Assign a code to documents, specify track revision information, identify the location of the document, and set up parent documents. Depending on the file type, you can display the document on demand.
Use this feature to set up warranty information for various pieces of equipment within the organization.
Set up parent documents before setting up child documents.
If you are setting up a warranty document, you must select Warranty, define the supplier providing the warranty, and enter the date the warranty begins. Enter general warranty terms here as well. Define specific warranty terms on the Warranty page of the Equipment form (OMOBJC).
If the document you are defining is accessible to the system, e.g., a text file or picture, enter the exact filename in File and the file type in Type. When you click Show document, the system should retrieve the file and display it. Enter free-format text to define more information about the document.
When setting up electronic document files, consult your system administrator before defining documents to determine if directories have already been set up. Print a list of defined documents using the Document list form (BRDOCL).
Follow these steps to define documents.
Open the Documents form (BMDOCU).
Click the Record view tab. Datastream 7i displays the Record view page.
Document—Enter a unique code identifying the document, and then enter a description of the document in the adjacent field.
Type—Click to select the type of file. Choose one of the following options:
File system document (F)—Document cannot be updated by users and will be stored on the file system
Static document (S)—Document cannot be updated by users and will be stored in the Datastream 7i database
Template document (T)—Document can be updated and will be stored in the Datastream 7i database
Organization—Click to select the organization to which the document belongs if you use multi-organization security.
Class—Click to select the class of the document. The classes shown belong to the DOCU entity.
Revision number—Enter the revision number of the document, e.g., if you have updated the document since the document was entered in Datastream 7i, enter 1.
Revision date—Enter the date of the latest document revision.
Parent document—Click to select the parent document as necessary.
Original code—Enter the code defined by the originator as necessary.
Document origin—Click to select the originator of the document.
Size—Click to select the size of the document.
File location—Enter the location where the document is stored.
Pages—Enter the number of pages in the document.
File—Enter the file name of the document.
File size—Enter the size of the document file.
File type—Enter the type of the file, i.e., word document, spreadsheet, etc.
If the document you are defining is a warranty, enter the following information as necessary.
Supplier—Click to select the supplier if the document is a supplier warranty for equipment or parts.
Manufacturer—Click to select the manufacturer if the document is a manufacturer’s warranty for equipment or parts.
Start date—Enter the start date if the document is a warranty.
Warranty—Select to indicate that the document is a warranty.
Expiration date—Enter the expiration date if the document is a warranty.
Duration—Enter the duration in days if the document is a warranty.
Renewal threshold—Enter the renewal threshold if the document is a warranty.
Labor %—Enter the percentage of labor costs that are covered by this warranty.
Stock items %—Enter the percentage of stock materials that are covered by this warranty.
Hired labor %—Enter the percentage of hired labor costs that are covered by this warranty.
Direct outs %—Enter the percentage of direct materials that are covered by this warranty.
Services %—Enter the percentage of services that are covered by this warranty.
Tools %—Enter the percentage of tools costs that are covered by this warranty.
Click Add document to upload the document to the database. Datastream 7i locates the document path based on the URL specified in the DOCURL installation parameter and displays a Web browser. Click Browse to locate the specific document, and then click Upload. Datastream 7i uploads the document to the database.
Choose File | Save from the menu bar. Datastream 7i saves the information to the database.