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Document Management Best Practices

Document Management Best Practices. Scott Morris June 2011. Document Management Best Practices. Agenda. Introduction Creating a New Windchill Document Step-by-Step Process Capabilities Templates SubTypes & Attributes PTC PDS Example Folder Structures Document Structures

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Document Management Best Practices

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  1. Document Management Best Practices Scott Morris June 2011

  2. Document Management Best Practices Agenda • Introduction • Creating a New Windchill Document • Step-by-Step Process • Capabilities • Templates • SubTypes & Attributes • PTC PDS Example • Folder Structures • Document Structures • Preferences – User & Site • Search • Document Publishing & Collaboration • Windchill Desktop Integration • Used to identify new features in Windchill 10.0 and technical points of interest. planetPTC 2011 Document Management Best Practices

  3. Windchill Document Management planetPTC 2011 Document Management Best Practices

  4. Dynamic Publishing Arbortext Editor planetPTC 2011 Document Management Best Practices

  5. Arbortext Content Management with Windchill Collaborate, control content, manage document configurations • Business Process Automation • Graphical 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 capabilities • Dynamically configure publications based on lifecycle state and access permissions • Optimized to manage structured XML content • Automatically burst XML documents into reusable components and automatically handle all components • Manage both simple and complex compound documents with no performance deterioration

  6. Managing Documents in Windchill Client Windchill planetPTC 2011 Document Management Best Practices

  7. Windchill Documents In Windchill, a document can… Be Lifecycle Managed Have properties and attributes Name:TechSpec Created By: Albert Author Created:12/01/2010 Last Modified:05/14/2011 Modified By:Ed Engineer Have a Structure References or Describe Parts Have Primary Content Be used By Have Attachments Have Markups Uses Have history and versions A.2 A.1 B.1 Reference Other Documents Be Automated planetPTC 2011 Document Management Best Practices

  8. Create New Windchill Document – Type • New Type Manager planetPTC 2011 Document Management Best Practices

  9. Create New Windchill Document – Templates • Templates are built into the New Document wizard • Single New Document interface • Templates are filtered by document Type planetPTC 2011 Document Management Best Practices

  10. Create New Windchill Document – Primary Content planetPTC 2011 Document Management Best Practices

  11. Create a New Windchill Document – Local File • Drag-n-Drop • Browse planetPTC 2011 Document Management Best Practices

  12. Create a New Windchill Document – Attributes planetPTC 2011 Document Management Best Practices

  13. Create a New Windchill Document – Attachments Local File URL External Storage planetPTC 2011 Document Management Best Practices

  14. Windchill Document – Info Page Tab Based Info AccessUser Configurable! Thumbnail Preview &Document Viewer System & User Defined Attributes planetPTC 2011 Document Management Best Practices

  15. Document History • Document History Table • Complete Version and Iteration History • Configurable Columns • Configurable Display • Document History Timeline • Interactive, Graphical, Plot • Simple Mouse & Keyboard Navigation • Captures • Maturity • Rename • Save As • Version planetPTC 2011 Document Management Best Practices

  16. Windchill Templates – Cumulative Distribution planetPTC 2011 Document Management Best Practices

  17. Document SubTypes & Attributes SubTypes Attributes • Defined in Type Manager • Create additional “Types” from standard Document • Contract • Proposal • Design Brief • Test Results • Etc. • Defined in Type Manager • Create additional attributes for each SubType • Customer • Product • Location • Material • Etc. planetPTC 2011 Document Management Best Practices

  18. PTC Corporate PDS – Sales Demo Catalog planetPTC 2011 Document Management Best Practices

  19. Multiple SubTypes vs. Single Type w/Multiple Attributes Example “Demo Content” Document • Multiple SubTypes • Demo Audio • Demo CAD Dataset • Demo Data • Demo Outline • Demo Picks • Demo Presentation • Demo ReadMe • Demo Setup • Demo Software BOM • Demo Talk Track • Demo TBD • Demo Video • Custom Attributes/SubType • Multiple Attributes • Product • Arbortext • Creo • IsoDraw • Category • Audio • Data • Outline • Picks • Language • Chinese • English • French • German • Product Revision • Prime 1.0 • WF 5.0 • 1.0 • Mathcad • Mockup • Windchill • Presentation • ReadMe • Talk Track • Video • Italian • Japanese • Korean • Spanish • 2000i2 • 6.2.6 • 10.0 planetPTC 2011 Document Management Best Practices

  20. Creating a Document with Custom Attributes • Why Attributes? • Flexibility, Simplicity • Robust • Easy to Change, Update & Maintain • Accommodate Mistakes • Easily added to Table Views • Easily used to Filter Table Views • Values exported from Tables • Interactive Table Sorting • Instant Access planetPTC 2011 Document Management Best Practices

  21. Choosing A Home – Organizing Content for Use Libraries, Products & Projects • Libraries • Best for multi-use documents • Reference & Standards documents • Low collaboration, high distribution • Products • Best for product specific documents • Test Results • Compliance Audits • High collaboration, low distribution • Projects • Temporary. 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. planetPTC 2011 Document Management Best Practices

  22. Document Structures • Define parent-child relationships between documents • ConfigSpec processing for Latest and Baselines planetPTC 2011 Document Management Best Practices

  23. Document Structures New Toolbar, Window Layout planetPTC 2011 Document Management Best Practices

  24. Windchill Preferences (User) Attachments • Default File Path • Specify a directory for uploading and downloading files when using Java Applet or DTI on Windows. Default is My Documents. • Document Name • Use document name of attached file for Name • File Download Behavior • Open or Save when using Java Applet or DTI on Windows • Keep Document Open After Check In • Keep document open in Office application after Check In • Send Local File to Recycle Bin • Send Checked In document to Recycle Bin in Windows and /usr/tmp on UNIX planetPTC 2011 Document Management Best Practices

  25. Windchill Preferences (Site) Documents • Name Uniqueness Validation Types • Warn the User (check within the same folder) Default • Warn the User (check within the same context) • Force unique names within the same folder • Force unique names within the same context • Document from Template Filename • Combination of the following modifiers • <templateFilename>, <name>, <number>, string • Ex. <templateFilename> - <name> - <number> • Check Out New Document from Template • Determine whether or not the new document should be checked out by the creator planetPTC 2011 Document Management Best Practices

  26. Powerful Search • Search • Search of the entire system • Search for “all types” or specific types • Visible on all pages • Menu with recent searches • Search History & Saved Searches • Easy access to recent and saved searches • Edit recent searches • Manage Saved Searches • Global Visibility, Group Access • Hide/Show • Import/Export • Advanced Search • Redesigned for enhanced usability • Integrated into navigator planetPTC 2011 Document Management Best Practices

  27. Document Publishing and Collaboration • Document Publishing • Publish Microsoft Office Documents to PDF • Updated to Adobe LiveCycle PDF Generator • Reader Extensions Server to “markup-enable” PDF • Improved PDF output: hyperlinks retained, etc. • Document Collaboration • Use of Adobe Reader • With special PTC “extensions” • Reduced footprint compared to Acrobat • Supports Watermarking • PDF Markup • Batch Print • Adobe LifeCycle for PDF Publishing • Adobe Reader to review, markup and collaborate

  28. Document Publishing • Server: PDF Viewable Generation • CAD Worker: Publish Drawings as PDF • OFFICE Worker: Publish Documents as PDF • Adapter for PDF • MS Office • Adobe LiveCycle Server: PDF Generator service • MS Office • Acrobat Distiller: viewable • Adobe Acrobat: watermarking • Adobe LiveCycle Server: Reader Extension service • Client: PDF Viewing / Markup • Creo Elements/View • Acrobat Reader • Creo Elements/View Acrobat extensions plug-in planetPTC 2011 Document Management Best Practices

  29. Windchill Desktop Integration Microsoft Office and Windows Explorer • Fully Integrated with Microsoft Office 2003, 2007 & 2010 • Word, Excel, PowerPoint • Outlook Meetings planetPTC 2011 Document Management Best Practices

  30. Windchill Desktop Integration (DTI) Short Demo – Browse, Open, Edit, Check In planetPTC 2011 Document Management Best Practices

  31. Windchill Desktop Integration (DTI) Windows Explorer • Browse Windchill Folders • Products • Projects • Libraries • Open Documents • Prompt for Download/Open • Prompt for Check Out • Prompt for Check In • Drag-n-Drop DownloadLocal Copies • Drag-n-Drop Check In • Windchill Info in Details View • Name, Number, Version, State, Type, Checked Out By planetPTC 2011 Document Management Best Practices

  32. Windchill Desktop Integration (DTI) Microsoft Office – Word, Excel, PowerPoint, Outlook Meetings • Server Connectivity • Connect, Disconnect, Configure • File Actions • New Document, Search & Open, Revert • Document Actions • Check In, Check Out, Edit, Rename, Revise • Refresh Properties • Automatic on Open, Manual for concurrency • File, Open • Browse Windchill folders • Set State • CustomRibbonActions • New Check In Options planetPTC 2011 Document Management Best Practices

  33. Windchill Desktop Integration (DTI) Installation & Configuration • Quick Links, Software Downloads, Accept, Choose Setup (32 or 64 bit) • Follow Installer Steps • Change Download Mechanism Preference • Use Windchill Desktop Integration functionality to download files • Navigate to a Document with Browser Window • Click on Document Format icon to open Document • DTI will be auto-configured for the current server! • Manual Configuration • RMB Windchill Documents • From Tree or Window • Add, Change or Remove Server(s) planetPTC 2011 Document Management Best Practices

  34. Graham Birch Director of Product Management, EPM gbirch@ptc.com

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