Document Management Best Practices

Document Management

Document Management Best PracticesScott MorrisJune 2011# 2010 PTCThis presentation was created specifically for the Document Management BP session at planet.PTC in June 2001 by Scott Morris and presented by Graham Birch. It requires the video clip named wc10_dti.avi to show the demo on slide # 30.1Document Management Best PracticesAgendaplanetPTC 2011 Document Management Best PracticesIntroductionCreating a New Windchill DocumentStep-by-Step ProcessCapabilitiesTemplatesSubTypes & AttributesPTC PDS ExampleFolder StructuresDocument StructuresPreferences User & SiteSearchDocument Publishing & CollaborationWindchill Desktop Integration

Used to identify new features in Windchill 10.0 and technical points of interest.# 2010 PTCDynamic PublishingplanetPTC 2011 Document Management Best Practices

Arbortext Editor

# 2010 PTCWhat is dynamic publishing and how does it differ from traditional document managment?4Business Process AutomationGraphical workflows guide the steps of reviewing, approving, translating, and publishing Permissions and workflows vary based on the version and lifecycle of the document Powerful configuration management capabilitiesDynamically configure publications based on lifecycle state and access permissionsOptimized to manage structured XML contentAutomatically burst XML documents into reusable components and automatically handle all componentsManage both simple and complex compound documents with no performance deteriorationArbortext Content Management with WindchillCollaborate, control content, manage document configurations

# 2010 PTCArbortext context is managed directly in Windchill. Windchill controls the structure of the XML documents. 5Managing Documents in WindchillplanetPTC 2011 Document Management Best Practices

WindchillClient# 2010 PTCWindchill documents have associated content and are most commonly authored with a desktop software application. Once authoring is complete, the document is moved into Windchill where it will be uploaded and downloaded, managed, published and collaborated on. 6

Windchill DocumentsplanetPTC 2011 Document Management Best Practices

In Windchill, a document canReference Other DocumentsName:TechSpecCreated By:Albert AuthorCreated:12/01/2010Last Modified:05/14/2011Modified By:Ed EngineerHave properties and attributesHave a StructureBe used ByUsesHave Primary ContentHave AttachmentsHave history and versionsA.1A.2B.1

References or Describe PartsHave Markups

Be Lifecycle Managed

Be Automated# 2010 PTC Create New Windchill Document TypeplanetPTC 2011 Document Management Best Practices

New Type Manager

# 2010 PTC

Create New Windchill Document TemplatesplanetPTC 2011 Document Management Best Practices

Templates are built into the New Document wizardSingle New Document interfaceTemplates are filtered by document Type# 2010 PTC

Create New Windchill Document Primary ContentplanetPTC 2011 Document Management Best Practices

# 2010 PTC

Drag-n-DropBrowse Create a New Windchill Document Local FileplanetPTC 2011 Document Management Best Practices

# 2010 PTC

Create a New Windchill Document AttributesplanetPTC 2011 Document Management Best Practices

# 2010 PTC

Local FileURLExternal Storage Create a New Windchill Document AttachmentsplanetPTC 2011 Document Management Best Practices

# 2010 PTCWindchill Document Info PageplanetPTC 2011 Document Management Best Practices

Tab Based Info AccessUser Configurable!Thumbnail Preview &Document ViewerSystem & User Defined Attributes

# 2010 PTCDocument HistoryplanetPTC 2011 Document Management Best Practices

Document History TableComplete Version and Iteration HistoryConfigurable ColumnsConfigurable DisplayDocument History TimelineInteractive, Graphical, PlotSimple Mouse & Keyboard NavigationCapturesMaturityRenameSave AsVersion# 2010 PTCWindchill Templates Cumulative DistributionplanetPTC 2011 Document Management Best Practices

# 2010 PTCOnly administrators can create Templates. Templates can be revised at the Product and Library level, but only iterated at the Site, Org, Project and Program level.16Defined in Type ManagerCreate additional Types from standard DocumentContractProposalDesign BriefTest ResultsEtc.

Defined in Type ManagerCreate additional attributes for each SubTypeCustomerProductLocationMaterialEtc. Document SubTypes & AttributesplanetPTC 2011 Document Management Best Practices

SubTypesAttributes

# 2010 PTCPTC Corporate PDS Sales Demo CatalogplanetPTC 2011 Document Management Best Practices

# 2010 PTCPTC created a Demo Content document type to support their internal installation and configuration of the Sales Demo Catalog in a Windchill Library. 18Multiple SubTypesDemo AudioDemo CAD DatasetDemo DataDemo OutlineDemo PicksDemo PresentationDemo ReadMeDemo SetupDemo Software BOMDemo Talk TrackDemo TBDDemo VideoCustom Attributes/SubTypeMultiple AttributesProductArbortextCreoIsoDrawCategoryAudioDataOutlinePicksLanguageChineseEnglishFrenchGermanProduct RevisionPrime 1.0WF 5.01.0Multiple SubTypes vs. Single Type w/Multiple AttributesplanetPTC 2011 Document Management Best Practices

Example Demo Content DocumentPresentationReadMeTalk TrackVideoItalianJapaneseKoreanSpanishMathcadMockupWindchill2000i26.2.610.0# 2010 PTCWhen planning documents for Windchill, there are two tools used to organize them; SubTypes and Attributes. SubTypes allow you to define an alternative, classified, type of document to make it easier to distinguish it from other documents in the system. Attributes allow you to define specific information or characteristics of your documents. 19

Creating a Document with Custom AttributesplanetPTC 2011 Document Management Best Practices

Why Attributes?Flexibility, SimplicityRobustEasy to Change, Update & MaintainAccommodate MistakesEasily added to Table ViewsEasily used to Filter Table ViewsValues exported from TablesInteractive Table SortingInstant Access

# 2010 PTCLibrariesBest for multi-use documentsReference & Standards documentsLow collaboration, high distributionProductsBest for product specific documentsTest ResultsCompliance AuditsHigh collaboration, low distributionProjectsTemporary. Documents should be moved to Library or Products when complete.Sandbox environment for internal/external collaboration.Documents can be shared from Libraries or Products for quick access.Choosing A Home Organizing Content for UseplanetPTC 2011 Document Management Best Practices

Libraries, Products & Projects

# 2010 PTCDefine parent-child relationships between documentsConfigSpec processing for Latest and BaselinesDocument StructuresplanetPTC 2011 Document Management Best Practices

# 2010 PTC

Document StructuresplanetPTC 2011 Document Management Best Practices

New Toolbar, Window Layout

# 2010 PTCDefault File PathSpecify a directory for uploading and downloading files when using Java Applet or DTI on Windows. Default is My Documents.Document NameUse document name of attached file for NameFile Download BehaviorOpen or Save when using Java Applet or DTI on WindowsKeep Document Open After Check InKeep document open in Office application after Check InSend Local File to Recycle BinSend Checked In document to Recycle Bin in Windows and /usr/tmp on UNIXWindchill Preferences (User)planetPTC 2011 Document Management Best Practices

Attachments

# 2010 PTCName Uniqueness Validation TypesWarn the User (check within the same folder) DefaultWarn the User (check within the same context)Force unique names within the same folderForce unique names within the same contextDocument from Template FilenameCombination of the following modifiers, , , stringEx. - - Check Out New Document from TemplateDetermine whether or not the new document should be checked out by the creatorWindchill Preferences (Site)planetPTC 2011 Document Management Best Practices

Documents

# 2010 PTCSearchSearch of the entire systemSearch for all types or specific typesVisible on all pages Menu with recent searches Search History & Saved SearchesEasy access to recent and saved searchesEdit recent searches Manage Saved SearchesGlobal Visibility, Group AccessHide/ShowImport/ExportAdvanced SearchRedesigned for enhanced usabilityIntegrated into navigatorPowerful SearchplanetPTC 2011 Document Management Best Practices

# 2010 PTCDocument PublishingPublish Microsoft Office Documents to PDFUpdated to Adobe LiveCycle PDF GeneratorReader Extensions Server to markup-enable PDFImproved PDF output: hyperlinks retained, etc.Document CollaborationUse of Adobe Reader With special PTC extensionsReduced footprint compared to AcrobatSupports WatermarkingPDF MarkupBatch PrintDocument Publishing and Collaboration

Adobe LifeCycle for PDF PublishingAdobe Reader to review, markup and collaborate# 2010 PTCServer: PDF Viewable GenerationCAD Worker: Publish Drawings as PDFOFFICE Worker: Publish Documents as PDFAdapter for PDFMS OfficeAdobe LiveCycle Server: PDF Generator serviceMS OfficeAcrobat Distiller: viewableAdobe Acrobat: watermarkingAdobe LiveCycle Server: Reader Extension serviceClient: PDF Viewing / MarkupCreo Elements/ViewAcrobat ReaderCreo Elements/View Acrobat extensions plug-inDocument Publishing planetPTC 2011 Document Management Best Practices

# 2010 PTCFully Integrated with Microsoft Office 2003, 2007 & 2010Word, Excel, PowerPointOutlook MeetingsWindchill Desktop IntegrationplanetPTC 2011 Document Management Best Practices

Microsoft Office and Windows Explorer

# 2010 PTC

Windchill Desktop Integration (DTI)planetPTC 2011 Document Management Best Practices

Short Demo Browse, Open, Edit, Check In# 2010 PTCBrowse Windchill FoldersProductsProjectsLibrariesOpen DocumentsPrompt for Download/OpenPrompt for Check OutPrompt for Check InDrag-n-Drop DownloadLocal CopiesDrag-n-Drop Check InWindchill Info in Details ViewName, Number, Version, State, Type, Checked Out ByWindchill Desktop Integration (DTI)planetPTC 2011 Document Management Best Practices

Windows Explorer

# 2010 PTCServer ConnectivityConnect, Disconnect, ConfigureFile ActionsNew Document, Search & Open, RevertDocument ActionsCheck In, Check Out, Edit, Rename, ReviseRefresh PropertiesAutomatic on Open, Manual for concurrencyFile, OpenBrowse Windchill foldersWindchill Desktop Integration (DTI)planetPTC 2011 Document Management Best Practices

Microsoft Office Word, Excel, PowerPoint, Outlook Meetings

Set StateCustomRibbonActionsNew Check In Options

# 2010 PTCFile, Open and browse Windchill folders is new in 10.032Quick Links, Software Downloads, Accept, Choose Setup (32 or 64 bit)Follow Installer StepsChange Download Mechanism PreferenceUse Windchill Desktop Integration functionality to download filesNavigate to a Document with Browser WindowClick on Document Format icon to open Document DTI will be auto-configured for the current server!

Manual ConfigurationRMB Windchill Documents From Tree or WindowAdd, Change or Remove Server(s)Windchill Desktop Integration (DTI) planetPTC 2011 Document Management Best Practices

Installation & Configuration

# 2010 PTCGraham BirchDirector of Product Management, [email protected] You# 2010 PTC