General Document Fields

The general, or common document properties which are not specific to any document type are listed below.

Legend:

• Indicates mandatory fields
  

• Indicates data automatically filled in by TIMS

Field Name	Description	Maximum Characters
Document ID*	The unique number identifying the document	30
Rev No	The characters indicating the revision of the document	2
Type*	This indicated the type of document described in this record. The available document types are predefined by your system administrator.	long
Description*	The document title or description. This is a long text field that can be divided into multiple lines by pressing "Ctrl-Enter" at the end of each line.	255
Project Name*	This indicates the name of the project that this document belongs to. When you are reviewing document records, this field is automatically filled in. If you have the rights, changing the project name of a document will cause the associated file to move from the old project location to the updated project location on the server	16
Company	This is the company associated with the project name as listed above. This field is automatically filled when you review drawing records. This field cannot be changed on this form.	56
File Name*	This is the name of the file associated with the document record. If you have the correct privileges, and if the file has not been checked out, when you change this field, the associated file will be renamed on the server.	64
Extn*	This field reflects the file type and the application that is used to edit the file. It is used as the filename extension on the Windows NT file system.	32
Size	This field is automatically updated by the system at intervals determined by your system administrator to show the size of the file in kbytes.	long
Status	The status field reflects the current status of the document and can be used to indicate the stage within a work-flow process. The list of status descriptors are defined by the system administrator.	10
Modified By	This is the name of the user that last modified the document. The user may have modified the document record information, or may have modified the document file.	16
Date	This reflects the date of the last modification to the record or file.	date
Comments	This is a general purpose field for storing additional comments. Note that this field should not be used to store the document description or title.	255
Ref No	This is a general purpose field for capturing any number or code associated with the document	9
Manhours	This field is manually updated to reflect how many hours have been used editing the document	2
% Complete	This is manually updated to indicate the degree of completion of the document	8
TBA	This flag is provided for you to tag a number of document records for subsequent group processing later (for example, to request files to be archived)	On/Off
Archived	The system administrator can set this flag to indicate that the file has been archived.	On/Off
Locked	A privileged user can set this flag to prevent other users from modifying the document record.	On/Off
Manual	Flag to indicate manual (i.e. paper/hard-copy) drawings. Setting this field will disable the file name and extension fields	On/Off
Owner	This shows the owner of the document i.e. the user that initially created the document record and associated file.	32
Group/Dept	This indicated the Windows NT security group / department that the owner of the document belongs to	32

The details tab of the document window will display a specific form dependent on the document type indicated on the main document form. The three document type detail forms (for graphics, spreadsheets, and word-processing documents) are described below.