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1. fa z 123456_Export_634108229479218750 xls Compatibility Mode Microsoft Excel 5 Hi e I Pag out Formulas Review View Developer A at fi Unk tp i aj gt i m ob Cut 3 x i j Ran a m AutoSum Microsoft Sans 10 General gt E E Ly tes La E 33 Copy bai S a i dl il F Fin gt D Paste B IU e hr A e 9 lt 0 508 rc Format Cell Insert Delete Format Sort amp Find amp y J Format Painter ae a F TE Formatting as Table Styles 7 Y y de Clear Filter Select Clipboard Ta Font E Alignment E Number Ta Styles Cells Editing I Al yk f Document List r L 1 Document List 2 3 Lee 4 NEU CAD NOO E 0063 001 CLASSIFICATION PLANS 70 INCINERATOR AR AD TRUE 25 02 2009 TRUE FAL 5 NEU CAD y i NOO E 0067 004 CLASSIFICATION PLANS 000 MAINONTROL E AD TRUE 25 02 2009 TRUE FA SE 6 NEU CAD Y 03 N00 E HB 0016 001 TRANSFORMER INTERCONNECTION BLOCKL 02 03 07 2009 REM 95 P 10 08 2009 TRUE FALSE 7 NEU CAD 4 03 NOO E HB 0017 001 ELECTRICAL SWITCHGEARONTROL AND MO 02 03 07 2009 REM 95 _ P TRUE 10 08 2009 TRUE FALSE 8 NEU CAD ry 03 N00 00 E 0414 001 amp Small Power Layout 00 530 Treatme rtf 01 14 02 2009 REM 2121 AD TRUE 14 02 2009 TRUE FALSE 9 NEU CAD Poo N00 00 E 0415 001 4 Small Power Layout 00 530 Water Treatment 01 14 02 2009 REM 2121 AD 14 02 2009 TRUE FALSE 10 INEU CAD Y 0
2. 1N 00 30 E 0424 001 Cable Rack amp Tray Layout 30 Diesel Stora The system will propose the new status following the status list that you defined for the job if any Changing the Status will also change the Document Progress if the document type is linked to a progress model see Progress Models in the Job Configuration section of this document Click on Change Status to commit the change Vendom 6 6 Vendor and Engineering Document Management 9 2 Progress snapshots The program allows you to record the progress situation at a certain moment weekly monthly etc This enables you to visualize the progress evolution from one period to the other To take a snapshot of the progress click on the Snapshot button in the Document Progress widow The program will display PREVIOUS SNAPSHOT CURRENT SNAPSHOT Number 34 Number 35 Date 10 04 2010 Date y Take SnapShot Foz For the current snapshot select the desired date by default it is the current date and then click Take Snapshot All progress reports will display the Current progress and the last 9 snapshots see examples below 9 3 Progress reports 9 3 1 Progress by discipline Project 123456 Water Treatment DOCUMENT PROGRESS BY DISCIPLINE Selected Companies Selected Disciplines Current 23 10 2011 19 01 2007 18 11 2006 20 10 2006 20 09 2006 20 08 eae ea a
3. 2 TO CLIENT 20404 2010 0 INO0 01 E 0423 001 Cable 21 TO CLIENT 20 04 2070 g INO0 20 E 0426 001 620 0 If you click on My transmittals all documents for all transmittals are displayed Click on the destination ex TO CLIENT only the documents for the transmittals sent TO this destination will be displayed Click on one transmittal and only this transmittal documents will be shown 62 Vendom Vendor and Engineering Document Management 7 Work Flow tracking Vendom This window is useful for the document controller to see the status of the running workflows It shows who processed the documents in the transmittal when this was done and especially who is late in doing the requested actions A Approval C Comment required become E FROM A People Mere Document Murter Gocument Descopias ee EAT EEA A A Response Date Ny Stn My Comment e nd Deniro 70 LE i i E a 1 Sar gi Toae Fal vile ey V rac ba E TOTO Cans a AE TO CUENT n a gS toms E a TO re ei Popat Don Man dingen A raii 4 10 dontiior a IIS LENT F Papaa Den 1 Plana Mise ele Tat ppe pLi 17 That CLIENT ve m Popescu Dor Pen Tecianege Hia 4 10 Approved as The Action Before Date column will be RED if the document was not processed before the dead line The columns Processed will be RED for all unprocessed documents You have several ways to f
4. Action before Date Document Addressees x oe 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 The transmittal sheet displays 20 documents per page numbered from 1 to 20 and it can go up to 5 pages 100 documents To remove documents from the transmittal simply select then in the transmittal Sheet the click Remove docs button or right click on the sheet and then click on the Remove Documents menu 6 3 Select what files to send for each document j ransmitta cial aek Transmittal People gt CLIE 002 4 CN Files on current transmittal for selected document Number of Files 1 Number of Documents 4 Revision INOO 00 E 0414 001 01 amp Small Power Layout 00 530 14 02 2009 INO0 00 E 0415 001 01 INO0 00 E 0415 001__100530114954 _ 01 doc O O O 100 00 E 0415 041 01 amp Small Power Layout 00 530 14 02 2009 O N00 01 E 0423 00y 01 Cable Rack amp Tray Layout 601 14 02 2009 INOO 20 E 0426 00 01 620 ondensate Airoolers N abl 14 02 2009 O All stored files for selected document i Tain A d a Number of Files 2 01 INO0 00 E 0415 001__100530114954 _ 01 doc NAT 01 INO0 00 E 0415 001__100530114948 _ 01 xls NAT transmittal documents by clicking on the nn You can display a different view of t Transmittal Documents tab This view shows the docum list on the left and for each document
5. oe Document Remarks Addressees y iss 2 3 als 6l7z s8lo 10 l 11112l13 14 l 15l 16 l17 l18 19 20 1 3 E EN E LP 4 4 bl Pagel The transmittal sheet is a document that will contain the following information The document list 20 documents per page 5 pages max The receiver list people who receive the transmittal The distribution matrix who receives what In the upper part in the middle the system will automatically print the transmittal number You can customize all the cells numbered from 1 to 20 For example you put your company name and address on the left the client address on the right and the project information in the other cells Don t forget to Save when it Is ready If All Destinations is checked this configuration will be applied to all transmittals no matter where they are sent If you want to customize by destination click on the destination name in the list on the left on the screen and configure the transmittal for this destination 24 Vendom Vendor and Engineering Document Management 4 7 Job Titles Job Configuration et Configurationtorjob 123456 DOCUMENT MANAGEME ae ae ousting PROCESS ENGINEER O O O O O O O O O O O OO O O O O oo ETT T PROJECT SECRETARY O i OO oOo Define here in this list the titles for users that will receive documents via the transmittals These titles identify the role of each person inside the proj
6. 00 20 E 0426 001 60 Vendor and Engineering Document Management o Rejected if you rejected it o Commented if you clicked on the Save Comments button 2 In the Vendom program if he has access to it Click on the To Do button on the first window TO CLIENT 0021 20 04 20 21 TO CLIENT 20 04 2010 INOO 00 E 0414 001 amp Small Power Layout 00 530 Water 01 14 02 2009 AD 14 02 2009 21A 21 TO CLIENT 20 04 2010 INOO 00 E 0415 001 amp Small Power Layout 00 530 Water 01 14 02 2009 AD 14 02 2009 21A 10 05 2010 21 TO CLIENT 20 04 2010 IN00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemic 01 14022009 AD 14 02 2009 21A Q 1owsrz0w g 21 TO CLIENT 2004 2010 IN00 20 E 0426 001 620 ondensate Airoolers N able Rac 01 14102 2009 AD 14 02 2009 u DP The Action Before Date column will be RED if you did not process the document before the dead line The columns Processed will be RED for all unprocessed documents Click on the small button in the Action Code column corresponding to a document The following dialog will appear Action TO DO If the action to do is A To Approve the Approve and Reject buttons will be available Enter your comment and then Click on Approve to approve the document and save your c
7. 6 5 Block Unblock the transmittal In a multi user environment if several users happen to work on the SAME transmittal unpredictable results may occur To avoid this the first user who opens a transmittal will BLOCK it The BLOCK action will prevent other users to do modifications on this transmittal A BLOCKED transmittal appears in BLUE on the transmittal list and the user who blocked it is shown in the column Blocked By Vendom 5 6 Vendor and Engineering Document Management Number of Transmuttals 1 ee 2 oT CONTROL The transmittal can be UNBLOCKED by the user who BLOCKED it or by the Job or Global administrators To unblock a transmittal click on the small button in the Transmittal Number cell and then click on Unlock transmittal on the displayed menu Number of Transmuittals 1 a MONO IESO IESO E ee eee eee A e Y li JA O IO E O O eee eee Unlock Transmittal 6 6 Post Un post the transmittal When a transmittal is finished and ready for distribution you have to POST it You have two ways to POST a transmittal 1 Click on the small button in the Transmittal Number cell and the click Post Transmittal in the displayed menu Number of Transmuittals 1 E gar 7 dy LEE ii Ei ba E E yea ies ls ryme l LP TP Orboithittal POST Transmittal 2 Click on the Status button in the trans
8. User Use3 Used O Userd Import from Document Register YY D1 TY Group 01 Get Import Model Yr 02 rr Group 02 YY 03 YY Group 03 User1 User2 and then add a new value enter the new value and description on the last line then type Enter or click on another line modify change the data in the desired row and then click on another row to save it delete select one or more rows then click Delete You can also Import the list from the Document Register if you already have entered values there Import the list from Excel using the provided model see below Optional Data Values User1 User1 Val001 User User1 val 002 User2 User2 Value 002 User2 User2 value 003 03 Vendom 3 5 Vendor and Engineering Document Management 5 Document Register Job Con lefres WorkFlow gt Excel Import Get Import Model Reset FTP connection Revision Comment PES S j E E Job Contributors Y INEU INTECO EUROPE Y INUS INTECO USA E Y Job Disciplines p INEU INOO E 0063 001 CLASSIFICATION PLANS 70 INCINERATO CAD COMPUTER AID DESIGN INEU INOO E 0067 004 CLASSIFICATION PLANS 000 MAINONTR CAL CALCULATIONS CIV CIVIL INEU ELECTRICAL SWITCHGEARONTROL AND
9. Vendom Vendor and Engineering Document Management Click ON this link to vizualize the current transmital http localhost webWendom WyTransmittals aspx Subject Transmittal amp JobNumber 1234568 JobDescription WWATER TREATMENT amp TransNumber 1 amp Destination CLIENT amp Direction TO amp TransDate 7 0 2704 2170 108Userumber 10100 Trans 06062010124 54 xls DIK View as HTMLY Open as a Google spreadsheet Download Attached file containing the transmittal sheet Link to the web page where the transmittal can be consulted see below 123456 WATER TREATMENT a Destination Trans Date Document Number Doc Description Rev Rev Date Status 21 TO CLIENT 20 04 2010 INOO 00 E 0414 001 8 Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 21 TO CLIENT 20 04 2010 INOO 00 E 0415 001 amp Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 21 TO CLIENT 20 04 2010 INOO 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Storage 01 14 02 2009 AD 14 02 21 TO CLIENT 20 04 2010 INOO 20 E 0426 001 lags a ees T 01 14 02 2009 AD 14 02 The trans Number the di All the transmit If you click on displayed Click on the destination ex TO CLIENT only the documents for the transmittals sent TO this destination will be displayed Click on one transmittal and only this transmittal documents will be shown ittal is dis
10. All stored iles for this revision on the list at the right on the bottom The files to be linked to this transmittal on the upper list on the right Vendom 5 4 Vendor and Engineering Document Management If you decide that not all stored files will be linked to this transmittal select the desired ones in the right bottom list and then add them to the transmittal right click on the list and then select Add files in the displayed menu In the example above the second document has two stored files but only one of them will be linked to the transmittal If you don t specify what files to be linked to the transmittal documents all Stored files will be attached The user who receives the transmittal will then be able to see all the files depending on his access rights that can be limited by File Type 6 4 Add people to transmittal Move the mouse over the Document and People List tab to open it and then click on the People List tab Document List MTS gt Destination List w CLIENT Client INTERNAL Internal e List Number of People a za a a ee GENERAL MANAGER CLIENT 10142 GIGI FRATELLO PROCESS ENGINEER INTERNAL 100000 DOCCONTROL
11. SSS re eee ee ee eee WorkFlow 20 Sendifansmittal A To see the log of actions for all jobs go to General Conf and select Journal tab To see the log of actions for the current job go to Job Conf and then select Journal tab al Ej Use the power filter bar to select the desired user Area Action Export the list to Excel for further analysis History is kept for the last 100 days Vendom 6 9
12. click on the Reports button and select the desired report see below E F Job Contributors Y INEU INTECO EUROPE Y INUS INTECO USA Number of Documents 5 935 X o T T TT TT A IESO o S i F E Y Job Disciplines H Y CAD COMPUTER AID DESIGN All reports are displayed directly in Excel Traffic by discipline DOCUMENT TRAFFIC mpanies NEU NUS Selected Disciplines CAD CAL CN ELY PIP amp Small Power Layout 00 530 Water TO CLIENT Client INEU CAD 1N00 00 E 0414 001 aran 01 14 02 2009 AD 20 04 2010 able R a E y TO CLIENT Client INEU CAD 1N00 01 0423 001 sad ps bee 01 14 02 2009 AD 2 20 04 2010 i F TO CLIENT Client INEU CAD IN00 20 E 0426 001 a ds ee did 01 14 02 2009 AD 2 20 04 2010 a F TO INTERNAL Internal INEU CAD 1N00 00 0414 001 tier a Fi iS 01 14 02 2009 AD 1 08 06 2010 en a F TO INTERNAL Internal INEU CAD 1N00 01 0423 001 aa a ENI 01 14 02 2009 AD 1 06 08 2010 620 ondensate Airoolers N able TO INTERNAL Internal INEU CAD IN00 20 E 0426 001 ie iasi E 1 01 14 02 2009 AD 1 06 08 2010 Vendom 64 Vendor and Engineering Document Management 8 2 Traffic by document and people Project 123456 WATER TREATMENT DOCUMENT TRAFFIC Selected Companies INEU INUS Selected Disciplines CAD CAL CIV ELY PIP amp Small Power Layout 00 530 INEU CAD _INO0 00 0414 001 Aie 01 14 02 2009 AD DOCCONT
13. document before the dead line The columns Processed will be RED for all unprocessed documents Click on the button in the Action Code column corresponding to a document The following dialog will appear 0 Document Doc Number INOO O0 E 0415 001 Rey 01 Small Power Layout 00 530 Water Treatment Comment Enter your comments here below I agree with this document so I approve it Save Comment Approve Reject Close Type your comments in the Comment box and then Click on Save Comments to save your comments Click on Approve to approve the document and save your comments Click on Reject to say you don t agree with this document and save your comments The document will then be declared as processed see below Action Action Response Code Before Processed Date Document Number Doc Description Rev Date Status Status Date My Status 00 00 E 0414 001 amp Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 2009 2 A 00 00 E 0415 001 amp Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 2009 00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Storage 01 14 02 2009 AD 14 02 2009 2 A MON oo Airoolers N able Rack amp Tray 01 14 02 2009 AD 14 02 2009 2 A Faolos 2010 11 The column My Status may contain o Approved if you approved the document 06 06 2010 Approved I agree with this
14. earlier in this document If a user is In Distribution this column is mandatory Vendom 2 7 Vendor and Engineering Document Management PROJECT SECRETARY From the user belongs to what destination See Job destinations earlier in this document If a user is In Distribution this column is mandatory PP eee ria ees IEDVPTFEILAI User Group the group the user belongs to if needed This information is used to manage document access see Document owner later in this manual Vendom 2 8 Vendor and Engineering Document Management UserlList User2List User3List User4List User5List use these columns to define user access to documents based on the values of the optional data Userl User2 User3 User4 User5 vas w E a O O O Type the desired values in the respective cell separated by comma or select them in the list as shown below IM EI O A e Ce OI e A A O IIS Check the desired values then click on Save If you click on the header checkbox all the values will be checked unchecked Important You can select several rows by clicking on the first row and then dragging the mouse or press SHIFT and then click on the last row you want to select and then press T TRUE or Space to check the Has Access cells for the selected rows press F FALSE to uncheck CI ECC Waow E e wowi i e Also important if you restrict the user access
15. CAD 03 WonHownistory L SWITCHGEARONTROL AND INEU CAD 03 Change Document Number er Layout 00 530 Water Treat I a ee ee E roa m a The following dialog will be displayed Vendom 4 6 Vendor and Engineering Document Management INDO E HB 0016 001 INTERCONNECTION BLOCK DIAGRAM SU m ao hea w o New Number WWWH E HB 0016 001 Cancel Type the new document number in the corresponding box and then click on Change Number 5 12 2 Change discipline and document type Click on the small button in the Document Number cell and then select Change discipline and document type INEU 03 o WMW atE HB 0016 001 INTERCONNECTION BLOCK DIAGRAM SU i INEU u icument Type o INEU O CAD 03 NEU CAD e oy NEU o Cancel Select the new discipline in the list box the select the new document type in the corresponding list box and then click Change 5 12 3 Remove document Click on the small button in the Document Number cell and then select Remove document The system will display a warning depending on the history of the document Vendom 4 7 Vendor and Engineering Document Management Vendom This Document has attached files This Document has several revisions STILL WANT to DELETE DOCUMENT and HISTORY Click YES if you still want to remove the document
16. DOCUMENT CONTROL H O INTERNAL 10170 CORASON EMILIE IT SPECIALIST E INTERNAL 10124 PONDA GOGU MECHANICAL ENGINEER Select the people to be added to the transmittal by checking the Selected box on the left column and the click on the Add people button The selected people will be added to the transmittal and the documents already in the transmittal will be automatically distributed to ALL people Pee ee ey ee eo Item Document Number Rev Rev Date Document Description Item Document Nur 1 INOO 00 E 0414 001 01 14 02 2009 amp Small Power Layout 00 530 Water Treatment 11 2 INO00 00 E 0415 001 01 14 02 2009 amp Small Power Layout 00 530 Water Treatment 12 3 IN00 01 E 0423 001 01 14 02 2009 Cable Rack amp Tray Layout 601 hemical Storage 13 4 INO0 20 E 0426 001 01 14 02 2009 620 ondensate Airoolers N ableRack amp Tray layout 14 5 15 6 16 7 17 8 48 9 19 10 20 Per eee t act Action before Document Date 1 2 3 4 5 6 T 8 g 10 11 12 13 14 15 16 17 1 GENERAL MANAGER 2 1 1 1 1 1 3 Di HCUMENT CONTROL 4 DoccontroL 1 1 1 5 MECHANICAL ENGINEER 6 1 1 T 8 1 1 PONDA GOGU 1 l PROCESS ENGINEER 8 GIGI FRATELLO 1 fi J Document list People List Distribution Vendom 5 5 Vendor and Engineering Document Management You can change the distribution by modifying the distribution pan
17. OSI ic y REYISION LIST 4 oLdLUs a eoa a ICI S ICI e a 7 fee a O a a You define here a list of action codes for people who receive documents through the transmittals These codes tell people what you expect them to do when they receive a document The Required Action column is very important It can contain only three values for information no action is required from the receiver C for comments the receiver is required to comment the document A for Approval the receiver is required to Approve the document For example if one user receives a transmittal with a document where the action code is 1 or 4 it means it is for information no further action is required If the Action Code is 2 he needs to comment the document and if the Action Code is 3 he will need to Approve reject the document See the Work Flow chapter for more information Vendom 2 2 Vendor and Engineering Document Management 4 6 Job Work Flow 4 6 1 Job Destinations Job Configuration Configurator DOCUMENTMANAGEMENT CLIENT ee E ME gt CLIENT E EI INTERNAL se a INT Typically you exchange documents send receive with several partners client internal subcontractors suppliers Define in this list all the partners destinations for the document workflow For each destination configure the following Destination code Destination name Transmittal FROM Prefix a
18. Only one will be used by the application to send mail the Selected Server where the Selected Server is checked The evident solution would be to use the company mail server see with your mail administrator for the necessary configuration You ll probably need a fix IP address for the PCs that have to send mail and a specific configuration on the server to accept SMTP mail from these PCs If you have an internet connection you can use Google mail For this you need to open an email address on Gmail with an user login and a password in this example vendom docmail and docmailpassw Other solution is to use one user s PC to send mail provided the SMTP service is installed on the PC and the anti relay option is unchecked see with your mail or network specialist If you click on the small button in the server name cell the program will send a PING to the server to check its availability The response will be either ping OK or Ping failed Vendom 1 5 Vendor and Engineering Document Management 3 12 Parameters P General Configuration You define here the type of login for the users If UseWindowsLogin is unchecked false then the user will log with the Id and Password defined in the program If UseWindowsLogin is checked true the user will be logged automatically See also the information Windows Login in the User Configuration This information should contain the same text as
19. access to documents by discipline o Put to give access to all disciplines o Put the list of disciplines separated by comma to which you want to give access You can also select the disciplines from the list see below TOTO Coutougno m WR RO cs ee A E Disciplir PONDA socu wiej em oo o F Hs aliin ICC ce CALCULATIONS PE Project Internal Documents O mi ee Trees Report List reserved for future use for the time being just enter Deliverables Only check this box to limit the access only to documents that are marked as Deliverable Leave it unchecked to give access to all documents deliverable or not Can Extract Files check this box if this user will have the right to extract documents and attached files leave it unchecked otherwise Transmittal access define the workflow access o NO no access o RO Read Only access o WR Read Write access can do transmittals and send them to users in distribution Mail address mail address for this job A user can have a different mall address by job Progress access access to document progress o NO no access o RO Read Only access o WR Read Write access can modify progress list and document progress Progress snapshots can do progress snapshots for the job In distribution if checked user is in the job distribution receives transmittals Title the user role in the project see Job Titles
20. added the document Owner Group the group the Owner belongs to if any The user access to modify a document remove it change its revision add remove files to it is managed as follows The Global Admin and Job Admin have access always Users who have NO or RO access to the document list cannot do any changes For users who have RW access to the document list if Owner is empty they have access if they are the Owner they have access if they belong to the Owner Group they have access if the Owner Group is not empty E Change the document owner The Global Admin or Job Admin can change the document owner To do this proceed as described below In the Document Register window click on the Extract Files tab Display documents filter by Job contributor Discipline or filter bar Select the documents that you want to change by checking the Select cell a CIO NOOO Ja Q EO a CIAO a INOO 50 E 4006 001 Type the new owner number in the New Owner textbox you can also select it in a list that is displayed when you click on the small button in the textbox I Change Owner IE Click on Change Owner 41 Vendom Vendor and Engineering Document Management Note You can select the whole displayed list by checking the checkbox in the header of the Selected column see below q G 262 u o E m
21. exist in the system Incorrect document type the document type from the excel file does not exist in the system Export the Error List to Excel by clicking on the gt Excel button Importing files You can also import files that will be attached to the documents For this use the last columns of the import model File Directory fill it with the name of the directory where the files to be imported are ex C TEMP or C TEMP Filel File2 File5 up to 5 files to be imported Fill here only the file name without the path ex Mydesign pdf TheBook xls etc 2 3 4 5 6 8 9 O Dj mo Dia The following rules will be followed by the import procedure if the document does not exist in the database the document will be imported then the files if the document exists in the database if the revision from the database is not the same as the revision in the excel file the files are not imported if the revision in the excel file is empty the files are not imported if the full name of one of the files to be imported with the path corresponds with the name of a file that was already attached to the document the file is not imported this is to avoid importing several times the same file Vendom 3 9 Vendor and Engineering Document Management 5 5 Export document list to Excel Click on the exported to excel button and the displayed list will be immediately
22. the list of companies that participate to the job producing documents Use the last row yellow row to enter a new company Vendom 7 Vendor and Engineering Document Management 3 2 Jobs General Configuration f Ed General Configuration THIS IS A JOB FOR DOING TESTS A TEST COMPANY 454545 Job Description JOB FOR A BRIDGE CONSTRUCTION Client BRIDGE OVER WATER Storage Server FTPServer m m Take configuration from From Template OFrom JOB Number Create JOB This window presents a list of jobs already existing in this application A few information is needed for each job the job number description and client and on what server are stored the document files When a job is finished a good practice is to close it by un checking the Is Open checkbox All information for the jobs remains available for the users but only in Read Only mode To create a new job enter the job information in the right panel select a storage server from the list select if the job will take the configuration from the template or for another job in this case type the job number in the corresponding box click on the Create Job button The job will be created and will be added to the job list 3 3 Users General eral Configuration General Configuration a CH CC A A EA i Pg o TOTO Nien
23. this discipline is taken into consideration in the progress calculation FTP directory exists if the directory corresponding to this discipline was created on the storage server When the job is created all directories for the existing disciplines are also created If you add a new discipline the directory to store documents for this discipline does not exist and the corresponding cell appears in red Click then on the Create Directories button and it will be created It can happen that the connection to the storage server is temporarily lost due to network issues and all this column appears in RED In this case click first on Reset FTP Connection and then on Check Directories If there are still some disciplines in RED click on Create Directories For each discipline you need to configure a least one Document Type Click on the sign at the left to open a child window as shown below Job Configuration Configuration for job 123456 DOCUMENT MANAGEMENT Reset FTP connection dh COMPUTER AID DESIGN Check Directories IC ESCUETO Create Directories Pje ermal Docent ELY ELECTRICITY Vendom 1 8 Vendor and Engineering Document Management Use the last line yellow row to add a new Document type The last column Progress model allows specifying the progress scenario for this type of document You can select the progress model in the list see Job Progress model
24. u o me pe a Om w a e morena Om w w o orean m eu w u omamen m eu w u oma p 5 8 Revision Click on the small button in the Revision column to display a context menu as shown below IN00 E HB 0016 001 AECI A AC IA os NED CAD NODODEOEGOT 8 Smal Pover Lavon W080 Vaer Treat ee 03 INOD 20 E 0426 001 620 ondensate Airoolers N able Rack amp Tr 5 8 1 New Revision Click on New Revision to change the revision of the document a mcr ES N00 20 E 0427 001 Cable Rack amp Tray layout 620 ondensatc A iia A r E _INO0 E HB 0016 001 a ame IR Te TT a et A m A AAA AAA ee mm m a ead nt AE a RA F ee ee cl The program will suggest a new revision depending on the current revision and on the Revision List configured for the job When you agree with the new revision and the date click on the Change Rev button to apply the change 42 Vendom Vendor and Engineering Document Management 5 8 2 Revision History Click on the Revision History item in the Revision menu to display the previous revisions of the document he bi deisel A A E IE PRA E A INDO E HE 0016 001 i INOO E HE 0076 007 5 8 3 Restore previous revision You can go back to the previous revision of a document by clicking on the Restore Previous revision item in the Revi
25. 0 50 E 4003 000 60 UT PH 01 UA Location of h y y AD 20 05 2010 New progress 85 10 R IN00 50 E 4003 002 Location of Holes for MCT 60 U Y 7 AC 07 10 2008 Date of change onm la 9 R 1N00 50 E 4004 000 60 UT PH 02 UA Location of h 7 7 AD 20 05 2010 lo R 1N00 50 E 4004 002 Location of Holes for MCT 60 U y 7 AC 29 09 2009 Pim eh mnn 9 R N00 50 E 4005 000 20 730 UT PH O3 Location ofhol F Y AD 20 05 2010 20 05 2010 0 R In the progress window click on the small button in the Step column or on the Progress column on the desired document The system will propose the new step and the new progress corresponding to this step You can also manually modify the New Step or the New Progress if the New Step is blank the system will consider that only the progress has changed the Step remains the same as before Click on Change Progress to commit the changes Automatic calculation In the document register window click on the small button in the Status column to display the Change Status dialog as shown below o IN OO 00 E 0414 001 amp Small Power Layout 00 530 Water Treat 14 02 2009 REM 2121 AD m w ek RRE gt o A A 620 ondensaeArclers N able Rack BTe OT 140220 IE OE a 620 Steam Boilers able Rack A Tray yot O1 a SS A 02 02 20 3 E New States e RO EE NO020 E0410 20780 Rawiewster Tonk OOOO OOOO Stats date aso a
26. 001__100530062935 104 pdf 31711 7 CiMecrobat Documentatio by INOO E HB 0016 001 INOO E HB 0076 001__100530042236__ 04 doc NAT w 13 C 100Files Welcome doc To attach one more file to this revision of the document click on the Add file to rev button The same window as before will be displayed where you can select the file to be attached To display an attached file double click on its row You can also click on the small button in the Document Number cell it will display the following menu Document Files 31 711 7 CiAcrobat Documentatio 13 CA00Files elcome doc Display file will display the file same as double click on the file row Download file will copy the file from the storage server to a directory of your choice Remove file will remove this file from this list It will be removed also from the file server The field File Type allows selecting a file type for each file You can select from the File List defined for the job see Job Configuration section earlier in this document The File type is an important information because it can be used to restrict user access to only a certain type of files See Job Users configuration To Add remove files for a previous revision of the document proceed as follows Display the revision history 9 NOO E HE 0076 001 03 30 05 2070 Revision 3 P 10 08 2009 9 N00 E HB 0016 001 02 00 07 2009 REM 95 P 10 08
27. 2 2009 AD PONDA GOGU 1 06 06 2010 TO INTERNAL Internal hemical Storage 8 3 Traffic by people and document Project 123456 WATER TREATMENT DOCUMENT TRAFFIC Selected Companies INEU NUS Selected Disciplines CAD CAL CIV ELY PIP amp Small Power Layout 00 530 DOCCONTROL INEU CAD IN00 00 E 0414 001 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client Water Treatment r DOCCONTROL NEU CAD IN00 01 E 0423 001 ee ee ee 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client hemical Storage Air La DOCCONTROL NEU CAD _IN00 20 E 0426 001 ee 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client Rack amp Tray layout r i _ 00 530 GIGI FRATELLO INEU CAD _INO0 00 E 0414 001 td RS 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client Water Treatment amp Small Power Layout 00 530 PONDA GOGU INEU CAD _IN00 00 E 0414 001 las atin 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client r Ti 601 PONDA GOGU NEU CAD IN00 01 E 0423 001 aa PPC ii 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client a y PONDA GOGU INEU CAD _IN00 20 E 0426 001 Sansome e 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client r TOTO Coutougno INEU CAD INO00 00 E 0414 001 A ganna 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client r TOTO Coutougno NEU CAD IN00 01 E 0423 001 a Ear ae 01 14 02 2009 AD 21 20 04 2010 TO CLIENT Client a r ndensate Air N TOTO Coutougno INEU CAD _IN00 20 E 0426 001 a a e de PO nea 01 14 02 2009 AD 21 20 04
28. 2009 Double click on the line corresponding to the revision you want The system will display the attached files for this revision as shown below Vendom 4 5 Vendor and Engineering Document Management Document Files Reset FTP connection L CUMEent MU DE ESTO n e Nag e Ype Ommen e AZE 1 AD TO E i INOO E HB 0016 001 02 INOO E HE 0076 001_ 700530114938 _ 102 pdf F 300 6 CADOFilesAcrobat_SDK_ IN00 E HB 0016 001 02 IN00 E HB 0016 001__100530114931__ 021 JPG 34114 CAQOFiles DSCO0367 JP Proceed as described earlier to add remove display files for this revision 5 11 Work Flow history TRANSFORMER INTERCONNECTION BLO L SWITCHGEARONTROL AND er Layout 00 530 Water Treat er Layout 00 530 Water Treat INEU Ha a Click on the small button in the Document Number cell and then select Work Flow History The system will display all traffic for this revision of the document where it was transmitted what transmittal number what date etc Y TESTDOC 2 15 12 2005 BRC TO ig TESTDOC PO1 16 16 0 2006 CLIENT FROM 5 12 Special commands 5 12 1 Change document number Click on the small button in the Document Number cell and then select Change document number IN00 E 0063 001 CLASSIFICATION PLANS 70 INCINERATO NEU CAD 03 addriletoDocument Fast ION PLANS 000 MAINONTR NEU CAD o Add Removeriles ER INTERCONNECTION BLO INEU
29. 2010 TO CLIENT Client y i _ 00 530 CORASON EMILIE INEU CAD _IN00 00 E 0414 001 ciedad 01 14 02 2009 AD 1 06 06 2010 TO INTERNAL Intern Water Treatment Malle Dia mts A Taas l moss sde ona r Vendom 6 5 Vendor and Engineering Document Management 9 Document progress 9 1 Progress calculation Document progress calculation is based on the Progress models configuration described earlier in this manual Progress for a document can be defined manually or calculated automatically Manual definition e INOO 20 E 0426 001 620 ondensate Airoolers N abl Y 7 AB 04 11 2012 NO0 20 E 0427 001 Cable Rack amp Tray layout 620 EE F AB 01 11 2012 INO0 20 E 0428 001 620 Steam Boilerssss able Rac 7 Y AB 04 11 2012 1N00 20 E 0429 001 620 Steam Boilers able Rack 8 Y E FI 04 11 2012 N00 20 E 0432 001 620 ondensate Storage amp Bfw P 7 7 Fl 0411112012 II A AAA R N00 20 E 0443 001 20 Fuel Gas Cable Rack8Tray La J 7 Fl 04 11 2012 Current step ns lo R N00 30 E 0424 001 Cable Rack amp Tray Layout 30 D 7 7 AD 14 02 2009 Current progress oi 9 R N00 40 E 0442 001 40 Oily Water Sump TE 7 AD 10022009 New step 3 v Approved internally y R N0
30. 3 INOO 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Storage o 01 _ 14 02 2009 REM 2121 D TRUE 14 02 2009 TRUE FALSE 11 NEU CAD oo N00 20 E 0426 001 620 ondensate Airoolers N able Rack 4 Tray lay 01 14 02 2009 REM 4053 AD TRUE 14 02 2009 TRUE FALSE M4 mM Sheet1 fl Au m i Ready J aoo y F 5 6 Document Information Company Number company that produced the document Discipline 6 bytes Document type 6 bytes Document number 30 bytes must be unique throughout the project Document description 80 bytes Deliverable True false Revision 4 bytes Revision date Revision comment 64 bytes Status 4 bytes Status date Status comment 64 bytes Is Valid True False false if the document is no longer needed in the project You cannot delete documents that have revision history or traffic history Is Finished True False a bit indicating that the document is ready no more revisions will come Finished Date the date when it was finished Owner the document owner Owner Group the group the owner belongs to Vendom 4 0 Vendor and Engineering Document Management 5 7 7 Document owner When a document is added to the document list either by keying its information on the last line or by importing it from an Excel file the following information will be added to it Owner the document owner the user that
31. 778899 WZ 02 ged ne ee _ Mahammad HAKEEM xxx920 l G 1 002 Sp cification installation chantier A01 If you click on All transmittals all documents for all transmittals are displayed Click on the destination ex TO CLIENT only the documents for the transmittals sent TO this destination will be displayed Click on one transmittal and only this transmittal documents will be shown Vendor and Engineering Document Management 8 Work Flow reports 8 1 First the program displays a window that you can use to select your options for the workflow reports by checking the corresponding checkboxes such as Number of Documents 5 935 EJ Y 123456 WATER TREATMENT CAD COMPUTER AID DESIGN H 7 CAL CALCULATIONS H 7 CIV CIVIL 7 ELY ELECTRICITY H Y PIP PIPING PS i i 03 gt INOO 20 E 0428 001 620 Steam Boilers able Rack amp Tray layout 03 03 INOO 30 E 0424 001 Cable Rack amp Tray Layout 30 Diesel Stora 03 p INOO 40 E 0442 001 40 Oily Water Sump 03 INOO 50 E 4003 000 60 UT PH 01 UA Location of holes for inte aa amp O 5 E FJ Destination List G F CLIENT Client F INTERNAL Internal E O A o 5 O seme mm tires one or more companies participating to project one or more discipline one or more destinations one or more documents When your selection is ready
32. C 1Temp and the file name is Vendom_FTPEvents txt 11 Log of Actions Vendom allows the logging of user actions Only the Global Administrator has the right the Enable Disable logging of actions To do so on the first page click on the General Conf button and the select Journal p AAA AAN TP em ICRIT uo ee far ttal U 3 2 09 06 31 100000 DOCCONTROL Workflow Js sndTransmittal 17 06 2012 09 04 46 100000 DOCCONTROL Security UserLogin Login for user 100000 DOCCONTROL Check the Log Actions checkbox to enable logging of actions Uncheck it to disable logging When this checkbox is green and checked logging is enabled When it is red and unchecked logging is disabled This Log Action data is recorded in the database the moment it is changed by the administrator It is read from the database by all running Vendom programs every Vendom 6 8 Vendor and Engineering Document Management 10 minutes So it will take a maximum of 10 minutes for this information to propagate to all running Vendom programs Here are the list of actions that are recorded grouped by area Area Recorded Action Log In Log Out of users JobConfiguration All changes in Job Configuration are recorded Document List Delete Document E Change Document Number ChangeRevision Change Status os gt A HO A A Import Dociinients ee O oO er A ee Atta lle A Remioveratiachedile
33. EOPLE TO IRANSMILIAL a ee S 55 6 5 BEOCK UNBEOCK THE TRANSMITTAL A a 56 6 6 EPOST FUN POST HIL TRANS MIERA o e a a 57 6 7 DISTRIBUTE THE TRANSMITTAL a a a a ee 58 6 8 PROCESS FHE ERANSMELEAL cer se eS 60 Tee WORK FEOWTRACKING a an a o tan 63 9 WORKFLOW REPORTES o a en ESEE EEE E e 64 8 1 TRAEN aa ee ee ee ee ee 64 8 2 TRAFFIC BY DOCUMENT AND PEOPLE o ooo a a a a a E a E a E 65 8 3 TRAFFIC BY PEOPLE AND DOCUMENT 35 See a E a E LE A E TE TEE E EAE EA Ea 65 9 DOCUMENT PROGRESS o ooooooonocaococononnnnonaoenonn anaconda nO nono anna donan nena Eoin rions 66 9 1 PROGRESS CALCULA HORN a a a a a a a 66 9 2 PROGRESS SNAPSHOTS IS 67 9 3 PROGRESS RELORLS a a a a a a a 67 DD TE Probress DV CISCIPANC oro oa a o a E E o E E E a eee 67 TIL Progress DY WOT PACKA2 Cs ae ee ee a a 68 TEE OGG ENE ee er ee eee ee 68 IF EOGOFACHONS ersero eiria a sacs E ISESE EAEE EFESE ED IEEE 68 Vendom 2 Vendor and Engineering Document Management 1 INSTALLATION GUIDE 1 1 Installation package The installation package contains the following files Application files a directory containing the following FarPoint CalcEngine dll FarPoint Excel dll FarPoint PDF dll FarPoint PluginCalendar WinForms dll FarPoint Win dll FarPoint Win Spread dil Infragistics2 Excel vxx x dll Infragistics2 Shared vxx x dll Infragistics2 Win Misc vxx x dll Infragistics2 Win UltraWinDock vxx x dll Infragistics2 Win UltraWinEditors vxx x
34. Job Admin if a user is a Job Admin he has all access rights for the job All other columns are ignored Document List access define the access to the document register O O O NO no access RO Read Only access WR Read Write access can add modify delete documents from the list Attached file access define the access to the files attached to documents O O O NO no access RO Read Only access WR Read Write access can attach or remove files to documents File Type List define the access by file types and depends on the File Type List that you defined for the project O O O Put to give access to all file types Put the list of file types separated by comma if you want to limit the access only to these file types You can also select in the list see JAU OGU GIGI FRATELLO CORASON EMILIE MIRABELLE ELENE A O al O na heis i M e O Company List see also Job Companies as there can be several companies producing documents for the job you can limit the user access by company O O Vendom Put to give access to all companies Put the list of companies separated by comma if you want to limit the access to these companies You can also select the companies from the list see below 26 Vendor and Engineering Document Management _ INEU IN ELU E INTECO USA Job discipline list define the
35. R the button General Conf will become visible You can now type a Job Number in the Job Number field and type Enter or click on the GO button Depending on your the access rights to the selected job other buttons will become visible letting you access to the documents workflow reports for the job Vendom 4 Vendom WATER TREATMENT Doc Register WorkElow Doc Progress Job Cont WE Reports Lo Do B Log FTP events ME Tracking Vendor and Engineering Document Management Vendor and Engineering Document Management 2 3 Change your password Click on the MEAE button The following dialog will appear Type new password here To Carmel Enter the new password in the first box type it again in the second for confirmation and then click Save to record it in the database Vendom 6 Vendor and Engineering Document Management 3 General Configuration General Configuration Several tabs will allow you to do the General Configuration of the application Some of it will be copied to the Job Configuration when a new Job is created 3 1 Companies General Configuration Configuration sai a _ Wy A o E oy B gt Users UISCIDIINGS ReEVISIONLIST Status LI L LT 4 L This is the place where you need to enter your company companies name These companies will be copied to each new job when it is created and will automatically populate
36. REM 95 W DOC Project Internal Documents INEU N00 00 E 0414 001 amp Small Power Layout 00 530 Water Treat 14 02 2009 REM 2121 ELY ELECTRICITY 7 PIP PIPING INEU IN00 00 E 0415 001 amp Small Power Layout 00 530 Water Treat 14 02 2009 REM 2121 PRO PROCESS INEU N00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Sto 14 02 2009 REM 2121 EE Y STR STRUCTURAL Poa Internal memos INEU IN00 20 E 0426 001 620 ondensate Airoolers N able Rack amp Tr 14 02 2009 REM 4053 INEU IN00 20 E 0427 001 Cable Rack amp Tray layout 620 ondensate A 14 02 2009 REM 2121 INEU N00 20 E 0428 001 620 Steam Boilers able Rack amp Tray layout 14 02 2009 REM 2121 INEU N00 20 E 0423 001 620 Steam Boilers able Rack amp Tray layout 02 02 2009 REM 2083 25 02 2009 25 02 2009 10 08 2009 iv 14 02 2009 a 14 02 2009 l 14 02 2009 El 14 02 2009 E 14 02 2009 Vv 14 02 2009 a 02 02 2009 T qaanaiannn 0 0 80 0 0 0 8 5 S S S S S S gt Sis TS l Fart d m La AMINO An O NATN And E A O ME IM nt AMINO Mrne anca w This is the window that shows the document list for the project You can use this list to add import remove documents to the project attach remove files to documents change revision and stat
37. RO TOR WORK PA KAOB A O 31 AH JOB PROGRESS MODEI S ee a ee 32 g4 12 JOB FILE a ee ee eee 33 15 JOB DATA DESCRIPTION ee ee 34 el Seale Ophondl data Valles n or ao a a a 34 Ss DOCUMENT REG Es Di Rosca vcs eeoa aiea EA aSa E a E e 36 5 1 FIETERING THE DOCUMENT EIST A ee eee 37 TAS BY SeCleChne companies GNO GISCIDIMNGS cen oore o a a o E A E E a 37 312 By usine he UEF A 37 52 SORTING THE DOCUMENT LISE e ee ee eee 37 Vendom 1 Vendor and Engineering Document Management 53 ADD MODIFY DOCUMENT INFORMATION oroa ae aa o ea ie eee ee 38 5 4 IMPORT DOCUMENTS AND FILES A o a ee ee 38 5 5 EXPORT DOCUMENTI IST TOE E A 40 5 6 DOCUMENT INFORMATION a a E E a a a o a a 40 5 7 DOCUMENT OWNER 2 3 eee A A ee 41 JAL Change the ACUM encore od E E E O a 4 5 8 RESINA A A a 42 JSL NEW A ee ee ee 42 36 2 Revision Hisl c errr ee ee 43 TI RES OEA VeViSiOn ee ee 43 5 9 STATS ee 43 DA ACH RENMOME MILES LO DOCE MENTES a a a a a a a a a a 44 5I WORK A a a a 46 5 12 SPECIA COMMANDS oaen oa oa Se Se ee ee 46 Dele Change document MOUDE a a i a E a a a 46 zz CGN Ge disipline And GOCUINCNELY De ooro o o a E E E E 47 5175 Remove GOCHINCNL naaa a 47 AZAR Display IN A ee 48 515 FIRA A ee 49 6 WORK EO WO r100 2420084110 hbk SEEr0E10EF ES Oea A ETETOAGO EESO O0rT ESSAS ri oi 51 6 1 CREATE AT RANSMELIA A a a a a 51 6 2 ADD DOCEMENTS TO TRANS A a a a a a a 52 6 3 SELECTA HAT FIELES FO SEND FOR EACH DOCUMENT me erea e E E a 54 6 4 ADD P
38. ROL 21 20 04 2010 TO CLIENT Client r NEU CAD IN00 00 E 0414 001 ES A 01 14 02 2009 AD GIGI FRATELLO 21 20 04 2010 TO CLIENT Client r NEU CAD IN00 00 E 0414 001 a oe 01 14 02 2009 AD PONDA GOGU 21 20 04 2010 TO CLIENT Client r INEU CAD IN00 00 E 0414 001 rancia a 01 14 02 2009 AD TOTO Coutougno 21 20 04 2010 TO CLIENT Client r INEU CAD IN00 00 E 0414 001 raea A j 01 14 02 2009 AD CORASON EMILIE 1 06 06 2010 TO INTERNAL Internal r NEU CAD IN00 00 E 0414 001 ist ad 01 14 02 2009 AD DOCCONTROL 1 06 06 2010 TO INTERNAL Internal r NEU CAD IN00 00 E 0414 001 Aai eel A 01 14 02 2009 AD GIGI FRATELLO 1 06 06 2010 TO INTERNAL Internal y INEU CAD IN00 00 E 0414 001 ito oe 01 14 02 2009 AD PONDA GOGU 1 06 06 2010 TO INTERNAL Internal r Ti a 5 NEU CAD IN00 01 E 0423 001 aa a O 01 14 02 2009 AD DOCCONTROL 21 20 04 2010 TO CLIENT Client r NEU CAD IN00 01 E 0423 001 aa rin E SE 01 14 02 2009 AD PONDA GOGU 21 20 04 2010 TO CLIENT Client r NEU CAD IN00 01 E 0423 001 e proa n 01 14 02 2009 AD TOTO Coutougno 21 20 04 2010 TO CLIENT Client INEU CAD IN00 01 E 0423 001 Ea a en Sr 01 14 02 2009 AD CORASON EMILIE 1 06 06 2010 TO INTERNAL Internal r INEU CAD IN00 01 E 0423 001 ee rere ad 01 14 02 2009 AD DOCCONTROL 1 06 06 2010 TO INTERNAL Internal y Ti 601 NEU CAD IN00 01 E 0423 001 ae epoca OR 01 14 02 2009 AD GIGI FRATELLO 1 06 06 2010 TO INTERNAL Internal r INEU CAD IN00 01 E 0423 001 ee ee E er 01 14 0
39. Transmittal Date Please finXenclosed the following documents Item Document Number Rev Rev Date Document Description Item Document Number 77 Pad 2 12 3 13 4 14 5 15 6 16 7 17 8 18 9 19 10 20 Action before Document j pr Dae 1 2 3J 4 5 6J 7 8 909 10 u 12 13 14 15 16 17 18 19 _ To create a new transmittal Vendom Move the mouse over the Transmittal List tab This action will open the Transmittal List see below Transmittal List Destination List INTERNAL Internal ls Distribution Disi Nw aber of Transmittals 0 A ae O O A S This window will hide itself if the mouse pointer gets out of it You can block this window by clicking on the PIN at the upper right corner of the window Click again to UNPIN it and let it hide when you no longer need it Select the Destination in the left box Destination List Select the transmittal type Trans To or Trans From Click on the New Trans Button A new transmittal will be added to the transmittal list see below 51 Vendor and Engineering Document Management Transmittal Li ransmittal List ME WORK BLOCKED TRANSMITTAL W ey F I New Trans j j Trans TO Trans FROM Transmittal Documents Transmittal People Transmittals TO CLIENT save l
40. VENDOM User MANUAL VENDOM Vendor and Engineering 1234 rom Poon oe O WATER TREATMENT Sa Ur m a E pC Age aaa Login as DOCCONTROL E Log FTP events ME Tracking End Version 1 30 0 0 Vendor and Engineering Document Management Table of contents ES TNS TA TES LION GUI ee ee ee eee 1 1 1 ENS TAELA a a A l 2 CREATE THE WEBSITE eee E E E a 2 1 3 CREATE THE FIP SEE ON THE STORAGE SERVER 2 2 aa a a ee 2 2 65 el E ao aa a e A A A a 3 21 RUN EHE PRIOR ee ee ee 3 22 LOGIN LOGOUlL e a KA A a E a a a 4 23 CHANGE Y OUR PASS WORD Ss ee EE a E ee 6 3 GENE RAE CONFIGURATION acacas vaceccencc cc iccscccees es izacc acacia ccacacdauestccsunscavsesscisussaoscissxsessascecsvasssses 7 3 1 COMPANIES ee 7 2 BA A II 8 3 3 A A A 8 3 4 DISCIPEINE S ee Se ee 9 3 5 REVISION LSE e o a ee ee ee ee 10 3 6 SUATOS Sl ee ee 11 3 7 ERAN SAN A A 12 3 8 PROGRESS MODEI S a 13 3 9 TEBAS eee 14 32102 STORAGE SERVERS lt ee 14 3 F MAL SERVERS a 6 A ee ee ee ee 15 Sa PAM A SS 16 4 JOB CONFIGURA TON dos 17 4 1 JOB CONTRIBUTORS a ae ee Se Se 17 42 JOB DISCIPLINES AND DOCU MEN El YPES A ee 17 4 3 BE RETI cle ee ee a 20 4 4 JOB STATUS EIST A ee 21 4 5 JOR TRANSMITTAL ACTIONS A Se 22 4 6 JOB WORK BLOW A ee ee eee 23 460l Job AS A a ZS 46 2 JOD LI ONSMUIOL sheet lt n a a 24 4 7 JOB HEES a a a eS a E E ee eee 25 4 8 JO CERRO TOR a a a SO 25 4 9 IBERS o ee a 26 A
41. bdirectory will be created for each discipline and an Excel index will be created and displayed Oa H I a F7 DocumentList_123456 xls Compatibility Mode Microsoft Excel Ci SS Home me Insert Page Layout Formulas Data Review View Developer Acrobat y a J E Bee A ap dal A a E Seneral S m Eh lt kad o 0 00 Conditional Format Cell Sort A Find amp SE ba ES fo 158 58 Formatting as Table Styles E Format y 27 Filter Select Alignment sl Number al Styles Cells Editing Project 123456 DOCUMENT MANAGEMENT Originator l Discipline Doc Type Document Number Document description Revision Company Document Files INEU CAD 03 IN00 00 E 0414 001 amp Small Power Layout 00 530 Water Treatment NOO 00 E 0414 001 05300625918 101 pdf INEU CAD 03 IN00 00 E 0415 001 amp Small Power Layout 00 530 Water Treatment i IN00 00 E 0415 001 530114948 01 xls INOO 00 E 0415 0014 10530114854 1011 INOO 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Storage l INOO 01 E 0422 001 530115006 01 F INOO 20 E 0426 001 620 ondensate Airoolers N able Rack amp Tray layout INOO 20 E D426 001 100606095549 1011 11 INOO 20 E D426 001 100606095611 101 12 Md HH Extract PD 3 Vendom 5 0 Vendor and Engineering Document Management 6 Work Flow 6 1 Create a transmittal z TRANSMITTAL FROM TO E Transmittal Number Pa
42. dll Infragistics2 Win UltraWinGrid ExcelExport vxx x dl Infragistics2 Win UltraWinGrid vxx x dl Infragistics2 Win UltraWinSchedule vxx x dl Infragistics2 Win UltraWinStatusBar vxx x dll Infragistics2 Win UltraWinTabControl vxx x dll Infragistics2 Win UltraWinToolbars vxx x dll Infragistics2 Win UltraWinTree vxx x dll Infragistics2 Win vxx x dll SocketTools FtpClient dll SocketTools nterop dll System Windows nteractivity dl Vendom application Vendom exe config Vendom exe Vendom exe manifest XLS directory containing excel files needed by the program To install the program create a directory on your local or network drive and copy all the files and subdirectories there Vendom 1 Vendor and Engineering Document Management 1 2 Create the WEB site a Create a directory on the web server let s say c webVendom Create a TEMP subdirectory c webVendom TEMP and give everyone full control on it b Go to Internet Information Services and create a virtual directory let s say webVendom that points to c webVendom c Check on the directory security to allow anonymous access 1 3 Create the FTP site on the storage server a Create a directory on the server disk let s say c 1ftp_Vendom b Create a user on the server let s say User ld Vendom User Password VendomPassw be sure to check the Password never Expires box for this use
43. e document has no attached file No button at all the document has no revision was not issued yet so no files can be attached to it Vendom 3 6 Vendor and Engineering Document Management 5 1 Filtering the document list 3 EL By selecting companies and disciplines E E Job Contributors A Extract Files ES INEU INTECO EUROPE WF INUS INTECO USA Document List Discipline Nu m ber ofDoc um ents 6262 E Y Job Disciplines INEU CAD 03 IN00 E 0063 001 CLASSIFICATION PLANS 70 INCINERATO H CAD COMPUTER AID DESIGN INEU CAD 03 IN00 E 0067 004 CLASSIFICATION PLANS 000 MAINONTR E Y CAL CALCULATIONS H E CIV CIVIL INEU CAD o em ELECTRICAL SWITCHGEARONTROL AND 02 03 0171 EH V DOC Project Internal Documents INEU CAD 3 a 1N00 00 E 0414 001 E Small Power Layout 00 530 Water Treat 01 14 02 EF Y ELY ELECTRICITY d E Y PIP PIPING d INEU CAD 03 8 N00 00 E 0415 001 amp Small Power Layout 00 530 Water Treat 01 14 021 i PRO PROGESS INEU CAD 03 h INO0 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Sto 01 14 02 E Y STR STRUCTURAL f7 200 Internal memos INEU CAD L 03 G INOO 20 E 0426 001 620 ondensate Airoolers N able Rack amp Tr 01 14 02 The document list displays documents corresponding to the selected companies a
44. ect The column Position in the transmittal specifies the display order of each title inside the transmittal General Manager will appear first then Project Manager then Document Control etc 4 8 Job User Groups You can define several groups for the users Users belonging to the same group will have same ownership rights on the documents See Document owner later in this manual T Configuration for job 123456 WATER TREATMENT pa y User Groups Sn INTERNAL DOC My doc controllers INUS DOC INUS Doc controllers The data to configure for each group is e GroupCode a code that identifies the group e GroupDescription the description of the group Vendom 2 5 Vendor and Engineering Document Management 4 9 Job Users Job Configuration Configuration for job 123456 DOCUMENT MANAGEMENT TOTO Coutougno teut gmailcom PONDA GOGU ponda g yahoo com GIGI FRATELLO gigi fratello mymail com CORASON EMILIE CAD CAL CIV ecorason yahoo com MIRABELLE ELENE DOC ELY enirat mydomein com a a a log c la e This is the list were you define the users who have access to this job and what kind of access they have The job users can be taken from the general Users list or you can define users only for this particular job The data to configure for each user Is
45. el put 1 on the people line and the document column if you want the corresponding people to receive the corresponding document Leave it blank if not What you have to specify now is what action you expect from each people and what is the dead line Action Before date for this action Possible actions are displayed on the lower part of the transmittal sheet Action Codes 1 1 A ne 3 C ForComments nnn 5 1 For Purchase ORDER DA Te nn 2 A For Approval 4 1 For Call for BID 6 1 For Construction Action before Addressees T Act Date 1 2 3 4 5 6 1 GENERAL MANAGER gt TOTO Coutougno 1 2 10 05 2010 1 1 1 1 3 DOCUMENT CONTROL 4 DOCCONTROL 1 1 1 i1 1 41 5 MECHANICAL ENGINEER 5 PONDA GOGU i 3 10 05 2010 ili i 7 PROCESS ENGINEER a GIGI FRATELLO 1 2 10 05 2010 1 1 g In this example The user TOTO receives all 4 documents and has to Approve code 2 them before the 10 05 2010 The user DOCCONTROL receives all documents For Information code 1 No action is required so the date is not important The user PONDA receives all 4 documents for Comment code 3 and has to comment them before the 10 05 2010 The user GIGI receives only the first 2 documents For Approval code 2 and has to approve them before the 10 05 2010 Don t forget to SAVE these modifications by clicking the Save button This button will blink RED every time a Save is needed
46. ew Developer Acrobat o0 7 Xx Cut Ss HH j i Autos amp u Microsoft Sans 8 A a4 gt p Wrap Text General gt e HA E E La a AF A 23 Copy 5 gt 8 Fill Paste B Z7 U Ad Se EE SE Merge amp Center E o 39 0 Conditional Format Cell Insert Dele te HL Sot amp Find amp Y JF Format Painter a Es 3 mi Formatting as Table Styles Y lt 2 Clear 7 Filter Select Clipboard E Font E Alignment E Number Ta Styles Cells Editing AS Fe L_A B G D E F G H J K L E 4 B Document List 4 Ponce Status Comment 5 6 7 8 9 10 11 4 4 mM Sheet1 Ya I I Ready 2 40M A Dz A a Fill this excel file with the list of documents save it somewhere on your PC or the network then import it by clicking on the Import button The import procedure does the following Reads the excel file until it reaches the first blank line For each document found in the excel file Vendom 3 8 Vendor and Engineering Document Management o Ifthe document does not exist in the system it adds it o If the document exists it updates The document description Deliverable Revision comment Status comment Participate to progress Optional data Userl User2 User3 User4 User5 ClientDocNumber It also displays a list of errors such as Document number too long max 30 bytes Incorrect discipline the discipline code from the excel file does not
47. for example to XX 01 XX02 values in the UserlList the user will have access to all documents where the Userl value is either XX 01 or XX 02 Vendom 2 9 Vendor and Engineering Document Management to all documents where the Userl value is empty Null Space or several Spaces Of course access to documents is also restricted by all other access limitations by companies disciplines etc Vendom 3 0 Vendor and Engineering Document Management 4 10 Job Work Packages Job Configuration Configurationtorjob 123456 DOCUMEN Ti Pe T cereal oo u You can group documents by work packages This will allow you to calculate the progress either by discipline or by work package Work packages usually define the split of work and are frequently used for planning ex in MS Project or Primavera Vendom 3 1 Vendor and Engineering Document Management 4 11 Job Progress Models Job Configuration Configuration forjob 123456 BO0CUMENT MANAGEMENT Got Fete CA I 2 Perovetter deed ds Cw o o a Use this window to configure progress models for this job to be used for automatic calculation of the document progress For each model you define several steps each step with a corresponding progress The last column Status makes the link between the progress step and the document status It means that if a document uses this progress model PD for ex when it reaches the AD status its progress
48. from the list You can also declare a document as no longer Valid by un checking the Is valid field The document will remain in the list and it will shown in RED EO gt A p o ome E E MOMIA mew n A u jonowe A me 5 12 4 Display all documents If you are a global administrator or a job administrator the All Documents option is available for you If this option is checked the program will display ALL documents regardless of the selected companies disciplines document types This option is useful when there may be documents in the database that are attached to a Company or Discipline or Document Type that are no longer in the left lists available for selections Refresh Get Import sport Mode Number ra 6 260 a IEEE E AC AE IN E LN HC AA OT PORTE eey Pores Pepo OO O n POROS CNO Macchi packege enginecino mecina OO u o EE OE In the example above there are 3 documents where the Company Number is empty and 3 other where the Discipline is empty They will be displayed when you check the option All Documents You can then do the necessary corrections for these documents put the correct Company Number Discipline in the example above Vendom 4 8 Vendor and Engineering Document Management 5 13 Extract files If you are a Job administrator or a Global Administrator or you have the special right Can Extract Files you can extract a list of documents from the Vendom syste
49. ilter this list OAL OA OCC Ot Not Processed o A option will display only documents for approval Action A o C option will display only documents For Comments Action C o l option will display only documents For Information Action 1 o Not processed if checked will show only the documents that were not processed E TEST ALL Transmittals l TO A gt pazo AK Number of Documents 6 155 TO ALL DEST FROM ALL DEST al TO BRC TOTO Coutougno C100 2 301 Casa de Comanda A 3 A FROM BRC s L TO BRC LTW pr TOTO Coutougno C1555 Plan d implantation A A 3 A FROM BRC LIW m TOTO Coutougno C515 01 210 Plans Mise a la Terre 2 A 3 A TO BUI a L TO CEGQUINN TOTO Coutougno C573 01 200 Cables 01 D 3 A STO CLIENT lo TOTO Coutougno C573 01 205 Plan d eclairage 1 A 3 4 0048 17 12 2008 1 L J 0046 21 03 2008 Mahammad HAKEEM CAD 01 ssfdsCAD PID amp Plot plan P02 D 0045 21 03 2008 Mahammad HAKEEM CCCRRR 01 jhjhfififj o 00 P 0044 20 03 2008 s i 0043 12 01 2008 F TOTO Coutougno CV222 Plan de zone 1 A A 3 A 0042 24 10 2007 Mahammad HAKEEM DODO14 rshrthsrthsrth 02 0041 11 10 2007 0040 13 07 2007 li Mahammad HAKEEM RRR 01 000 TEST 1 01 P 0034 03 02 2007 I TOTO Coutougno SP10 01 205 Plan d aire 1 A Cc 3 A 0032 23 11 2005 l 0029 17 12 2004 Doc lo Mahammad HAKEEM XX 66
50. l Remove people le VENDOM o Destination List CLIENT Client INTERNAL Internal Number of Transmittals 1 O 2 al il ne E ds 58 Main Street New York 123456 Water treatment project The transmittal will also be shown in the transmittal sheet on the right side of the window To display a transmittal double click on its line in the Transmittal List The new transmittal has the status WORK and also it is BLOCKED by the current user You can add a comment in the Comment column for this transmittal This comment will be used to compose the mail subject when the transmittal will be distributed by mail You can also specify how many days the receiving people will have to give their answers to this transmittal by filling the Action Before days column Direct Transmittal Transmittal la Distribution Distribution pela e E on Number Date Distributed Date Type Numbs aa Number of Transmittal 1 A o m A y 7 3 AA TO 21 20 04 2010 O ee en 6 2 Add documents to transmittal Transmittal List Trans TO Trans FROM Transmittals TO CLIENT E Transmittal Destinations A INTERNAL Internal Transmittal Number Date Number of Transmittals 1 Direction 1517 ados pue qual naod 71 30 04 2010 Tran
51. list will display all documents and revisions that were never sent to the CLIENT If you check more than one destination the program will display documents that were never sent to any of the selected destinations Select the documents to be added to the transmittal by checking the Selected box on the left column of the list and then click on the Add Docs button to add these documents to the displayed transmittal You can also right click on the document list and then click on the displayed menu The documents will be added to the displayed transmittal and the transmittal sheet will display them Vendom 5 3 Vendor and Engineering Document Management TRANSMITTAL INTECO TO CLIENT 7878 KOLONIE Si Transmittal Number ME gt CLIENT 0021 Transmittal Date 20 04 2010 San Francisco CA 123456 Water treatment project First phase Please find enclosed the following documents Item Document Number Rev Rev Date Document Description Item Document Number Rev Rev Date 1 IN00 00 E 0414 001 A 01 14 02 2009 amp Small Power Layout 00 530 Water Treatment la Zz 2 IN0O0 00 E 0415 001 01 14 02 2009 8 Small Power Layout 00 530 Water Treatment 12 3 IN00 01 E 0423 001 01 14 02 2009 Cable Rack amp Tray Layout 601 hemical Storage 13 4 IN00 20 E 0426 001 01 14 02 2009 620 ondensate Airoolers N ableRack Tray layout 14 5 o o Oo es 45 6 16 7 17 9 19 pa Oo tN Oo
52. m along with the associated files An Excel index will be produced which contains the list of documents with the associated files and a hyperlink to each extracted file Clicking on the hyperlink will open the file Document List Marica y o u w e ee O m o o II Pover layo 00830 Weter Treat 0 REV ICI ICO IIA REP ICI OO IEA To execute the extraction proceed as following Choose a directory where you want to put the extracted files By default the program proposes C Extraction pppp where pppp is the project number Choose the file type that you want to extract for all You can select the file types by clicking on the small button on the right of the box as shown below O z Docum A TM Commented S CO FC Forcomment D NAT Native files PDF POF Files FICATION Pl J _ Cif ATARI Ol Vendom 49 Vendor and Engineering Document Management Select the files that you want to extract by checking the box at the left of the document list see below kumbe of Documen 6 261 E A A o y o mee CLASS H o e ue me s YE n a 9 moco asra H m me oo a ooren Casen H p IE You can select unselect the whole list by checking un checking the box located in the column header When you are ready click on the Extract button The files will be extracted to the chosen directory a su
53. mittal sheet window and then select Post Transmittal yn the displayed menu WORK BLOCKED E lack Tal TRANSMITTAL Transmittal Refresh emove docs POST transmittal 5 Vendom Vendor and Engineering Document Management 6 7 Distribute the transmittal Once the transmittal is POSTED it can be distributed A SEND button will become available see below f pa T na f a s A IAE fiel Transmittal Documents Transmittal People Y SEND Transmittal VENDOM 58 Main Street Transmittal Numbel New York Transmittal Date 123456 Water treatment project Please find enclosed the following documents Document Number Rev Rev Date Document Description 00 00 E 0414 001 01 14 02 2009 amp Small Power Layout 00 530 Water Treatment amp Emall Diasuar l a a ANCIN later Trastmant TRINA a E ad EAN Aid 14 09 9000 Click on it and the following window will be displayed SEND Transmittal WE TOTO Caiowre GENERA MANAGER ew gmaicom E DOCCONTROL DOCUMENT CONTROL ocdoc yaheo Select the people to whom you want to send the transmittal and then click on one of the 2 send buttons Send Transmittal will send the transmittal by email An excel file with the transmittal sheet will be added to the mail and also a link to a web page where the transmittal can be seen See here below the mail content 58 Vendom
54. nd disciplines in the left panels By checking un checking companies and disciplines the document list will display those Items corresponding to your selection 12 By using the filter bar The filter bar is the first line in the document list table Type something in the filter cell and the list will display only elements containing this text in the corresponding column To clear the filter click on the small button at the left of the filter row In the example below if you type PUB in the filter cell corresponding to the Document Number and DRAW in the filter cell corresponding to the Document Description the list will show only documents where the document number contains PUB and the document description contains DRAW Mm ESE Number of Documents e 5201 002 ON SOMETA DRAWING FOR LINE NO a a N00 20 PUB DI 0507 002 ISOMPTRIC DRAWING WN on 22 02 2008 IN00 20 PUE DI 0507 003 ISMMETRIC DRAWING 2 2 C25 WN 01 22 02 2008 A o o IA SS mu 6 11N00 00 PUB DI EI LA FOR 01 IN0D 20 PUB D1 0507 0y8 ISOMETRIC DRAWING FOR LINE NO 450 m 04 02 2008 Clear filter button Filter row 5 2 Sorting the document list To sort the list following one column simply click on the column header First sort will be ascending next click will sort descendi
55. ng and so on To sort the list following several columns click on the first column header then press SHIFT and click on the second column header then the third etc Vendom 3 7 Vendor and Engineering Document Management 5 3 Add modify document information To add a new document type the document data in the last row of the table yellow row as shown below Document List Number of Documents 6 263 nn The mandatory data is Company number Discipline Document type Document number must be unique throughout the project The rest of the columns can be filled in at a later moment To save the new document simply click on another row of the table To modify a document simply modify the information in the desired cell then click on another row to save the changes Note Company Number Discipline Document type and Document number can be modified only by using Special commands see Special Commands later in this document Revision and Status modification also follow a special procedure see Revision and Status paragraphs 5 4 Import documents and files You can import a document list from an excel file at any moment of the project Click on the Get Import Model to have the corresponding excel file Qu ld gt ImportModel xls Compatibility Mode Microsoft Excel i E cay Home Insert Page Layout Formulas Data Review Vi
56. ng Document Management General Configuration General Configuration Companies JOBS Y Users Wro i ek RevisionList Y Status List Y Action Codes Y Storage Servers Discipline List Discipline Discipline Description COMPUTER AID DESIGN CALCULATIONS Scope Of Work Requisitions Requirements lsometric Layout Use the last line yellow row to enter a new Document Type 3 5 Revision List General Configuration General Configuration Companies Y JOBS Y Users Y Revision Description 00 Revision 00 01 Revision 01 0 Revision 02 You can define here a list of revisions as you wish to be used in all your projects You can customize this list for each project Each time you change the revision for a document the program will propose the one corresponding to this list You can select the proposed one or type another one Vendom 1 0 Vendor and Engineering Document Management 3 6 Status List General Configuration NIE CI PA ForProcwenet S vile You can define here a list of statuses that can be used in all your projects The list will be copied to each new project when it is created It can then be customized for each project The scope is to have a definite list of statuses throughout the project Moreover inside a project a status is also linked to a progress model for the documents as we ll see later in this document Vendom 1 1 Vendor and Engineering Document Management 3 7 Tra
57. nsmittal Actions General Configuration General Configuration A T DER JE SF e EEE EL You define here a list of action codes for people who receive documents through the transmittals These codes tell people what you expect them to do when they receive a document The Required Action column is very important It can contain only three values for information no action is required from the receiver C for comments the receiver is required to comment the document A for Approval the receiver is required to Approve the document For example if one user receives a transmittal with a document where the action code is 1 or 4 it means it is for information no further action is required If the Action Code is 2 he needs to comment the document and if the Action Code is 3 he will need to Approve reject the document See the Work Flow chapter for more information Vendom 1 2 Vendor and Engineering Document Management 3 8 Progress models General Configuration General Configuration AS i r BT os PSS 4 A Pot 4 a a gt A SETS VISCIDIINES 1 REYISIONLIST TdLUS LIST 1 x 1 a CA 2 Foradada dsg A Use this window to configure general progress models to be used for automatic calculation of the document progress For each model you define several steps each step with a corresponding progress The last column Status makes the link between the pr
58. ogress step and the document status It means that if a document uses this progress model PD for ex when it reaches the AD status its progress will be automatically at 70 Vendom 1 3 Vendor and Engineering Document Management 3 9 File Types Si CM Commented Natif file PDF File oT You can define here a list of File Types that you use in all your project The list will be copied to each new project when it is created It can then be customized for each project This list can be used to limit the user access by file type Ex give the users access only to PDF files and not to native NAT files 3 10 Storage Servers General Configuration General Configuration p y JUGS Users DiIsciplines RewvislonList 4 Status LIST 4 A odes Storage Servers The files attached to each document are stored on an FIP server This server can be different for each job You define here a list of FTP servers When a new job is created you ll have to decide on which FTP servers will be stored the files for this job Vendom 1 4 Vendor and Engineering Document Management 3 11 Mail Servers companies J JO en General Configuratio ss pz A l gt atus Liet i 7 LETS LIS 3Ldida List Y 8 ELITE Mail Servers Server Name p Company Server MailServer SMTP ARA TA lt lt smtp gmail com SMTP es on You define here a list of mail servers
59. omments Click on Reject to say you don t agree with this document and save your comments If the action to do is C To comment only the Save Comments button will be available The document will then be declared as processed see below Document NumbDe ber of Documents 4 69 INOO 00 E 0414 001 amp Small Power Layout 00 530 Water 01 14 02 2009 AD 14022009 IN00 00 E 0415 001 amp Small Power Layout 00 530 Water 01 14 02 2009 AD 14022009 06 06 2010 Approved agree with this docu IN00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemic 01 14 02 2009 AD 14 02 2009 06 06 2010 Approved This is my comment IN0O 20 E 0426 001 620 ondensate Airoolers N able Rac 01 14 02 2009 AD 1402 2009 1005200 Vendom 6 1 Vendor and Engineering Document Management You have several ways to filter your to do list aAL OA OC OF LMNotPro A option will display only documents for approval Action A C option will display only documents For Comments Action C 1 option will display only documents For Information Action 1 Not processed if checked will show only the documents that were not processed OP OT Om Transmittal Documents STO CLIENT 0021 20 04 2010 Tra a rica Documents 4
60. oo A erien O G ea romanos AR AMO CSC A IE 0 i al pera MIRARFI I F FLENE rr Vendom 8 Vendor and Engineering Document Management This is the window where the user list for all jobs is configured You need to enter a User Id that has to be unique An error will be displayed if it isn t Then the user name password and mail address The user Id and password are needed to login into the program The Windows Login is used if the parameter UseWindowsLogin is set to TRUE If so this column should contain the Windows Login of the user The mail address is needed if this user is in the distribution list of a job and needs to receive transmittals with documents by mail The Global Admin checkbox means if checked that this user has complete access rights to this application Use the last row yellow row to enter a new user 3 4 Disciplines General Configuration General Configuration fo p as 7 ang ee ta cd cs i Companies JUbS 1 Users Disciplines REeWYISIONLIST Status LIST Discipline List ji i Enter here a general list of disciplines This list will be copied to each new job when it is created It can then be customized for each job You need to enter a discipline code and a description For each discipline you need to configure a least one Document Type Click on the sign at the left to open a child window as shown below Vendom 9 Vendor and Engineeri
61. played You can now click on the Document lay the attached files Is that this user received are available on this page y transmittals all documents for all transmittals are li Send Manually will only declare the transmittal as Distributed Select this option if the transmittal was sent by other means than the email send the paper documents by postal mail for ex Number of Trans mittals 1 SAA ALA ee E L B Transmittal Is Distributed Distribution Date Distribution Type 59 Vendor and Engineering Document Management 6 8 Process the transmittal If the user that receives the transmittal is required to do an ACTION A approve C Comment then he has to respond to the transmittal before the specified deadline He can do it in two ways Vendom 1 In the transmittal web page Document Number Doc Description Rev Rev Date Status Status Date Action Action Processed Response My Status My Comment Code Before Date 00 00 E 0414 001 amp Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 2009 2 A E 00 00 E 0415 001 amp Small Power Layout 00 530 Water Treatment 01 14 02 2009 AD 14 02 2009 2 IA a 00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Storage 01 14 02 2009 AD 14 02 2009 2 ao O 00 20 E 0426 001 a Pee db 0 14 02 2009 AD 14 02 2009 2 A ETT The Action Before Date column will be RED if you did not process the
62. r c Give this user Full control for the storage directory c ftp vendom d Go to Internet Information Services and create a FIP virtual directory called for ex Vendom that points to the storage directory c 1ftp_vendom Vendom Properties Ax Virtual Directory When connecting to this resource the content should come from O a share located on another computer FTP Site Directory Local Path C fp Vendom Read Log visits Vendom Vendor and Engineering Document Management 2 Get started 2 1 Run the program e From the Start Menu VENDOM e From the shortcut on the desktop es erw VENDOM The following window will be displayed Version 1 74 0 0 This window is intended to let you login logout to the application define general configuration users and security select a job and begin working with it Vendom 3 Vendor and Engineering Document Management 2 2 Login Logout VENDOM vendor ana engineermig DOcumernt a Tag rriory doccontrol Login as DOCCONTROL End Version 1 74 0 0 Enter your user ID or you name in the field User ID and then type your password To log in please click on Login or press Enter Click the Logout button to log out Click the End button to get out of the application The button Change Pass will always be visible Depending on your access rights if you are a GLOBAL ADMINISTRATO
63. s later in this document for more details 19 Vendom Vendor and Engineering Document Management 4 3 Job Revision List Job Configuration If you wish to control the revision format and order enter here the list When you then change one document revision the system will propose one from this list You can then select the proposed one or type something else It is a good practice to have a list like this to avoid having different types of revisions inside the same project ex some documents with revisions 00 01 other documents with A B others with A1 A2 It may also be a project request to name the revisions in a certain way so you can implement this here Vendom 2 0 Vendor and Engineering Document Management 4 4 Job Status list Job Configuration Configurationtorjob 123456 DOC as hr a nes 1 Revis AC heproved tor construcion 3 m een O O a P For Prowent B Ov oa o o o You can define here a list of statuses that can be used in the current project The list was copied to the current project when it was created You can modify the list to suit the project needs The scope is to have a definite list of statuses throughout the project Moreover inside a project a status is also linked to a progress model for the documents as we ll see later in this document Vendom 2 1 Vendor and Engineering Document Management 4 5 Job Transmittal Actions Job Configuration A
64. sion menu 5 9 Status Click on the small button in the Status column to display the Change Status dialog as shown below INO0 00 E 0414 001 amp Small Power Layout 00 530 Water Treat 14 02 2009 REM 2121 Ss le ee ee 1 PP 6 INO001E0423001 Cable Rack amp Tray Layout 601 hemical Sto 01 _ 14 02 20 620 ondensate Airoolers N able Rack 8 Tr O01 14102200 Pr A AS 620 Steam Boilers able Rack amp Tray layout 14 02 200 ci 620 Steam Boilers able Rack amp Tray layout 02 02 201 cli i O Ea INOO 20 E 0441 001 20 730 Raw Firewater Tank AO Status date 30 05 2010 w N00 20 0443 001 20 Fuel Gas Cable Rack amp Tray Layout ross 5 2005 20 Change Status NO0 30 0424 001 Cable Rack amp Tray Layout 30 Diesel Stora The system will propose the new status following the status list that you defined for the job if any Changing the Status can also change the Document Progress if the document type Is linked to a progress model see Progress Models in the J ob Configuration section of this document Click on Change Status to commit the change Vendom 4 3 Ol Ei e ES t Vendor and Engineering Document Management 5 10 Attach Remove files to documents One of the most important things in a document control system is to attach files to documents To do this click on the small button in the Doc
65. smittal 21 for comm Move the mouse over the Document and People List tab to open it 52 Vendom Vendor and Engineering Document Management Document and People List EE People List E E Job Contributors Ll INEU INTECO EUROPE All Revisions Hl INUS INTECO USA ta Document List r Number of Document 5 E 4 Job Disciplines a tl _ i Y CAD COMPUTER AID DESIGN O A INEU CAD 03 N00 00 E 0414 001 amp Small Power Layout 00 530 tH CAL CALCULATIONS Fal INEU CAD 03 INO0 01 E 0423 001 Cable Rack amp Tray Layout 601 tb AF CI IWILL a F DOC Project Internal Documents b E INEU 03 INO0 20 E 0426 001 620 ondensate Airoolers N abl The list will contains documents corresponding to your selections with regard to the Participants to project Discipline All Revisions Deliverables Only and also the filters written in the filter bar One important box is the Never sent TO on the lower left side of the window C Never sent TO _ CLIENT Client _ INTERNAL Internal If you check Client for ex the
66. string to be put in front of the transmittal number for transmittal FROM that you receive Transmittal FROM Suffix a string to be added at the end of the transmittal number for transmittal FROM that you receive Transmittal TO Prefix a string to be put in front of the transmittal number for transmittal TO that you send In this example if the transmittal number to CLIENT is 54 it will be printed as ME SCLIENT 54 Transmittal TO Suffix a string to be added at the end of the transmittal number for transmittal TO that you send Transmittal FROM TO Start Number normally first transmittal will have number 1 but you can specify here if you want it to begin at another number Vendom 2 3 Vendor and Engineering Document Management 4 6 2 Job Transmittal sheet Job Configuration Configuration for job 123456 DOCUMENT MANAGEMENT Companies Disciplines Y RevisionList X Status List Y Action Codes Maid Job Titles Users X Work Packages Progress Models Y File Types Data Description Destinations y Transmittal sheet Destination List CLIENT Client INTERNAL Internal TRANSMITTAL FROM TO Transmittal Number Transmittal Date 1 11 2 2 3 4 5 6 7 17 8 18 9 19 10 20 Please find enclosed thefollowing documents Item Document Number Rev Rev Date Document Description Item Document Number Rev Rev Date Docurr
67. the user login for the computer Vendom 1 6 Vendor and Engineering Document Management 4 Job Configuration 4 1 Job Contributors Job Configuration Configurationtorjob 123456 DOCUME NUS INTECO USA i Enter here the list of companies participating to this project These are companies that produce documents for the project You need at least one company here your own company To enter a new company use the last row yellow row To delete a company select the company line by clicking on the row header then hit Delete If a company has documents you cannot delete it 4 2 Job Disciplines and document types Job Configuration Configuration for job 123456 DOCUMENT MANAGEMENT as Aur A A Y SL SLI CODOS 4 4 LIO a i 7 a Reset FTP connection aad e Check Directories COMPUTER AID DESIGN yw wos i a i io m ma TE A A E 5 1 x BJE Create Directories ma x t T AT BENENNEN K E E EN E m E mi Vendom 1 7 Vendor and Engineering Document Management This is the list of disciplines for the project When the project is created this list is completed with the template disciplines or it is taken from another project depending on the choice you have made at the job creation Configuration From Template or From another job The list contains the following data Discipline code Discipline description Participate to progress if
68. ument Number cell then select Add file to document or Add Remove files in the menu as shown below INEU NOO 00 E 0414 001 amp Small Power Layout 00 530 Water Treat INEU oO CAD B amp Tray Layout 601 hemical Sto The first option will display a window to select the file and to attach it to the document Look in G e em Est 123456 import xls 5 MATSON XLS Ii A Acrobat_5DK_developer_faq pdf TA pdf open parameters pdf My Recent TA Acrobat_SDK_doc_map_web_only pdf TA SamplePDFO1 pdf Documents ES Acrobat_SDK_overview pdf iy Welcome dac T Acrobat_SDK_whats_new pdf TA WKE_Fiche pdf T AcroJSGuide pdf Es Air Companies xls 7A CoreAPlOverview pdf Bs CountryList xds distiller_api_reference pdf r Documents nl a Wt Gifinfo doc Hiac_developer_guide pdf ME Es Import xls E WI License doc a File name y My Network Files of type Doc Files doc pdf d8 Double click on the selected file or select it and click Open The selected file will be attached to the document It will be copied on the Storage server in a directory corresponding to the project and to the discipline Repeat the operation to add more files to the same document revision The second option displays a window showing all attached files for this revision of the document Vendom 44 Vendor and Engineering Document Management Document Files INOO E HB 0016 001 INOO E HB 0016
69. us etc On the left pane of this window there are two boxes containing The contributors list companies participating to the project The discipline list disciplines and doc types defined for this project The list may show more or less items depending on your access rights On the right side you have two panes Document list show the list of documents only the last revisions Extract files the list of documents last revision all revisions in this list you can select documents to be extracted from the system to a separate directory on the network including the attached files In the Document Number column a small button indicates if the document has attached files or not INEU O CAD B INO0 E 0063 001 CLASSIFICATION PLANS 70 INCINERATO IA INEU O CA B IN00 E 0067 004 CLASSIFICATION PLANS 000 MAINONTR INEU CAD 03 INOO E HB 0076 001 TRANSFORMER INTERCONNECTION BLO 02 INEU CAD 03 INOO E HB 0017 001 ELECTRICAL SWITCHGEARONTROL AND INEU CAD 03 INOO 00 E 0414 001 amp Small Power Layout 00 530 Water Treat INEU CAD 03 IN00 00 E 0415 001 amp Small Power Layout 00 530 Water Treat INEU CAD 03 IN00 01 E 0423 001 Cable Rack amp Tray Layout 601 hemical Sto INEU N00 20 0426 001 620 ondensate Airoolers N able Rack amp Tr mia Soe Ase See Green button this revision of the document has attached files Red button this revision of th
70. will be automatically at 70 Vendom 3 2 Vendor and Engineering Document Management 4 12 Job File Types Job Configuration A Navefles o OOO S E C You can define here a list of File Types that you use inside your project This list can be used to limit the user access by file type Ex give the users access only to PDF files and not to native NAT files Vendom 3 3 Vendor and Engineering Document Management 4 13 Job Data Description Job Configuration NewRevsinbate T SSS Sheets 00 700 000 a EN wna e E EN wa v E EN o Y E T E a a a User a O IS A A AAAAAAA eee EEE OO 0 ss 2 UE Several optional columns are at the user disposal and can be used in the project to store specific information Check the Visible cell if you want it to appear in the Document Register table In the Header cell type the meaning of this information it will appear in the column header Change the Position field if you want to change the position of this column in the Document Register 4 13 1 Optional data Values You can configure a list of possible values for the Userl Usr2 User3 User4 User5 optional data These values can then be used to limit user access to documents see Job Users earlier in this document Vendom 3 4 Vendor and Engineering Document Management To configure these values proceed as shown below Optional Data values Used
71. y Budget Diff ges Budget Diff e Budget Diff pa Budget Diff aa Budget Diff gar Bu PIP Piping 98 6 18839 57 929 18752 171 759 18001 45 714 17892 25 689 17766 28 661 16 QUA Guay Assurance AA 85 9 1 088 27 83 2 1088 1 82 2 1098 02 82 1098 13 80 7 1053 0 1 80 8 PRO Process 99 9 4 892 29 97 4 983 09 96 4 884 0 1 96 4873 0 96 4812 1 95 1 4 TEL Telecommunications 99 3 900 75 N8 800 27 891 766 53 839 700 83 9 700 06 832 i MAT Materials amp corrosion 100 300 100 300 100 300 100 300 100 300 13 3 867 MISC Miscellaneous TOTAL JOB 98 44 78742 103 88 41 75 604 7 84 1 71613 47 794 70840 47 773 67961 18 76 64 67 Vendom Vendor and Engineering Document Management 9 3 2 Progress by work package Current 18 08 2011 19 01 2007 18 11 2006 20 10 2006 20 09 2 Work Package Description Progress Budget Progress Budget ae Progress Budget ie Progress am Progress ae WP1 Work Package 1 93 4 78 082 10 3 88 1 75604 7 81 1 71613 1 7 79 4 70 340 17 717 8 67 WP2 Work Package 2 100 660 11 9 88 1 75604 7 81 1 71613 17 79 4 70 840 17 77 8 67 TOTAL JOB 98 44 78 742 10 3 88 1 151 208 7 81 1 143 227 4 7 79 4 141 679 17 77 8 135 10 Log FTP Events You can follow the FTP events by checking the Log FTP Events box see below Doc Register WorkF low Doc Progress Job Conf WE Reports Ml Log FTP events E Tracking The log file will be created in the TEMP directory usually

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