003, section 2.3Who issues the documentIKEA supplier or sub-supplier

Process control documents

DefinitionDescription of manufacturing process: process scheme, pictures, process parameters etc. Basically used for formaldehyde requirements in “grey-zone” cases (layer-glued, plywood etc)

IKEA Requirements examplesIOS-MAT-0003 in most casesWho issues the documentManufacturer of the material where the process takes place

Self declaration

DefinitionA declaration issued by supplier and/or sub-supplier (e.g. chemical or material supplier) to confirm that a requirement is fulfilled.

IKEA Requirements examplesIOS-MAT-0010, IOS-MAT-0066, IOS-MAT-0054 and many other specificationsWho issues the documentIKEA supplier or material producer

Statement of compliance/Decl. of Conformity

Definition1)A letter stating that all processes in wood-based production are controlled according to IOS-MAT-0003 and CARB P2 requirements2)Declaration of conformity for food contact plastic

IKEA Requirements examplesIOS-MAT-0003 for wood-based materialsIOS-PRG-0021 for food contact plasticWho issues the documentIKEA Supplier or sub-supplier

Test report

DefinitionDocumented test results from external IKEA-approved (in most cases) laboratory. Basically used for verification or development testing of materials and products.

IKEA Requirements examplesMost of IKEA specifications and Technical descriptionsWho issues the documentTest laboratory according to the order submitted by IKEA, IKEA sub-supplier or material producer

Let’s take Test report as an example of Check In Document screen

Click “Browse file” to select the file you are going to upload

Select any of the files in your folder and click Open

The file has been uploaded

Enter the Document number which is normally written in the header of the document

Instead of the original file name, write the proper Document name how it shall be shown in the system

Example of a good name: TR MAT-66 lead in paint.

Select the test laboratory.

The list of laboratories is the same as it is in TRS system

The list of approved test methods appears.Select only relevant ones.

Only pre-defined test methods from TRS shall be selected

Other Test Methods shall not be used if it’s IKEA approved laboratory! Otherwise type the method name manually

Describe what exactly has been tested

Specify the test category, e.g. “Chemicals”.

Select the Test type – was it a material or the whole product tested?

“Active From” is the date when the document was issued!

“Active To” is the date until when the document will be valid if nothing changes in production. In most cases it’s in 1 year.

“Order date” is the date when the test order form was signed

Type the name of the person (recommended) or organization who has ordered the test.

Select the Requirement source (the name of specification) or refer to TED.

Select the Sub-type (chapter of Specification).

Select the Level of compliance, where it’s applicable, or Other

Click to add the data to the table of the Document content description as it will be saved.

The data has been added, but more rows may be specified as well. Click Save to save the document with it’s details.

The new document has been checked in with it’s own Document number. Here you can choose how to connect it.

1.2 Connect new document to Combinations

Verification documents which are valid for a Material, Process or Component combination

Distributor ProducerMaterialType

MaterialSub-type

(Material Combination)

Materialdesignation

Divided by groups

Document

PDF file + additionalDescription:Document typeTest lab nameActive FromActive ToRequirement sourceEtc…

Article number (from PDOC)

“Supplier Values”“IKEA Values”

Component ProducerComponentGeneralType

(Component Combination)

ComponentIdentity

Divided by groups

Document




Process producer(for “external” processes)

Material type in process (for “external” processes)(Process Combination)

Processname

Divided by groups

Document




Process Type

Select: Material combination, Process combination or Component Combination

Select

Click Search to search for available combinations

Tick the combinations to which you will connect the document.

Click Save

The document has been connected to combinations.Click Show connections to double-check…

Two material combinations appear now in the list of connections

For Component combinations and Process combinations it works in

the same way

1.3 Connect/disconnect new document directly to/from

articles

VOC tests, Mechanical test, Fire tests of final article etc.

Document


Article number (from PDOC) Supplier number

Click Direct to Article

In the Article No field enter “%” to see all valid articles

Click Search to see the article list.To see more articles (not only Valid), tick on Search All Articles

Use the tickbox and select articles which you are going to connect to the document.

Scroll down the list if necessary

Click Save to create the connection between the document and the articles

The documents are connected! Click Show connections to verify which articles are connected to the document.

Here is the list of connected articles. You can also untick them in case you need to disconnect the articles (e.g. correct a mistake)

In case you need to disconnect those articles, click Save to update the connections

An article can be disconnected from a document only within 30 days

after it was connected

2 Manage existing documents

2.1 Search Document

Click Search Document

The Document type may be specified if possible

…for example: Test report

In case you do not know the exact Document number, type «%» in this field

In case you know to which Article number the document is connected

Filter out the time interval during which the documents in your search result shall be Valid

Requirement source (e.g. Specification name) may be specified if you know where the requirement is stated

When all parameters are specified, click Search to see which document fulfil your search criteria.

The more you know about the document you are searching, the more parameters you have to specify

The more parameters you specify in the Search screen, the faster and more concrete result you will get.

In most cases Document name is not a reliable criteria for Search

Click on “+” -> to show the full list of connected ArticlesClick on icon -> to download the document pdf fileClick on Document number -> to show the Document details

2.2 Document details

The Document details screen appears when you click on a Document number (as hyperlink) on any other screen

…but if you click on the Document number on this screen, it will download the document PDF file.

Click Show Article Connections to see the full list of articles connected to the document (directly or through Combinations)

Dir means “connected directly”Mtrl, Comp, Proc means “connected through combination”

Click Show combination connections to see the list of Combinations connected to this document

In this example the document is connected 2 articles (through Material combination) and three combinations (two material and one process)

2.3 Update document

This may be done on two purposes:1) Correct mistakes of Document details within 30 days

after Check In2) Change the Active To date of a document

Reach this Document details screen by clicking on a Document number as a hyperlink from any other screen (e.g. Doc search results)

Edit those fields which you would like to correct. If a document is older than 30 days, it’s possible to update only Active To date.

Save the changes

2.4 Replace (renew) existing document

This shall be done when a new document has to be uploaded and connected instead of the previous similar

one


The Replace Document screen is very similar to Check In document screen (see 1.1 for details), with one extra field…

This screen has a new field called Replaced Doc End Date.It means the new Active To date of the predecessor (old) document

2.5 Delete document

This works only within 30 days after Check In


Click DeleteIt will work only within 30 days after Check In

2.6 Connect/Disconnect document directly to/from

Article from Document details screen

This shall be done to connect an existing document in any time after Check In

Applicable only for documents which are valid for the whole articles: mechanical tests, VOC etc.


Click Connect to Article

Select option Article

Click Go

Now you get the Connect to article screen and follow all the same steps as described in section 1.3 for a new document.

2.7 Connect/Disconnect document to/from

Combinations

Two alternatives how to access this function in Connect:1) From Document details screen (2.7.1)

2) From combination search screen (2.7.2)

Then the document will be connected to combination or disconnected from combination on one screen called

“Connect combination to document” (2.7.3)

2.7.1 Reach the “Connect combination to document” screen from the “Document

details”

This is alternative 1


Click to choose type of combination to which the document shall be connected.

In this example it will be Process combination

Click Go to proceed to the connection

Click Search to see available active combinations list

Click on the icon “Connect to Doc” next to the combination you would like to connect

The screen “Connect combination to document” appears, see section 2.7.3 how to proceed from this screen.

2.7.2 Reach the “Connect combination to document”

screen from list of Combinations (“Combination

search” screen)

This is alternative 2

Click on Combination.

Select the type of combination which you are going to connect to a document – Material, Component or a process.

In this example it will be Component combination. Click View/Modify.

Click Search to see the list of active combinations

Click on the icon “Connect to Doc” next to the combination you would like to connect

The screen “Connect combination to document” appears

2.7.3 Connect a document to a combination or disconnect a

document from a combination

A document can be connected to combination or disconnected from combination on one screen called

“Connect combination to document”

See 2.7.1 or 2.7.2 for two alternative ways how to reach this screen. In this example it will be Process combination.

The Document number is already entered, we only have to click Search

Only one document appears in search result. Tick it On and click Save

Connection has been created. Click Show Connection to double-check

Now the document is present in the list of this combination’s connections

2.7.4 Complete (“approve”) a combination

When all necessary documents have been connection to a combination (Material, component or process), it shall

be marked as “Completed”

After the last necessary document has been connected, click Combination Connection Completed button

Now go back to the list of combianations (Material, Component or Process) to check the new “Completed” status

Now the combinations is shown as Completed status YES in the list of Acive combinations. This value is for info only.

Summary of the rules:A document may be Renewed/Replaced in any time period after

its Check In date, with use of Replace buttonThe Active To date of a document may be changed in any time

period after Check In date, with use of Update buttonA document may be connected to articles or combinations in any

period after Check In date

BUT following changes are restricted with 30 days:

Other document details (excluding Active To dates) may be changed only within 30 days after Check In

Document may be deleted completely only within 30 days after Check In

Document may be disconnected from article or combination only within 30 days after the day of connection