Create Document#

Document.Create

Overview#

This operation is used to create a Document that can be used as a source of information within any defined context.

Setup#

No specific setup is required other than to meet the precondition of the transaction.

Preconditions#

• The Document name must be unique.

Sequence of Steps#

There are several ways to create a new versioned object. Depending on the level, follow these steps to get started:

• Entity - In the landing page of this entity type in the Business Data menu or in the details page of an existing entity of the same type, select New on the top ribbon. For more information, see Creating Entity Objects.
• Revision - If you want to create a new revision, go to the New dropdown button on the top ribbon and select Revision. For more information, see Revisions.
• Version - If you want to create a version associated to an existing revision, go to the New dropdown button on the top ribbon and select Version. For more information, see Versions.

Step 1: Change Set#

1. Select an existing Change Set or select Create to create a new Change Set. If configured to support implicit Change Sets, it is also possible to select the option Use Automatic Change Set.
2. Optionally, select an Approval Role.

Step 2: General Data#

1. Enter a unique name for your document.
2. If you are creating a new version, the revision that was selected when you started the process will be the revision to which this version will be associated. If you are creating a new entity or revision (with a new version associated to it), provide a name for the revision or it will be automatically generated for you. For more information, see Revisions.
3. Optionally, enter a description.
4. Select the Document type. The list of possible values is taken from the DocumentType Lookup Table.
5. Select whether the source of the Document is internal or external. If it is internal, select the Browse button to search for the desired Document file. If it is an external link, specify the URL of the external Document.

6. Optionally, enter a change description for the Document.

   Warning

   Opening Documents that refer to external URLs using non-HTTP links is not supported in the GUI.

7. Select a folder where the Document will be located.

   Info

   Folders can be managed from the Documents page.

8. Optionally, select an Owner Role. If an Owner Role is defined, only users that belong to this role are able to make modifications to all the versions of the Document.

9. Optionally, select a group for the Document. The list of possible values is taken from the DocumentGroup Lookup Table. A group is used to logically group documents and to facilitate the association between a set of documents and a Material or Resource context.
10. Optionally, override the author. By default it takes the current user name.
11. Optionally, override the creation date. By default it takes the current date and time.
12. Optionally, enter keywords for the Document. These may be useful for search purposes later on.
13. Optionally, enter a distribution list (emails separated by a semi-colon (;)) for a new version. If a distribution list is defined in this case, whenever a new version is created, an email is sent to this distribution list.
14. Optionally, enter a distribution list (emails separated by a semi-colon (;)) for a new effective version. If a distribution list is defined in this case, whenever a new version is set effective, an email is sent to this distribution list.
15. Specify whether an explicit signature is required when the user is marking a Document version as read and understood.
16. If the Document is set to require a signature for read and understood, define the expiration time (in days) for the read and understand action. If the Document was previously set as read and understood, it will need to be signed again after the defined number of days.
17. Select Create to complete the operation and the new Document will be created.