Defining documents

Organizations involved with maintenance have much supporting documentation, including schematics and drawings, reference guides and user manuals, warranties, manufacturer claims, and delivery notes.

In addition, organizations can store information electronically on computer diskettes, CAD drawings, CDs, videos, or audiotapes. Infor EAM makes it easier to manage this information by allowing organizations to store entire libraries of documents.

Assign a code to documents, specify track revision information, and identify the location of the document.

When setting up electronic document files, consult your system administrator before defining documents to determine if directories have already been set up.

To define documents:

  1. Open the Documents form.
  2. Click New Record.
  3. Organization—Enter the organization to which the document belongs if you use multi-organization security.
  4. Document—Enter a unique code identifying the document, and then enter a description of the document in the adjacent field.
  5. Revision Number—Enter the revision number of the document, e.g., if you have updated the document since the document was entered in the system, enter 1.
  6. Original Code—Enter the original code of the document.
  7. File Location—Enter the location of the file.
  8. File Type—Enter the type of file, i.e., word document (DOC), spreadsheet (XLS), etc.
  9. Class—Enter the class of the document. The system automatically populates Class Org.
  10. Revision Date—Enter the date of the latest document revision.
  11. Pages—Enter the number of pages in the document.
  12. File Path—Enter the file path of the document, i.e., URL (www.infor.net), filename (infor.doc), etc. The system automatically populates Original Filename and Uploaded.
  13. Click Save Record.
    Note: Click Upload Document to upload an existing document record to the server. A document record must already exist and cannot have unsaved changes to upload it from the Documents form. After uploading a document, the system automatically populates File Type with Uploaded Document and File Path with the file name. See Associating Documents in Chapter 1 Basics of the Infor EAM User's Guide.

    Click View Document to view the document.

    To view or remove a document association, click the Where Used tab. The system displays the Where Used page. See Removing document associations.