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Blog post - 2022. 07. 28

Extended ECM for Engineering Cloud Edition

With the new version of Extended ECM (xECM) for Engineering Cloud Edition (CE) the users have been introduced to many new features. Furthermore, the software has become much more user-friendly and easily accessible as a cloud solution. This is key to the user base that operates primarily in the Oil & Gas and Manufacturing industry.

In this blog we go over the simpler features that you as a user need to know. This includes Revision Control – how to configure the system; Controlled vs. Non-Controlled Documents; and Master Workspace vs. Project Workspace – what is the Master Workspace and what is the project workspace.

Revision Control

Revision Control definitions characterize the allowed revision statuses and behavior, revision numbering schemes, and concurrency across projects for controlled documents in a business workspace.

A Document Type or Classification can be associated with one or more controlled documents and Revision Controls.

A combination of Master Document Workspace template and Document Type determines the Revision Control applicable to a Controlled Document.

How to configure Revision Control

In the following screenshots we demonstrate the steps of how to configure Revision Control.

Step 1: Go to Template Revision Control

 

Step 2: Create Revision Statuses as per the requirement.

 

Step 3: Create Revision Number in “Revision Schemes” section.

 

Step 4: Attach Master Document Workspace in “Workspace Templates”

Controlled vs. Non-Controlled Documents

The term “Controlled Document” is used to describe a document that is likely to be revised, reviewed, and released several times during its life cycle.

A typical example of a controlled document is an engineering drawing. It is common for engineering drawings to be revised several times during the design and construction phase. Other common controlled documents are specifications, procedures, forms, price lists etc.

When a controlled document is revised, it supersedes the previous version. Making sure that you always have the most recent updated document right at hand.

Non-Controlled (or non-revision) documents are documents that do not need lifecycles or revision management.

These documents may go through editing and review cycles, until they are final, but once final they will no longer be modified (i.e., Statement of Works, Change Orders, Purchase Orders, etc.)

Master Document vs. Project Document Workspace

Master Document Workspace is a business workspace that contains the master version of the controlled documents. This Master version is the most current, approved version of the Controlled document. To update this approved version, we have to sign out the controlled document to Project workspace.

Project workspace is a business workspace that contains a signed-out revision of a master document that we can update. When we finish updating and approving the document in the project workspace, we can sign-in the document to the Master Document workspace. Your revision becomes the most current version of the master document in the Master Document workspace.