PRODOM TRAINING PROJECT Reference : FR-GPP-GENE-STE-000284 Revision : 09 Prodom Version : 4.0
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PRODOM TRAINING
PROJECT
Reference : FR-GPP-GENE-STE-000284Revision : 09Prodom Version : 4.0
2
Table of contents1. FUNDAMENTALS ………………........... 3
Training organisation 5PRODOM Overview 6Log In / Log Out 18PRODOM Interface 21Filing Plan, Navigation Views and Dossiers 26Accessing to a document 36Properties of documents 42Search Features 53Subscription 65Notifications 67Exports 69Email as link 71
2. ANNOTATE A DOCUMENT …………… 75Types of review 77Technical documents flow 80Technical review process 82Role of the Reviewer 84Role of the Leader 93Role of the Approver 98Review summary 105My Documents for Information 108Offline Review 111Review by e-mail 114
3. CONTRIBUTOR ……………………….. 118
Create / Import a document 120Import a rendition 129Import a translation 132Import appendices 135Create relations 137
Create a Post-it 140Internal distribution 144External distribution 148Modify a document 152Issue documents 159Modification request 162Create a short review 170Review Manager 176Finish a short review 183Create a Navigation View 186Create a Project or Final dossier 201
4. SITE DCC ……………………………… 211
Technical Document Workflow 213Ts-In 215Technical review 234Issue the Transformed Documents 255Ts-Out 258MDDM 272
5. ADDITIONAL FUNCTIONALITIES …… 285
Value assistances creation 287Counters management 293Confidentiality 297Users & Groups management 299Templates 306Technical Review s Durations 313Export Request 317Reports 329MS Office Properties synchronization 336PDF format 338Knowledge Database 340Support Team 342
Fundamentals PRODOM
4
Table of contents
7. Properties of a document
8. Search features
9. Subscription
10. Notifications
11. Exports
12. Email as link
1. Training organisation
2. PRODOM Overview
3. Log In / Log Out
4. PRODOM Interface
5. Filing Plan, Navigation Views & Dossiers
6. Accessing to a document
5
MODULE Fundamentals Reviewer Contributor Document Controller
Additional Functionalities
FONCTIONS
ROLES
Navigation Search Technical Review /Annotation /Consolidation
Creation / Import of documents / Short Review
Technical documentation management (In and Out)Reports
Configuration New templates
Reader
Specialist / Leader / Approver
Project Assistant
Site Document controller
Lead Document Controller
Training Name DurationModule 1 Fundamentals 1/2 day
Module 2 Reviewer 1/2 day
Module 3 Contributor 1 day
Module 4 Document Controller 2 days
Module 5 Additional Functionalities 1 day
PRODOM training is divided into several modules depending on user profile:
Training Organisation
PRODOM overview
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The PRODOM solution
PRODOM is the PRoject & Operations DOcument Management application developed by TOTAL E&P on Documentum basis in order to provide a global and unique Projects & Operations document methodology
The E(T)DMS solution for Projects and Operations contains the following components:
1. PRODOM Repository : PRODOM with functions common to Projects & Operations users
2. PRODOM Exchange Transmittal In/Out (TSIN / TSOUT) Different importing / exporting functionalities Reporting tool
3. PRODOM Viewer : An off-line search tool for consultation only (based on PRODOM Repository) Allows to use tags as navigation objects Allows to have the document base available on a disconnected computer
4. CAD TDO: Tool to create “intelligent” PID’s
To unify document management processes between Projects and Operations
To ensure business continuity for your documents from Projects to Operations & from Operations to Projects
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PRODOM main functionalities
Providing an easy access to documents
Filing
Security
Managing documents
Import
Modification
Export
Reviewing documents
Internal reviews
External reviews
Exchanging documents with contractors
All the revisions are kept in PRODOMBy default, PRODOM displays the current one.
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PRODOM around the world – MARCH 2015
10 affiliates DGEP/GEN
ANGOLA
CONGO
NIGERIA TEPNG
INDONESIA NIGERIA TUPNI
NETHERLANDS
RUSSIA
BRUNEI
17 projects DGEP/GEN
Khariaga 3Russia
Tempa RossaItaly
OML 58Nigeria
Ofon 2Nigeria
ClovAngola
PBF(GirRI)Angola
EGINANigeria
ProjectsIndonesia
KAOMBO(block 32)
Angola
VegaPleyadeArgentina
INCAHUASIBolivia
Martin LingeNorway
YADANA Subs.Myanmar
MOHO NordCongo
Maharaja Lela SouthBrunei
West of Shetland(Edradour)
UK
ProjectsNigeria
1 deployment scheduled for 2015
GABON
QATAR
Database HOSTED in Pau
Argentina
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CLOV project located in 10 countries on 19 locations
AngolaAngola
SingaporeSingapore
NorwayNorway
UKUK
South KoreaSouth KoreaItalyItaly
FranceFranceGermanyGermany
NetherlandsNetherlandsDanemarkDanemark
PRODOM islocated in Pau
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Requirements
VISION PC Windows Vista / Seven
Java JRE 1.6.0.5 ou JRE 1.6.0.16
Internet Explorer 8 11
Microsoft Office ≤ 2010
Acrobat Standard 10 (Acrobat Professional for DCC)
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PRODOM Global Process FlowsManual documents capture
PRODOMDatabase
Contractor
EPC
Correspondences
Memo
Procedures
External
CDsE-Mail
Internal
New docsScan
Partners
Authorities
…
Project
Subsidiaries
…
PROJECTASSISTANT
DRAFT
Diffusion
Launch Review
ISSUED
Mod
ifica
tion
Requ
est
IndexationAuto Reference Relations
NON TECHNICAL DOCs
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ContractorEPC
ISSUED
Launch Review
IndexationAuto ReferenceRelationsSet review actors
DRAFT
Rev
(n+1
)
DOCUMENT CONTROLLER
FinishReview
SpecialistsLeaderApprover
Reviewby e-mail
ReviewSummary
GenerateTS-OUT
TechnicalDocuments Incoming Transmittal
ProcessDisk IOSO OUT
IFR IFA AFC AS-BUILT
DMZTSOUT
TSIN
Outgoing TransmittalProcess
PRODOMDatabase
PRODOM Global Process FlowsAutomatic Exchange Documents
Mod
ifica
tion
Requ
est
TECHNICAL DOCs
Disk IOSO IN
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What is a PRODOM document ?A PRODOM document is :
A native format : Word, Autocad, PDF….
A rendition or several renditions, if necessary
Properties
Add-Ons : Distributions, Translations, Appendices, Relations, Post-it
Main documents categories are :
Technical
Correspondence
Transmittal IN and OUT
Mandatory
Some are mandatory, some are optional
A category of document =
a different set of properties
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Users profiles
USER • Retrieves and annotates the documents
ASSISTANT • Retrieves and annotates the documents• Creates and modifies the correspondences (in general)
DCC • Retrieves and annotates the documents• Creates and modifies any category of documents• Manages the transmittals IN and OUT
Lead DCC • Retrieves and annotates the documents• Creates and modifies any category of documents• Manages the transmittals IN and OUT• Deletes documents• Creates the Values Assistances• Modify the counters used for generating sequence numbers• Manage contractual review durations
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Formats
Issued
Check out (by me)
Check out (by smb else)
Properties
Tech. docs in TS-Out
Relations
Linked In
Tags
Post-It
Appendices
Export request
Distribution
Translation
Project / Final dossier
Dossier in Project/Final dossier
Navigation view
Review manager
View my comments
Modification request
Modification request folder
Tech. doc. returned with TS-Out
Icons used in PRODOM
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Shorthands
DC / DCC Document Controler
MDDM Master Document Distribution Matrix
MR Modification Request
TS-In Transmittal Sheet In
TS-Out Transmittal Sheet Out
Login / Logout
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Login
Launch your Browser
Type the PRODOM url
If using SSO click on Login
If not, click on “Standard login” Enter your login name Enter your password Click on Login button.
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Logout
Click on Logout Button (right top of the screen)
PRODOM Logoff screen is displayed:
Click on link “Click here” for a new connection
Close your web browser if you want to exit the application.
PRODOM Interface
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Home page
The home page is the view “My Technical Reviews”
This is the list of the technicals documents on witch you are participant to the technical review
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Upper part of the screen
Main Screen and Terminology
Search Features
Menus and Buttons
JIRAOnline knowledge base
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Left part of the screen: Left panel or Navigation bar (may vary depending on the user’s profile)
Main Screen and Terminology
ProjectDatabase
ConnectedUser
Only for Document Controllers (DCC)
NavigationViews
Filing Plan
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Main part of the screen: Prinipal Panel or Search Results Screen
Main Screen and Terminology
Document TitleDocument Add-ons
Native format
Document NumberClick on reference link to view the document
Properties
Issued document
Path of the documents
Folder of the documents
Number of items displayed
Review
Click column header to sort according to the relevant property
Type of items displayed
Filing plan, Navigation Views & Dossiers
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Using the filing plan
How to retrieve documents
Project or Final dossiers
Navigation Views
Reviews views
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Business cabinets : Technical Documents
Site
Sector
Discipline
Doc Type
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Business cabinets : Correspondence
Originator
Doc Type
Site
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Business cabinets : Transmittals
IN / OUT
Originator
Site
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Navigation viewsUsing “Navigation Views” offers a different way to access information
The navigations levels are some properties of the documents. The documents list is filtered according to others properties
You can create your own navigations views
There are 2 sub-folders under the cabinet Navigation View “0 - Common Views” who contains the shared navigation views (standards and specifics) “1 - My Views” who contains your personals navigations views
Under each sub-folder the navigation views are sorted per 4 sub-levels 0 - Technical Documents 1 - Reviews on Technical Documents 2 - Correspondence Documents Previous Views : contains the navigation views
from the release 3.2
Shared views
Personal views
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Navigation views – Common Views0 - Technical Documents
Home Cabinet Folder STD(dcc only)
shows the home cabinet from the lead dcc / dcc or assistant profiles
Returned back to contractor STD documents sent back by ts-out, sorted by Originator
Technical Documents Never Received STD(dcc only)
MDDM entries without document corresponding, sorted by Originator
Technical Documents without Review STD(dcc only)
documents without technical review, sorted by Discipline / Originator
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Navigation views – Common Views1 - Reviews on Technical Documents
All running Reviews per Roles and Users STD (dcc only)
Technical reviews for which the users didn’t finish their review, sorted by Originator / Roles / Users
All running Reviews STD Short and technical running reviews sorted by Originator
Documents Return Code STD Technical reviews finished or not, sorted by Originator / Approval class / Return code
Documents to return for which no Review Summary has been generated STD (dcc only)
Technical documents with a review summary problem, sorted by Originator
Documents to return STD (dcc only) Technical documents ready to be returned, sorted by Originator
Documents with Active review and under modification Request STD (dcc only)
Technical documents with an active review (short or technical) and at the same time a modification request, sorted by Site / Originator
Finished Reviews Manually STD(dcc only)
Technical reviews finished without send back to the originator, sorted by Originator
My documents as Review owner STD Short and technical reviews where I’m owner, sorted by Originator / Review Type
My Finished Reviews in the Last Days STD Short and technical reviews finished by me recently, sorted by Originator
My Paused Reviews STD Paused short and technical reviews where I’m a participant, sorted by Originator
My Pending Reviews STD Short and technical reviews I didn’t finish, sorted by Originator
Not Started Reviews STD (dcc only) Not started reviews, sorted by Discipline / Originator
Overdue Reviews documents more than xx days STD Technical reviews where the dealine is exceeded, sorted by Originator
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Navigation views – Common Views
2 - Correspondence Documents
Unanswered Correspondences STD Correspondence documents where the status is « Open », sorted by Originator
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Navigation in Project and Final dossiersA dossier is a virtual folder hierarchy allowing to browse a set of documents through a logic navigation described in an Excel file
You can create and manage dossiers in PRODOM like commissioning dossier, contract dossier or vendor dossier…
The dossier levels are set by the creator of the dossier
PRODOM warms you if there are some expected documents missing
Accessing to a document
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View a documentTo view the content of a document, you just have to click on its Document Number hyperlink (reference)
If the PDF format exists, it’s displayed by default
The document is opened in read only mode
PRODOM selects automatically the application corresponding to the document format
Native format
Click here to view document
Rendition
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View All RevisionsAll the revisions of the documents are stored in PRODOM
By default, only the last revision (current revision) is displayed in the filing plan and in the results searches
To see all the revisions of a document, go to the menu Document / View All Revisions
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Native Format and RenditionsIt is possible to store a document in different formats: The native format (first format uploaded into PRODOM) Its rendition(s) (all other formats)
By default, the pdf rendition is displayed when you open the document (for reading) and the native format is opened when you edit the document (for modification)
You can display all the available formats for a document with the menu Document / View All Formats or by clicking on the icon
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Native format and renditions - Icons
Document without rendition, Word native format
Document Word native format, PDF rendition
Document Word native format, PDF, Text and Excel renditions
Document Word native format, PDF and Text renditions
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View All Locations
To know where is stored a document in the Filing Plan
Tick the document and go to Documents / View All Locations
Click the folder name or the button Close
Properties of documents
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Properties of a document
To access to the properties of the document, click on the icon or directly on the icons on the right of the document number
There are several tabs associated to different PRODOM features
PRODOM viewer Status”,“History“ & “Permissions” tabs
are only displayed for DCC
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Info tabIt shows all the values of the attributes
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Distribution tabDisplays the history of internal and external distributions of the document.
For external distribution it shows the record of official transmissions from PRODOM to external contacts.
To view a specific kind of distribution (internal, external or All) change the value of the field ‘Type’
Direct access to “Distribution” tab
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Translations tabTranslation tab displays all available translations
You can consult the translations directly by clicking on the Document Number
Direct access to “Translation” tab
Opens englishtranslation file
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Relations tabsTo facilitate the navigation between several documents, of any category, relations can be created between these documents.
“Relations” tab displays documents linked to the current one.
You can consult directly the related document and its properties from this tab.
Direct access to “Relation” tab
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Relations & Linked In tabsIf there is one or several documents linked to the current one, these documents will appear in the “Linked In” tab
Direct access to “Linked In” tab
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Appendices tab
Displays files, of any type, attached to the main document
Click on the name of the appendix to open it in read only mode
Warning: appendix file does not have its own document numberDirect access to “Appendices” tab
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Post-it tab
Displays text, comments… attached to the document
Direct access to “Post-it” tab
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History tab
Displays actions performed on the document
Only available for DCC
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Permissions tabDisplays the rights on the document
Only available for DCC
Search features
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Search functions
Different search options are available
Simple Search
Advanced Search
Tags navigation
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Simple SearchTo use the simple search, you have to put the text you’re searching for in the blank filed, then click on the icon
The text will be searched in the document number and in the document title
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Advanced Search
Choose the relevant tab for the search: Search All Documents Search Project Technical Docs. …
Combine properties with the predefined operators: Or/and Contains, =, begin with… Anytime, from…
Advanced Search allows user to search all or a specific document category
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Advanced Search1. Empty the field “Contains”2. Choose the “Object Type”, “Properties”, …3. Click on “Launch Search”
Tick this checkbox to search all the revisions of the documents
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Advanced Search – Specific category
Property name. Can be changed
using the dropdown list
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Export Search ResultSearch result can be exported in an Excel file by clicking the button “Export Search results”
PRODOM exports the documents list and their properties
Export Search results doesn’t export the contents
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Save SearchYou can save the definition of your search (Simple or Advanced) using the link “Save”
It is saved in your Home cabinet, in the sub-folder “Saved Searches” and in the Advanced Search pane
The checkbox “Public” allows you to share your search. If it’s ticked, all the users could use this search, but not modify it. If it’s untick, the users won’t see it
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To use the saved searches:1. Click “Advanced Search”2. Go to “My Saved Searches” or “All Saved Searches” tab
OR
3. Go to your Home cabinet / Saved Searches4. Click on the name of the search to launch it
Using Saved Searches
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Tags navigationTags navigation allows you to search the documents by tags.
Fill the name of the tag you want to search ( * if you want all the tags) and select the Tag Type (Equipment, Instrument, Line, Pipeline)
Clicking the tag name displays the list of the documents matching this tag
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Tags navigation
You can launch again the search by using the History drop-down list
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Tags IconA specific tag shows you if a document has some tags
Click on the icon to see all the tags sets on the document
Click to see all the documents with this tag
Subscription
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Subscribe to a documentYou can subscribe to a document to access it quickly
Tick the document and go to Document / Subscribe
Go to the Subscriptions folder to retrieve the document
To unsubscribe, tick the document(s) and go to Document / Unsubscribe
You can also subscribe to a Folder
Notifications
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NotificationsYou can receive notifications about documents, sent by PRODOM or users
Delete or Close the notification
Click the document reference to open it
A warning message appears at the bottom of the screen
Click on the subject to open the notification
Exports
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Exports
“File(s) only” exports the PDF (if exists, otherwise the Native) of the document(s). The name of the exported document is for example AO-040-SU-052-000002_rev00.pdf
“File(s) with discipline, type and revision” exports the Nativeof the documents with the Document Type, Discipline and Revision values in the name of the exported documents (ex: AO-040-SU-052-000002-MAI-LAY_00.pdf)
“File contents + Excel Descriptor” exports a Zip file containing All the formats (Native and Renditions) The appendices (if any) The translations (if any) The review summary (if any) An Excel file with properties of each exported document
“File contents + XML Descriptor” is the same than the previous one but with a XML instead of an Excel file
You can export an entire folder using the option “File contents + Excel Descriptor”
You can export documents on your computer. 4 types are available:
Email As Link
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Email As LinkEmail As Link allows you to send a link to documents by email
Tick the documents (you can tick an old revision) and go to File / Email As Link
PRODOM opens your default mailing application and copies the link to documents into the body area. It doesn’t attach the content of the documents. The target of the link is the PDF file if it exists or the Native file
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Email As LinkWhen you receive an Email As Link , click the hyperlink to open the document
If the sender ticked an old revision you can either open the old revision or the current one
By default Prodom opens the current revision. If you want to open the specified revision number, untick the checkbox “Open current revision”
End of Fundamentals PRODOM
Annotate a document
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Table of contents
1. Types of review
2. Technical documents flow
3. Technical review process
4. Role of the Reviewer
5. Role of the Leader
6. Role of the Approver
7. Review summary
8. Offline review
9. Review by e-mail
Types of review
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Types of review
There are 2 types of review in PRODOM
Short review (for internal review on technical or non technical documents) Takes only reviewers Is usually initiated and finished by the author of the review Allows reviewers to give and send comments to the review’s author
Technical review (only for technical documents) Takes at least one approver Can take one leader and several reviewers A Review summary is automatically generated after Approver’s
decision Is initiated by Document controllers Is automatically finished when the document is returned to contractor
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Focus of this module
This module is focusing only on Technical Review
Other types of review are presented during the Contributor training
Technical documents flow
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Technical documents flow
Disk IO/SO IN
Disk IO/SO OUT
Docbase
ProjectTSIN
TSOUT
Job IOSO IN
Job IOSO OUT
SpecialistsLeaderApprover
ReviewBy email
ReviewSummary
CloseReview
GenerateTS-OUT
DMZ(ftp server)
Technical review process
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Technical review process
Reviewers
Leader
Approver
DCC
DCC Document Controller initiates the Technical Review
Specialists annotate technical documents using Acrobat or external files
Leader consolidates the specialists’ comments and gives the technical decision to return to the contractor.
Approver can approve or reject leader’s decision. He can also consolidate specialists’ and leader’s comments and give his own decision.
DCC finishes the Review by returning the document (Review Summary) to the contractor
Role of the Reviewer
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Access my documents to review as reviewerUsers have to connect to PRODOM every day to check if new documents have to be reviewed. The PRODOM home page is the view “My Technical Reviews”
To see the documents go to the view My reviews as reviewer
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Access to the annotation windows by clicking on the icon or on the button “View My Comments”
Annotate a Document
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Click here to add comments
Annotate a DocumentAnnotate using Adobe Acrobat (1)
Add external comment (2)
See the history of previous reviews (official comments sent to contractor, personal comments) (3)
See the participants (4)
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Click the “Comments tab” to access all the
comments
Click the “Comments” to be positioned in the right page
Click “Send and Receive Comments” to save your comments into PRODOM and
receive the comments made by other specialists at the same time.
Choose a color for each reviewer or add your trigram in front of the
comment.
Annotate using Adobe AcrobatClick on the link “Click here to annotate using Adobe Acrobat”
Use different Acrobat tools to comment the document (Commenting and Drawing markups toolbars)
Use the button “Send and Receive Comments” to upload the comments into PRODOM
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Once you finished to annotate the document, close the annotation window by clicking on the cross
Click on the button “Refresh” to see your comment
WARNING: Do not open two annotation windows at the same time. You will not be able to see and use the review tools (Send and Receive and Save and Work Offline) to review the document.
Annotate using Adobe Acrobat
Deletion button
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Click on the link “Click here to add an external comment”
Click on “Add files” and select the file containing the comments
Click on “Next” , then on “Finish”
Annotate with an External Comment
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Annotate with an External CommentClick on the button “Save and Refresh”
You can create, modify or delete your comments
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Click on “Finish” to choose an ending comment
If you are not concerned by the document, you can choose the “Not applicable” option instead of choosing a return code
When you finished your review, the document disappears from the view “My reviews as Reviewer”
You can retrieve the document in the navigation view “My Finished Reviews in Last Week”
Finish the review
Role of the Leader
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Access my documents to review as Leader
Users have to connect to PRODOM every day to check if new documents have to be reviewed. The PRODOM home page is the view “My Technical Reviews”
To see the documents go to the view My reviews as leader
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Consolidation of the reviewers’ commentsAccess to the annotation windows by clicking on the icon or on the button “View My Comments”
The Leader has to consolidate the reviewers’ comments. He can consolidate all the comments (1) from all the reviewers, all the comments from a reviewer (2) or one comment from a reviewer (3)
1
2
3
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Consolidation of the reviewers’ commentsOnce the leader finished to consolidate the comments he’s the owner of the comments. So he can modify or delete them
The Leader can also add his own comments by clicking on the links “Click here to add an external comment” or “Click here to annotate using Adobe Acronat”
97
Finish the reviewClick on “Finish” to choose a return code
If some reviewers didn’t finish their review, you can close them
When you finished your review, the document disappears from the view “My reviews as Leader”
You can retrieve the document in the navigation view “My Finished Reviews in Last Week”
Role of the Approver
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Access my documents to review as ApproverUsers have to connect to PRODOM every day to check if new documents have to be reviewed. The PRODOM home page is the view “My Technical Reviews”
To see the documents go to the view My reviews as approver
If the leader didn’t finish, the document is hidden
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Access my documents to review as Approver
By default, in “My reviews as approver”, the approver see the documents for witch the leader finished his review (and put his return code). This default view allows the approver to use the mass approve.
To see his others documents to review (where there is no leader or if the leader didn’t finish his review), the approver has to untick the checkbox “Filter reviews for approve”
101
The Approver can: Reject previous role
and send back the review to the previous step (leader)In this case the leader’s review is restarted
or Approve previous role
(Leader) and the return codeIn this case the comments from the leader are automatically consolidated
or Consolidate manually the comments ( )
and put his own return codeIn this case the approver has to consolidate the comments from the leader before clicking on the button “Finish”
Finish the review
102
Finish the reviewWhen the approver finishes his review, the document disappears from the view “My reviews as Approver”
The approver can retrieve the document in the navigation view “My Finished Reviews in Last Week”
When the approver finishes his review, PRODOM generates automatically the “Review Summary”
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Next Expected StateWhile choosing his return code the approver may indicate the next expected state for the document
The Next Expected State value is stored in the MDDM Entry of the document and will be automatically checked when a new revision of the document will be provided by the contractor
Remark : this option can be deactivated at the starting of the project
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Mass Approve
When the leader finished the reviews, the approver can use the function “Mass Approve” to finish several reviews at once
Tick the documents you want to finish the review and go to Review / Approve
In this case, PRODOM consolidates automatically the comments from the leader and put the return code of the leader
Remark : in this case, the “Next Expected State” is cleared
Review summary
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Review SummaryThe Review summary is automatically generated by PRODOM when the approver finishes his review
The review summary is available from the Review Manager screen
Tick the document and click on the review icon or “Manage Review”
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Review SummaryClick on the link “View Review Summary”
PRODOM opens the review summary who contains A home page who indicates the number of comments, the approver’s name and his
return code The document’s pages who are annotated
Approver
Externals commentsdouble-click on the « Attach File » icon to open the comment
Pdf comments
My documents for Information
109
My documents for InformationDisplays technical documents for which you have received an internal notification or a MDDM notification
In “My technical reviews / My documents for information” (even if there is no review on the document)
The document disappears from the view when the notification is deleted or 14 days after the creation of the notification
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My documents for InformationYou can delete manually a document from this view by using Review / Remove from this view
Remark : the document won’t be deleted from Prodom, but only from this view
Offline review
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To prepare a document to review offline: Access the review screen “View My Comments” Click on the link “Click here to annotate using Abode Acrobat” button
Once the document is opened for annotation, use the “Save and Work Offline” button.
Save it on your local drive. Be careful to the filename to retrieve it easily
Offline review
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Offline reviewClose all Acrobat screens and logout of PRODOM.
Once you are offline, open the PDF file and add your comments.
Later, when you’ll come back on-line Access the review screen as usualGo to “My comments” Click on “Click here to annotate using Abode Acrobat” button
The offline comments will be automatically recovered.
Delete the document from your local drive
WARNING: If differents versions of Acrobat are used, the “Save and Work Offline” may not work. In this case, use the “Review by e-mail” process to generate the matching .fdf or .xfdf comment file that you will import manually.
Review by Email
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Review by e-mailThe review owner can send you a document to review by e-mail (when you cannot access PRODOM)
When you receive the PDF document by email, open and save it on your computer, add your comments
Then export the comments in a comments file: Open the “Comments” tab Select “Export comments /
To file” You can rename it Be careful: the type of the
comments file should be .fdf or .xfdf
NB: You can use this procedure if you had a problem to recover the comments through the offline process.
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You can rename the comments file
Be careful: the type of the comments file should be .fdf or .xfdf
Answer the e-mail and attach the .fdf or .xfdf file
The recipient (review owner) will attach for you the comments file as an External Comment, you can also tell him what return code you want to choose
Review by e-mail
End of Annotate a document
Contributor PRODOM
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Table of contents
1. Create / Import a document
2. Modify a document
3. Import a rendition
4. Import a translation
5. Import appendices
6. Create relations
7. Create a Post-it
8. Internal distribution
9. External distribution
10. Issue documents
11. Modification request
12. Create a short review
13. Review Manager
14. Finish a short review
15. Create a Navigation View
16. Create a Project or Final dossier
Create / Import a document
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Create / Import a document
A document in PRODOM is composed of 3 parts:
The contents files (Principal and Renditions) PDF ExcelWord Autocad …
The properties Revision Number, Title, Country, Site, Sector, Discipline, Document Type, …
The Add-Ons Translations Appendices Relations Post-it Distribution
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Create / Import a documentTo create a new document You have to be in your Home Cabinet
Go to File / New / Create or Import a New Document
Select a document template and click on “Create” or “Import File(s)”
The template that you choose during the creation of a new document define the format of the content and some pre-defined properties
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Create a documentFill in the properties and click on “Finish” (* indicates the mandatories ones)
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After you’ve clicked “Finish”, PRODOM opens the empty document template with the appropriate application
Fill in the content of the document, save it and close the application. At this step the document is saved on your personal computer
Back into PRODOM, the document appears with a key
Create a document
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Create a documentTo upload the document saved on your personal computer, tick the document and click on “Check-in”
On the check in screen, modify the revision number and the document date (if needed), and click on “Confirm”
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Import a documentOnce you have selected the template, click on “Import File(s)”
Select the document(s) that you want to import (max 10) and click on “Next”
The selected template will open the matching pre-filled properties file
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Import a documentSame as for the creation of a document, you have to fill in at least the mandatories properties for each document you import
If you are importing several files at the same time you can use the “Finish” button to apply the same values of properties for all the documents.
If you want to fill in the properties manually for EACH document, click “Next” and “Previous” buttons
To finish the process of import,click “Finish”
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Numbering a new documentDuring the Creation / Import of a document, you can choose the way to number the document when you fill in the properties:
Automatic Document NumberThe number will be automatically calculated following the referencing rules defined for each type of document
Manual Document Number allows you to fill in the new Document number field with the number you want. It can be used in the case of a backload. NB: the contractor document number has a dedicated field.
Set Sequence Number Manually allows you to fill in the Sequence Number fieldNB: The first part of the number will be automatically calculated and the sequence number will be the one you’ve set.
Import a rendition
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Import a renditionA rendition is a read only image of the document, in an easily viewable format
For example: If the document needs a signature, you can print it from PRODOM, sign the paper document and scan the signed document.Then you can import the PDF file as a rendition of your document.
You can have only one rendition by format. If you import a 2 renditions with the same format, the first one is replaced by the second oneTick the document and go to Document / Import Rendition
Upload the rendition file from your local drive
If the Principal is a PDF, the new format become the Principal and the PDF become a Rendition
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Import a renditionWhen you import a PDF rendition, the icon “Acrobat” appear
When you import another format, the icon “View all Formats” appear
To view all the document formats click on the icon “View all Formats”
To open the document to the desired format, click on the corresponding link
Import a translation
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Import a translationA translation isn’t built automatically by PRODOM, but created manually by the contributor
You can have several translations in several languages but only one translation by language
Click on the properties icon and go to the tab Translations
If you import an English translation, the earth icon appears
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Import a translationClick on the name of the translation to view it
Click to import a new translation
Tick the translation and click to delete it
Click on
Click on the translation icon to quickly access the translations
Import appendices
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Click on the name of the appendix to view it
Click to import a new appendix
Tick the appendix and click to delete it
Click on
Click on the appendice icon to quickly access the appendices
Import appendicesAn appendice is an attached file of the document. You can attach, delete or view appendices of the document.
Create relations
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To facilitate the navigation between several documents on the same subject, you can add or consult relations between them. For example you can create a relation between a question and an answer.
Click to browse inside the filing plan and tick the document(s) you want to link to your document. Pass them to the right panel using the arrows and click OK
Create relations
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Click to create a new relation
Tick the relation and click to delete it
Click on
Your document will appear in the “Linked In” tab of the related document(s)
Click on the relation icon to quickly access the related document
Create relations
Create a post it
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Add a Post-it
You can add a post it for an internal use
Put the radio button to “Edit post-it” to add your post it and then fill in the text box
Click
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Add a Post-it
You can modify the post-it selecting the “Edit post-it” options
To delete your post-it, choose “Delete post-it”
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Add a Post-it
Lead DCC can delete any post-it
From the filling plan, click the clip icon to quickly access to the post-it
Internal distribution
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Internal distribution
You can distribute documents to internal users or groups
Tick the document(s) you want to distribute, then click on “Distribute internal”
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Internal distribution
Select the user or group of users by clicking on “To…”
Add a message in the message box
Choose the priority (Low, Medium, High)
Click on “Send” to distribute immediately or “Save” to distribute later
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Send the saved distribution
When you’ve saved an internal distribution, you can access it in the properties of the document, on the “Distribution” tab
Click on the green arrow next to the user and then “Save and Close” to send the notification
NB: If you had selected a group when you created the internal distribution, there will be a separate entry for each user of the group
Click on the distribution icon to quickly access the distributions
External distribution
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External distribution
You can send some document(s) as attached file in an e-mail
Tick the document(s)
Click “Distribute external”
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External distribution
1. Select or Create the user(s) you want to send the e-mail to
2. Select the e-mail priority
3. Write your message
4. You can keep it as a private copy
5. Select one of the options “Save without sending“, “Send together” or “Send individually”.
1- recipients
2
3 - Message
4
5 - options
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Sent and Draft E-mails
Sent and Draft e-mails are stored in the folder “E-MAILS” in your Home cabinet
The status shows if the e-mail has been sent or not
Click on the link to open it and access / send the document(s)
Tick the e-mail and go to Tools / Deletion / Delete to delete it
Modify a document
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You can modify the properties of a document by clicking on the properties icon (ever in your Home cabinet or in the Filing plan)
To modify the locked properties, see the next page (Modify the reference of a document)
Modify the properties of a document
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You can modify the reference of a document ONLY when the document has just one revision and is in your Home Cabinet (new document or modification request)
In your Home Cabinet, tick the document and go to Document / Dereference
Change the values of the properties used in the reference
Then, go to Document / Reference to calculate the new reference using standard numbering modes: “Automatic Document Number”, “Manual Document Number” or “Manual Sequence Number”
Modify the reference of a document
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To modify the content of the document (in your Home Cabinet or in the filing plan) click on “Edit”
The document is opened by the appropriate application
Modify the document, save and close it. Be carreful, the document is saved on your personal computer, not in PRODOM
Modify the content of a document - Edit
NB: To modify the document content you must have the WRITE permission on the document
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Back into PRODOM, the document is “locked” or “checked out”
You have to tick the document and click on “Check In” to upload your modifications
Modify the content of a document - Check In
On the Check In screen change the “Revision number” and the “Document date” (if needed), and choose if you want to keep the current rendition. Then click on “Check In”
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The check out option locks the document without opening it. It is used, for example, when you want to replace the content of the document
by another one existing on your local drive.
Tick the document and go to Document / Checkout
Then tick the document and click on “Check In”
Replace the content of a document - Check Out
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Replace the content of a document - Check In from fileThis option is used to replace the content of the document with an external file
On the Check In screen, change the “Revision number” and the “Document date” (if needed)
You can keep the current renditions
Click on “Show options”
Click on “Browse”
Select the file you want to import to replace the old one (you can select a document with another format)
Then click on “Confirm”
Issue documents
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When all the document (properties, renditions, add-ons) are ok, you have to issue the document in the filing plan
You can issue one or several documents at the time
Tick the document(s) and click on “Issue”
Issue a document
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The issue moves the document from your Home cabinet to the filing planaccording to the classification rules.If missing, the destination folder in the filing plan is automatically created.
The issue updates the permissions on the document: other users can now access the document (following the issue security rules).
The issued document is marked by a stamp to note its official character.
You cannot issue a document with an active review.
If there is a technical review prepared for the document, the review is automatically started when the document is issued.
Issue a document
Modification request
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You can modify the properties of an issued document directly when these properties are not used in the reference of the document or the publication rule. You can also add or modify the content, relations, appendices, translations, post-it and add renditions.
To modify the properties of an issued document that are used in the publication or numbering rule you should use the modification requestprocess.
You can modify the reference of a document (using the modification request process) ONLY when the document has just one revision
There are 2 types of Modification request :
Same Revison : to modify a locked property or the reference number of a document
New revision : to upload a new revision of a document
Modification request
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Modification request
A document can have one and only one “Modification request” at the same time. This avoids 2 persons modifying the same document at the same time.
Users are still able to access the current revision, until the new revision is approved and issued.
You must “Issue” the document in the Modification request folder to transfer back the modified document to the filling plan. Depending on the type of the Modification request chosen, it will create a new revision or overwrite the existing one.
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Modification request
Appendices, translations, relations and tags are kept on the DRAFT document.
The distribution on the DRAFT document is set with the same users than on the original document, but not sent yet (you can distribute the document in the draft folder). Note that the “issue” will launch the distribution automatically.
You can do some short reviews on the document which is in a Modification request folder. The review set on the modified document has to be finished before the issue of the document to the filing plan.
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Tick the document you want to modify
Go to Document / Create Modification request
Choose the type of Modification request and name it, then click “Create Modification request”
The copy of the document is moved to the DRAFT folder of the Home cabinet into the new folder with the Modification Request name
The issued document in the filing plan appears with this new icon:
Create a Modification request
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In the “Home cabinet / DRAFT / Modification request folder” you find a copy of the document:
You can modify the content of the document using ‘Edit’, ‘Check Out’, ‘Check In’, ‘Check In from file’ options
You can modify, add or delete the add-ons
You can also modify the properties that aren’t used in the publication rule and in the reference
To modify the reference of an issued document, you must choose the “Same revision” type of the modification request
Create a Modification request
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Issue the modified documentOnce you have done all the changes on the document in the Modification request folder, you have to Issue it. It’s moved to the filing plan.
If you modified the properties used in the classification rule, the document is issued in another folder in the filing plan
If you created a Modification request “same revision” and changed the reference number, in the filing plan the previous refrence number disapears
The review results processed on DRAFT document will be transferred to the official document.
If there is a running review on the DRAFT document, you can’t issue it until the review is closed
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Tick the document and click “Issue”
The field “Reason of change” (click “Show more” in the properties of the document to see it) is automatically filled in by the type and the name of the Modification request.
Issue the modified document
Create a short review
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Create a short reviewThe short review can be set up on non technical and technical documents. This type of review is used for internal review (you won’t be able to send a non technical document with a TS-Out).
The short review allows users to comment a DRAFT or ISSUED document.
The same document can have several opened and finished short reviews at the same time.
Only reviewers can be added to the review (no approver, no leader).
The comments are not consolidated.
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To create a short review on a document, tick the document and go to Review / Create review / Short
You can modify the review name if needed:
Create a short review
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Next click “OK” and select the reviewers from the Review Manager screen by clicking the icon :
Modify the default organizational unit if necessary
You can add an informative deadline for each reviewer.
Create a short review
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Tick the reviewers and click on the arrow to move them to the right panel
Click “OK” when all reviewers are added.
Create a short review
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Back to the review manager screen, click on “Start review” to start the review immediately (reviewers could comment the document) and then “Close screen”
Or click directly on “Close screen” if you just want to prepare the review (you will be the only one able to start this review later)
Start the short review
Review manager
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You can access the «Review manager» screen for one document (select the menu “Manage Review” or click directly on the icon )
If you are the review owner, several actions on the reviewers are available
Review manager
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Review manager
If there are several reviews on the document, you have to select first the review to manage:
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Review manager
How to find out who is the owner of a review?
The short review owner is usually the creator of the review
To see who is the review owner, open the review manager and go to the “Review attributes” tab
If you are the review owner, you can change this value to delegate the review to someone else (if you go in vacations for example)
If you set the review deadline, the reviewers deadline will be set automatically
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Actions on reviewersSeveral actions are available to manage a review:
1. Remove the comments of the reviewer2. Add some comments for the reviewer3. Review by e-mail: send the document with all current comments to the
user by e-mail4. Export comments5. See the status of the reviewer6. Change the status of the reviewer
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2
3 4
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Actions on reviewersReview by e-mail: send the document with all current comments to the user. Then the user will answer back to the e-mail with a new comment file (.fdf or .xfdf). The review owner has to attach this comment file for the user (with the button in the review manager)
Actions available on users:
Remove: allows to remove a user from the review.
Pause: allows to suspend the user’s review (the document disappears from his «My documents to review as…» view).
Resume: next action available to cancel the «Pause» action.
Finish: allows the review owner to choose the return code instead of the user.
Abort: allows the review owner to close the user’s review (can be restarted if needed).
Replace: allows to add user 2 instead of user 1 (comments of user 1 are transferred to user 2)
For any action you do on the review manager click “Save and refresh” to update the screen with the new buttons
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Actions on the reviewActions available on the review manager screen may vary depending on the user’s role
The review owner can Pause/resume review (suspends the review for all users, document
disappears from “My Short review” view of the reviewers) Finish/restart review (terminates the review) Abort/restart review (cancels the review)
Finish a short review
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The review owner has to finish his review to be able to issue his document.
To access the document he can use the Navigation viewMy Documents As Review Owner STD
Access the Review Manager (Click on Review Manager icon )
Finish a short review
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Click on “Finish Review”
The review owner can add an optional ending review comment
Finish a short review
Create a Navigation View
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Create a Navigation viewWhat is possible ?
To create your own Navigation view from scratch
To create your own Navigation view from an existing one
To modify a non-standard Navigation view
To share your Navigation view with another user, a group of users or all users
All PRODOM users can create some Navigation views
Only a DCC can share a Navigation view in the “Common Views” but all the users can share theirs in a folder named with their name
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Go to your Home cabinet and File / New / Create Navigation View / New
Create a Navigation View – from scratch
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Create a Navigation View – from scratch
Set of avalaible dates, according to NV category
Name of the Navigation view
Set of avalaible attributes, according to NV category, used to define how the document will be sorted
Set of avalaible attributes, according to NV category, used to define how the document will be filtered
change attribute order
Select attribute value
Add or remove
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The Navigation view is now available in “1 - My views”, in the corresponding category
Create a Navigation View – from scratch
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Go to your Home cabinet and File / New / Create Navigation View / Create From
Choose the Navigation View you want to copy
Click the button
Create a Navigation View – Create from
Name of the Navigation view
Existing views in the selected category
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Tick the Navigation View and Edit
Modify the attributes and click OK
Create a Navigation View – Create from
Change order
Add or remove
If necessary, modify date (when available)
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The navigation View is now available in “1 - My Views”, in the corresponding category
Create a Navigation View – Create from
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Your can modify only your Navigation View
Tick the Navigation View and Edit
Modify the name and/or the attributes Keys and Values
Modify a Navigation View
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Share a Navigation View – In Common ViewsOnly a DCC can share a Navigation View in “0 - Common Views”
From the Home cabinet click on the properties icon
Click “Show More” and “Edit” to modify the Owner Name
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Share a Navigation View – In Common ViewsTick the database name as user and click OK
Go to the “Permissions” tab to change the “Permission Set Name” by clicking on Select
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Share a Navigation View – In Common ViewsTick “ACL NAVIGATION DCC” or “ACL NAVIGATION USERS”; Click OK
Then click “Save and Close”
The Navigation View is now available in “0 - Common Views” and not in “1 - My Views” any more
Acl Navigation Dcc : to share withthe dccs
Acl Navigation Users : to sharewith all the users
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Share a Navigation View – In Ownername’s ViewsAll PRODOM users can share a Navigation View stored in “1 – My Views”
The Navigation will be available in a folder named “Ownername’s Views”
From your Home cabinet click on the properties icon
Go to the “Permissions” tab and click “Add”
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Share a Navigation View – In Ownername’s ViewsTick the users / groups you want to share with, pass them to the right panel and click OK
Let the default permissions “Read” and click Finish
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Share a Navigation View – In Ownername’s ViewsClick Save and Close
For the owner the Navigation View is still in “1 – My Views”
For the users the Navigation View is shared, it’s now available in the folder “Ownername’s Views”
Create Project & Final Dossier
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Project and Final dossiers allow the users to create a specific folder hierarchy of documents described both in an Excel file
Use a well known existing hierarchy
Retrieve easily all the documents necessary for an inspection (on a pipeline for example)
Retrieve easily all Vendor’s documents
Principles of the Project and Final dossier
It gives you the possibility to:
A dossier is available from the Dossiers node and also directly from the Home cabinet.
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Create a Project dossier
You have to define the hierarchy of the folders and the reference of each document, which has to appear in the Project dossier, in a predefined Excel file
If there are several references in the same sub(-sub(-sub))-section, you have to separate them with “ ;; ”
If you don’t have any reference to set in a section, put NA
The navigation tree in PRODOM will be defined on the sections and sub(-sub(-sub))-sections
You don’t specify the document revision number, so the current revision will be displayed
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Import of the Project dossier
Once the Excel file is filled, you have to import it as a Project dossier
Go to your Home cabinet
Go to File / New / Import Project Dossier
Select the file and click “Next”
Rename it if you want, define the Level 1 and 2 (several project dossiers can have the same level)
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Levels 1 and 2
The two levels allow the user to have different dossiers under the same name
For example for the same Level 1= VENDORS Level 2 = DORIS
You can have different dossiers according to the deliveries you received, or the persons that have to consult the dossiers…
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Create a Final dossierYou have to define the hierarchy of the folders, the reference and last revision of each document, which has to appear in the Final dossier, in a predefined Excel file
The only difference with a Project dossier is that you specify the document revision number at the column G
If there are several references in the same sub(-sub(-sub))-section, you have to duplicate the line for each reference (if the revision is different)
If you don’t have any reference to set in a section, put NA
The navigation tree in PRODOM will be defined on the sections and sub(-sub(-sub))-sections
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Once the Excel file is filled, you have to import it as a Final dossier
Go to your Home cabinet
Go to File / New / Import Final Dossier
Rename it if you want, and define the Level 1 and 2 (several dossiers can have the same level )
Import of the Final dossier
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Go to your Home cabinet
Tick the Project or Final dossier you want to modify and click on “Edit”
Modify the Excel file, save it and close Excel
Tick the document you have modified and click on “Check In”
Modification of a Project or Final dossier
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You can export the hierarchy and the documents defined in a Project or Final dossier. From your Home cabinet go to File / Export / Dossier
Choose the location of your export and save it
PRODOM creates a .zip file who contains an Excel documents list (and its properties) defined in the dossier and also all its formats (principal, renditions, Add-ons, Review Summaries)
Export Final or Project dossier
End of Contributor PRODOM
Site DCC PRODOM
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Table of contents
1. TECHNICAL DOCUMENT WORKFLOW
2. TS-IN Process from the DMZ to PRODOM
(IO/SO jobs) Transformation of the TS-In
3. TECHNICAL REVIEW Create a review manually Actions on the reviews Actions on the reviewers
4. TS-IN Issue the transformed documents
5. TS-OUT Documents to return Create the TS-Out Send the TS-Out
6. MDDM Import new MDDM Synchronize MDDM Modify MDDM Apply MDDM
Technical Document Workflow
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Technical Document WorkflowThe workflow of the technical documents is as follows
TS-IN
TS-IN1 ~ Process from the DMZ to PRODOM
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Process from DMZ to PRODOMContractor posts shipments in his specific DMZ (IN) area(a shipment = one Incoming Transmittal In + associated technical documents)
From DMZ to IOSO Area : An IT process (Opalis job) transfers all incoming shipments from contractor’s DMZ area into the IOSO Area
From IOSO Area to PRODOM : the IOSO job imports all files into PRODOM
PRODOMDMZ
IOSO Area
The contractor puts manually his shipments
Automatic PRODOM process transfer shipments (job
IOSO)
Automatic IT process transfer
shipments
IOSO JobIT Process
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DMZ principlesGenerally, TOTAL IT will put in place a DMZ area where contractor can deliver technical documents and retrieve inside the returned TOTAL comments
Setting of this DMZ is the responsibility of project IT Manager
The process to deliver/retrieve documents for contractor is generally based on “ftp tool” (drag & drop)
Contractor has to follow pre-defined delivery rules (see next slide)
Non respect of delivery rules should conduct the DCC to reject the shipment
The Opalis job runs every 4 hours to move the deliveries from the DMZ to the IOSO area
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The contractor has to- Use a predefined Excel transmittal template- Deliver transmittal folder with associated files following the
structure displayed bellow
Shipment rules
IOSO AREA
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The folder delivered by the contractor must contain
An Xls file with the same name than the folder
An Xml file with the same name than the folder
The technical documents with the naming convention :<Reference_Number>_rev<XX>.<extention>
The folder can contain several formats by document. The naming convention is the same, with a different <extention> for each format
The pdf format is always imported as Rendition, except if it’s the only format
Shipment rules
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IOSO jobsThe IOSO jobs run every 2 hours
The IOSO jobs take in account the input and the output shipments (TS-In and TS-Out)
Generally there is one job by organizational unit and contractor
When the job runs correctly, the IOSO incoming area is cleaned and the ioso outgoing area is filled
TS-IN2 ~ Transformation of the TS-In
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Principles of transformation
The IOSO job takes the shipment on the IOSO area and creates “iosodocuments” in “Shipments / Delivery Area / <Contractor> / Incoming”
PRODOMIncoming IOSO Area
IOSO Job
The DCC has to validate and transform the shipment
The transformation of the shipment will effectively create technical documents and TS-In
If MDDM entries exist, the review will be set up automatically
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Process of transformationThe transformation moves “ioso documents” in “Shipments/Delivery Area/Processed”
TSin and technical documents are created in the DCC’s home cabinet :
The DCC has to check the properties, review, tags,.. of documents before issue the documents
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The DCC has to check the Delivery Area to access new shipments
There will be a separate folder for each shipment
This folder contains the TS-In, its XML rendition
and a folder “content” containing all the documents
Check the shipment
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If the contractor didn’t add the XML rendition of the TS-In or if the DCC modifies the TS-In, the DCC has to generate the XML rendition
To generate the XML rendition, open the Excel file and click on The menu Add-Ins, then «Generate The Transmittal in XML»
Check XML rendition
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Create and add XML rendition
File is saved on your ‘C:\Local’ drive. Note in the pop-up the path where it is saved
Tick the TS-In Excel file and import the XML rendition by selecting Documents / Import Rendition
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Go to Tools / Transmittal in / Transform Input Shipment to validate the shipment and then transform it.
The first step of validation can be run several times and allows DCC to validate the shipment received from contractor against: Project database (referencing rules, revision matching, …) MDDM
Transformation of TS-In: validation
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The system will verify the TSin and indicate if there are general errors
If you have some errors during validation step, you should either “Reject” the shipment or correct the TS-In Excel file yourself.
Transformation of TS-In: validation
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Transformation of TS-In: reject the shipment
To reject a shipment you can: Click “Reject” on the validation screen
OR
Close the validation screen, tick the shipment folder, go to “Tools / Transmittal In / Mass reject of Input Shipment”
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Transformation of TS-In: reject the shipment
If you reject a shipment,
The shipment will be moved to Rejected folder in a dated sub-folder
Contractor won’t be aware about that automatically
Contact you contractor and tell him why you’ve rejected the shipment and that you’re waiting for a new one
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The validation counts are displayed
Summary view can be asked
Once the validation step shows you that all documents and the TS-In “did pass validation successfully”, click “Transform”
Click “Close”
After transformation, TSin (xls) and technical documents are available in “My Home cabinet / DRAFT / TS-...”
Transformation of TS-In: final step
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TS-In is transformedThe transformed documents are available in the “DRAFT” area in your Home cabinet
The transformed documents can also be found as relations if the properties of the TS-In (on the “Technical docs.” tab)
Technical Review
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The review will be set up automatically if before transforming the TS-In you have synchronized the MDDM and there was MDDM entry matching the document you have transformed
Go to the review manager screen to see the reviewers set on the technical review of the document (tick the document and click ‘Manage Review’ or directly )
You can add some additional users if needed
Review set automatically
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Tick the document and go to the menu Review / Create a review / Technical or Short
You can rename the review:
You can have one only technical review per technical document
Create the review manually
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Next add the users (or groups):
Select the role of the user in the review
Add an informative deadline if you want
Pay attention to the default organizational unit and modify it if needed
Click
Set up the performers manually
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Select the user(s) you want to add for this role.
Click on the arrow to move the selected user to the right panel
Repeat this operation for each role: for a Technical review you must have at least one approver. You can also have one leader (or none) and several reviewers (or none). For a Short review select only some reviewers
Set up the performers manually
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Start the review
If the document is not issued, the technical review will be automatically started when you will issue the document.
If the document is already issued, before closing the review manager screen, you have to click “Start review” to launch it.
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You can check the review state and the progress of each reviewer from the Review Manager screen:
If you are the review owner, several actions on the reviewers and the review are available
Review manager
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Review manager
If there are several reviews on the document, you have to select first the review to manage:
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Review manager
How to find out who is the owner of a review?
The technical review owner is usually the dcc group of the workpackage of the document
The short review owner is usually the creator of the review
To see who is the review owner, open the review manager and go to the “Review attributes” tab
If you are the review owner, you can change this value to delegate the review to someone else (if you go on vacations for example)
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Actions on reviewers
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3
4
7 85
6
Several actions are available to manage each user’s review:1. Change the reviewer’s role2. Remove the comment of the user3. Transfer to the leader or approver one or all the comments of the user4. Add some comments for the user5. Review by e-mail: send the document with all current comments to the user6. Export the comment7. See the status of the reviewer8. Change the status of the reviewer
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Actions on reviewersReview by e-mail: sends the document with all current comments to the user. Then the user will answer back to the e-mail with a new comment file (.fdf or .xfdf). The review owner has to attach this comment file for the user (with the button in the review manager)
Actions available on users:
Remove: allows to remove a user from the review.
Pause / Resume: allows to suspend the user’s review (the document disappears from his «My documents to review as…» view). Resume permit to restart the user’s review
Finish: allows the review owner to choose the return code instead of the user.
Abort: allows the review owner to close the user’s review (can be restarted if needed).
Replace: allows to replace a user by another if he didn’t finished his review yet (the comments will be transferred to the new user)
After every action on the review manager screen click “Save and refresh” to update the review
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Actions on the reviewFrom the Review manager screen, the DCC can modify the review status:
246
Actions on the review: Pause / Resume ReviewPause Review: allows to suspend the review for all users (document disappear from the view “My technical reviews”)
Resume Review: cancel the “Pause Review” action
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The “Finish Review” action allows to terminate the review manually. The document will disappear from the users’ views “My technical / short reviews”, “My documents to return”.
When you send a technical document through a TS-Out the technical review is automatically finished.
The DCC has to enter the return code.
Click “Yes” to validate the return code (the review return code is displayed on the “Review attributes” screen). This return code is displayed in the review attributes, but not in the document attributes
The review can be “Restarted” after this action.
Actions on the review: Finish Review
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The “Abort Review” action allows to cancel the review (when the DCC doesn’t want to return the document to the contractor).The document will disappear from the “My technical / short reviews”, “My documents to return” views.
The DCC has to indicate the reason of this action:
The review can be “Restarted” after this action.
Actions on the review: Abort Review
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The Review summary is automatically generated when the Approver finishes his review (only for technical review)
The review summary contains a home page and the document’s pages who contains some comments (it doesn’t contain the entire document)
To access and check the Review Summary, go to the Review Manager screen and click “View Review Summary”
You can also consult all PDF annotations or Import another review summary
Actions on the review: Review summary
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You can add a reviewer ever in your Home Cabinet (review not started) or directly in the Filing plan (review started)
1. Tick the documents and go to Review / Add Reviewer
Actions on several reviews: Add a Reviewer
2. Click on the link “Add Reviewer”
251
3. Tick the user name to add and click “OK”
Actions on several reviews: Add a Reviewer
4. Click on “Add”
252
5. Go to your notification box to be sure that the treatment is terminated
Actions on several reviews: Add a Reviewer
6. Open the notification (by clicking on the name), then click on the link to check the log file
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To replace a participant, the review must be started and the participant’s review not finished. The participant’s comments, his start date and deadline will be moved to the substitute1. Tick the documents and go to Review / Replace Actor in Review
Actions on several reviews: Replace a Participant
2. Select the role (Reviewer / Leader / Approver) of the participant to replace, click on “Replace” to choose the participant to be replaced, click on “By” to choose the substitute
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3. Click on “Replace”
Actions on several reviews: Replace a Participant
4. Go to your notification box to be sure that the treatment is terminated
TS-IN3 ~ Issue the transformed documents
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Issue the transformed documentsWhen the reviews have been created, the DCC can complete and check properties (add appendices, relations,…)
Once the properties are in order, DCC uses the “Issue” button to start the review and issue the document in the filing plan
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Issue the transformed documentsWhen the documents have been issued, the DCC can retrieve their location by clicking on the “View Messages” button
TS-OUT
TS-OUT1 ~ Documents to return
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DCC can see the documents to return in the common view “Documents to Return STD”:
The DCC has to send back these documents with a TS-Out file (Excel file describing technical documents)
NB: Only the review summary is returned for each technical document
Documents to return
TS-OUT2 ~ Create TS-Out
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1. In your Home cabinet go to File / New / Create or Import new document
2. Choose the “Empty TS-OUT Template” and click “Create”
Create TS-Out
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3. Fill in at least all the mandatories properties and click “Finish” (Be carreful to the « Recipient Company »)
Create TS-Out
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4. Select the document(s) to return in “Documents to Return STD” view
5.Add the document(s) to the TS-Out clipboard (go to the menu Tools / Transmittal Out / Add to TS-Out clipboard)
Link between TS-Out and Technical Documents
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6. Go back to your Home cabinet and select the empty TS-Out you’ve created
7. Link the document(s) to the selected TS-Out
8. Next to the TS-out appears a new icon. Click on this icon to see the related documents
Link between TS-Out and Technical Documents
NB: You can repeat this operation to link other technical documents to the TS-Out
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Automatic generation of the Excel file9.Select the TS-Out
10.Go to the menu Tools / Transmittal Out / Generate Excel TS-Out
11.Select the template you want to use to generate the TS-Out and click “OK”
NB: You can repeat this step if you want to use another template for generation, or if you linked other documents to the TS-Out
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Automatic generation of the Excel file
The TS-Out is then automatically filled with the properties of the linked documents. You can open it by clicking on the Ts-Out reference number
TS-OUT2 ~ Send TS-Out
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Send the TS-OutSelect the TS-Out and go to the menu Tools / Transmittal Out / Send Transmittal Out
The TS-Out Excel file is issued in the filling plan and also sent to the cabinet “Shipments” with the reviews summaries
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The DCC has to wait the IOSO job to run (it runs every 2 hours)
When the IOSO job is terminated, the shipment is moved in the sub-folder “Processed” and sent to the outgoing IOSO area
Send the TS-Out
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Process from Shipment to DMZ
From IOSO outgoing Area to DMZ: The Opalis job runs every 4 hours and moves the outgoing shipments in the corresponding DMZ area
PRODOM DMZIOSO Area
IOSO Job Opalis job
MDDM
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Principles of the MDDMThe MDDM is an Excel file where are listed :
• All the technical documents provided by contractors• All the participants to the reviews
It is used to set up automatically the technical review when some technical documents are provided by TS-In
The MDDM template is available in the cabinet /Templates/Project Team Organanization/Dcc. Don’t add or remove some columns !
The Excel sheet has to be named “MDDM model”
There is at least one MDDM file by workpackage, if needed you can duplicate the MDDM file
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MDDM Excel file
To manage the review, set the users roles as : Specialist S or R Leader L Approver A or just for Information I (the user will receive a notification about the new revision of the
document)
DCC can add new references from MDR (after line 3). (1)
DCC can add some users of the workpackage. The list of users has to be in a named zone (2). The name of the named zone is equal to the workpackage value (see next screen).
The mandatories columns are “Technical Document number” (1), “Workpackage” (3) and “Users” (2)
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MDDM Excel fileTo modify a “named zone”, click on “Formulas / Name Manager”
Select or add the name of the zone
Click on the button to add users
Select the list of users and click on
Click on the button Close, then choose Yes
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Create a new MDDMExport a MDDM that you have already used, on your computer. The first time you create a MDDM, use the template
Modify all the reference lines (the users if needed, but be careful about their name and about the named zone)
Go into the folder / Configuration MDDM / Project code / Workpackage
Go to File / New / Import MDDM
Then select the MDDM file, click next, define the name of the MDDM file and click on Finish
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Tick the MDDM file and go to Tools / MDDM / Synchronize MDDM
If the numbers of MDDM entries (total number of synchronized references) and MDDM distributions (total number of S, L, A and I) are ok, click “Validate all”
Synchronize MDDM
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Click on “Transform all” if there aren’t any errors
DCC will receive a notification when the synchronization is finished
If there are some errors, you can close the screen to correct the MDDM Excel file and then synchronize it again
After synchronization the review and distribution will be set up automatically for the technical documents arrived through the TS-In process
Synchronize MDDM
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The MDDM entries are created in the same folder than the MDDM Excel file
To see the distribution set for a reference, click on the of the matching MDDM entry, and go to the Distribution tab
The distribution will be set up automatically for all revision of a reference defined in a MDDM
entry when the document is transformed with the TS-In
MDDM entriesThe synchronization creates a MDDM entry (shown as a folder) for each document reference
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MDDM entries and Next Expected StateDuring the technical review process, when the approver puts his return code and chooses a next expected state, the system will check if a matching MDDM entry exists for the document in question If MDDM entry exists the next expected
state is saved on the MDDM entry properties If MDDM entry does not exist yet the
system will create one with the next expected state defined by the approver
During the transformation of the TS-IN, the system will check if the next expected state defined on the MDDM entry matches the status defined in the TS-IN for the new revision of the document.If there is no match, you will get an error.
If you want to accept the document with the status different from the next expected state defined by the approver, you can modify the next expected state on the matching MDDM entry.
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The MDDM can be modified
Tick the MDDM file and click Edit
Do the modifications (add references, add users in the named zone) on the Excel file, save and close it
Check In the MDDM file (Same revision)
Don’t forget to synchronize it again to take in account the modifications
Modify the MDDM
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The MDDM can be used in the home cabinet to create or modify a review
Tick the documents and go to Documents / Apply MDDM
Apply MDDM
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For each reference selected, PRODOM is going to search the corresponding MDDM entry
If PRODOM find one, it creates or modify the review (1)
The users marked for Information will receive a notification when the document will be issued (2)
You can’t Apply MDDM in the filling plan but only in your Home Cabinet
Apply MDDM
1 2
End of Site DCC PRODOM
Additional Functionalities
December 2010
286
Table of contents
1. Value assistances creation
2. Counters management
3. Confidentiality
4. Users & Groups management
5. Templates
6. Contractual reviews durations
7. Export Request
8. Report Tool
9. MS Office properties synchronization
10. PDF format
11. Knowledge base
12. Support Team
Value assistances creation
288
Value assistances creation
A lead DCC can create VA for :
• Originator
• Recipient
• Contract number
The VA are located in :
Cabinets / CONFIG_PJC /
VA / <VA type> /
<document category>
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Two parts for a VA :
• Code
• Label
• Code : Capital letters and digits
• Label : <code> ~ <description>
One and only one space
Value assistances creation
290
Value assistances creation
Tick an existing VA, same type and document category
File / Clipboard / Add to clipboard
Untick the VA
File / Clipboard / Copy here
A new VA is created
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Value assistances creation
Go in the property sheet and modify Code and Label in “Info” tabCodeLabel
Modify permission set in “Permissions” tab => ACL Value Assistance
The new VA is now ready to be used
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Value assistances creation – Where to create
Con
trac
tor Correspondence pjc_recipient / pjc-correspondence
TS-Out pjc_recipient / pjc_ts_out
Technical document pjc_originator / pjc_tech_doc
Correspondence pjc_originator / pjc-correspondence
TS-In pjc_orginator / pjc_ts_in
Com
pany
Correspondence pjc_recipient / pjc-correspondence
TS-In pjc_recipient / pjc_ts_in
Technical documents pjc_orginator / pjc_tech_doc
Correspondence pjc_originator / pjc-correspondence
TS-Out pjc_originator / pjc_ts_out
Recipient
Contract # pjc_contract
Recipient
Originator
Originator
Counters management
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Counters management
An automatic document number is made of two parts :
Predicate is set according to document properties
PRODOM uses counters to generate the “sequence number” part.For each predicate, there is an associated counter.
Counters are automatically created and managed by PRODOM
UK-WOS-00-DOR1-000123
predicate sequence number
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Counters managementThese counters are located in
Cabinets / Configuration / Autonumber / Counters / <Document category>
To generate a document number, PRODOM :
Determines the predicate part according to document properties
Adds 1 to the associated counter
Update the counter valueUntil a free document number is found
Correspondence docsTechnical docs
TSinTSout
Click the icon to acces to the counter value
Counter used for documents withpredicate « UK-WOS-00-DOR1 »
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Counters management
Only a Lead DCC can modify counters
Click the icon
Set the current value and save
Next sequence number will be 6
Do not modify the name !
Confidentiality
298
Confidentiality
Three levels of confidentiality are available in PRODOM• Non Confidential (majority of the document)• Contract Confidential• Top Management Confidential
A “Non confidential” document will be accessible to all users.
A “Contract confidential” document will be accessible to users member of Contract Confidential and Top Management groups.
A “Top Management confidential” document will be ONLY accessible to users being member of Top Management group.
Users & Groups management
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Users profiles - Confidentiality
Three levels of confidentiality are available in PRODOM• Non Confidential (majority of the document)• Contract Confidential• Top Management Confidential
A “Non confidential” document will be accessible to all users.
A “Contract confidential” document will be accessible to users member of Contract Confidential and Top Management groups.
A “Top Management confidential” document will be ONLY accessible to users being member of Top Management group.
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Users creation and modification
To create or modify users, the Lead DCC fill the Excel form and send it to “Guichet Opération”
A PRODOM user is never deleted, but only deactivated
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Group management
PRODOM manages rights using groups
Main groups are :
project_grp_dcc DCCsproject_lead_dcc_grp Lead DCCsproject_users_grp Usersproject_assistant_grp Assistantstop_management_grp For confidentialityproject_contract_grp For confidentiality
303
Group creation
To create a group, contact the support team (JIRA ticket) giving :- group name- profile of the users member of the group- if necessary, users member of the group
304
Adding users to a GroupGo to Administration / User management / Groups
Click on the group name and go to File / Add Member(s)
Select the users and save
305
Removing users from a Group
Go in Administration / User management / Groups
Click the group name and tick the users you want to remove
File / Remove member(s)
Templates
307
Templates
Use of templates is mandatory to create or import new documents in PRODOM.
A template is a set of :
Default native file
Default properties
Some templates are already available in PRODOM.
Only a DCC can create or modify templates.
308
Templates
Templates are located in Cabinets / Templates / Project Team Organisation / <user profile>
Availabilty of templates is defined according to their location :
Templates for DCCTemplates for Users
In DCC folder, templates only for DCC, in Users folders, templates for all users, therefore also for DCC
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Templates - Creation
Prepare the default native format, for example from a Company template.
Go to the appropriate folder (Dcc or Users)
Go to File / New / Import a Document Template
310
Templates - CreationPrepare the default native format, for example from a Company template.
Import it into PRODOM, in the appropriate folder.
Define the default properties (only Name and Type are mandatories)
2- Select the document category
1- Choose a template name
Properties will be displayed according to this category
3- Set the default values
« Title » field can be used as template description
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Templates for TS-Out
Prepare the native format from the generic TSout template or from an existing one.Change the logo, the name of the recipient company… Be careful, you must not add or delete any columns or lines (if you need it, ask the support team)
Create a template as usual, with type “03 – TRANSMITALS (Outgoing)”, in the DCC folder.
Ask the support team to activate it.
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Templates for TS-In
Prepare Excel Tsin file generic TSin template or from an existing one.Change the logo, the name of the originator company… Be careful, you must not add or delete any columns or lines.
Create a template as usual, with type “03 – TRANSMITALS (Incoming)”, in the DCC folder.
Ask the support team to remove it from the templates list.
TSin templates are imported into PRODOM just for archiving purpose.
Technical Reviews Durations
314
Default Review Durations
Reviewer duration : 7 days
Leader duration : 12 days
Approver duration : 14 days
Review duration : 14 days
By default the technical reviews durations are automatically set when a technical review is created
- Review : 14 days- Reviewer : 7 days- Leader : 12 days- Approver : 14 days
Default durations
315
Create Contractual Review DurationsFor each contract defined in Prodom, you can specify some specifics reviews durations. These durations will be used for each new technical review created on documents linked to the contract
From the cabinet CONFIG_PJC/Review_Timeframe, go to Review / Create a Contract Folder
Fill de durations according to the contract number and click “OK”
316
Modify Contractual Review Durations
In the cabinet CONFIG_PJC/Review_Timeframe you retrieve the contract folder, click to modify the review duration, if needed
Click on the contract folder to see the 3 reviews roles and click to modify a role duration, if needed
Export Request
318
PrinciplesThe Export Request is a job which runs automatically every nights
The Export Request allows the DCC to do a full/partial documents export
The export contains :• Selected contents : Principal, Renditions, Translations,
Appendices, Review summary, Linked documents and Tags • Documents properties
The export is done in a specific location, on a server, not on DCC computer.
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In your Home cabinet go to File / Create Export Request
Fill the name of the export request and configure it (see next screen)
Create an Export Request
320
Create an Export Request - Configuration
1.Name your export request
2.Choose the category of documents to export
3.Check the “Project Code”
4.Choose to export all the revisions or the current one.
5.Choose the “Scope” (see next screen)
6.Choose the export type (Excel or XML)
7.Choose the contents to export
(1)(2)
(3)(4)
(5)(6)
(7)
321
Choose the scope “Full” to do a full export of the documents, according to the choosen category
Be careful with the size of your export
Create an Export Request - Full
322
Choose the scope “Folder hierarchy” to export a specific folder from the filling plan
Click the link “Select Folder” to browse the filling plan
Fill a “Modification date” if you want to export the documents who have been modified later than the specified date
Create an Export Request - Folder Hierarchy
323
Prepare an Excel file which contains the references and the revisions of the documents
The Excel file must contain 1 line with the titles of the columns
You can build this file from any Excel worksheet, for instance the MDR
The number of columns is free. Only columns “Reference” and “Revision” are mandatory.
Create an Export Request - List
324
Choose the scope “List” to export a list of documents
Create an Export Request - List
Click “Browse” and select the Excel file
Specify the “Reference” column (1) and the “Revision” column (2)
In this case the option “Revisions” isn’t used
325
Set the export request to runOnce the configuration of your export request is done, click “Create”
Then, open the properties of the export request, and set the “Status” to “To process”
Click “Save and close”
326
Retrieve the result of the Export RequestA mail is sent when the export is done.
Go to your home cabinet to check if the status is “Completed” (1)
If yes you can click on the export name to open the log file (2)
Remark : for a “list” export request, first click on “View all formats” and open the text file to view the log.
Retrieve the result on the shared drive.
Be careful : if the size of the result is large, you could retrieve several zip files for one export request. The maximum size is 700 Mo by zip file.
(1)(2)
327
Retrieve the result of the Export RequestThe result is a zip file which contains an Excel or XML file (the list and the properties of the documents) and the contents. The file format depends on the export type selected.
Contents are located in “Documents” sub folder.
328
Delete the Export RequestOne time the export request is completed, you can delete it from your home cabinet
Open the properties and modify the status to “To flush” ; then “Save and close”
Tick the export request and go to Tools / Deletion / Delete
Select “Selected version” and click “Delete”
Reports
330
Go to the cabinet “REPORTS” and export the Zip file “Report tool” on your computer
Unzip the 3 files
Download the Report Tool
331
Create a Report
1
2
Open the Excel file and click the “Connect” button
To refresh the values assistances and labels of the attribute matching your project, click “Options” button
332
Then click “Refresh Values List” button
Then click “Start report”
On the next screen, you are going to build the report (title, columns, filters)
Create a Report
3
333
Create a Report
12
3
4
5
1.Define the name of the report file
2.Choose the report type (on which object ?) and then the report subtype (what on the object ?)
3.Choose the filters you want to use
4.Choose the columns that you want to get
5.Click “Submit” button
6.Save the new Excel
334
Create a ReportHere under is an exemple of a report:
335
Change the look of the report
You can modify the Report file (created on your computer) to insert another logo or change colors…
You can delete or move some columns, the configuration of the report isn’t saved
MS Office properties synchronization
337
MS Office properties synchronization
Properties can be synchronized from PRODOM to Office files.
Full process is described in Knowledge Database
PDF format
339
PDF format
To be compliant with PRODOM, PDF files format must follow some rules.
If not, you may face issues when :
The leader or the approver consolidate comments
The approver click the “Finish” button
Information on how to detect, prevent and fix problems can be found in the knowledge database.
Comments not added to Review Summary
Unable to send Review Summary to Contractor
Knowledge base
341
Knowledge base
To access the Knowledge Base, click the “HELP” icon.
The Knowledge Base is hosted on an external website.
An account / password is necessary to log in.
Support team
343
Support teamTo access the support team, click the “JIRA” icon
The tool is hosted on an external website
An account / password is necessary to log in
Jira allows you to create some tickets when you encounter a problem, if you need some help or if you need an evolution of PRODOM
When you create a ticket be explicit, add some screenshots or attached files
More your problem is described and explained, more the support team could solve it quickly
344
JIRA PrinciplesAfter the creation, the support team could ask to you some questions. Check regulary Jira to answer to them quickly. A mail is sent each time the ticket is modified.
When you post a comment don’t forget to re-assign the ticket to “Service desk Steria Total”
Some tickets need the approval of the GP team. Don’t hesitate to communicate with your area correspondent if needed
When the ticket is solved, don’t forget to accept the solution
345
Lifecycle of a ticket
Creation Qualification GP approval
Yes
Resolution
Acceptance
Closed
No
Questions / Answers
346
JIRA PrinciplesWhen you create a ticket, the Support team qualify it. The types of tickets are
Support Request : the support team helps you to solve your problem
Curative : the support team solves the problem on behalf you
Corrective : the support team corrects a bug
Evolutive : the support team implements your needs
The priority of the ticket
Minor : the support team has 4 days to solve it
Major : the support team has 2 days to solve it
Blocker : the system is locked ! the support team has 1 day to solve it
347
Create a ticketLogin with your account
Click “Create New Issue”
Choose your project and click “Next”
Issue Type = Service Desk
348
Create a ticketShort description
Long description
Priority :- Minor- Major- Blocker
PRODOM Version
Click “Create”
349
Add an attached file or a screenshotTo be explicit add an attached file or a screenshot of your error
350
Add a commentTo add a comment, click “Comment” (1)
Don’t forget to re-assign the ticket to “Service Desk Steria Total” (2)
(2)
(1)
351
Accept the solutionWhen the support team solved your problem, click “Accept by Customer”
Choose Yes or No
End of Additional Functionalities
December 2010
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