keywords

Submitted by pwest on Thu, 07/18/2019 - 18:04

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TechDoc Document Manager Questions

Is it possible to add a keyword just for a particular generation? I would like to be able to create a baseline of documents that takes a "snapshot" like for a 45% review, but then I would want to do it at 90% too. This way you could capture the configuration of a system.

Comments

Joey Prevo's picture

Joey Prevo

Fri, 07/19/2019 - 11:30

Keywords are only available for use at the document level, not down on the generation level.

Could you further explain this need a little more? I'm not sure what you mean by snapshot of a configuration of a system or what you mean by 45% and 90% review.

Joe Prevo's picture

Joe Prevo

Fri, 07/19/2019 - 13:08

I've been involved in a few of the reviews and am familiar with percent reviewed process at NASA.

Keywords on generations would be very versatile but would also be very difficult to implement and be understood correctly. At one point, we were considering putting keywords on the generation level too and had several user group meetings about it and it did not go well. Everyone seemed to expect the keywords to work a different way. Just a few examples of the disagreements: Should gen keywords be considered part of a doc's keywords when searching (Yes and No); Should doc keywords be considered part of a gen's keywords when searching (Yes and No); What does it mean if the document has a keyword with one value and a gen of its has the same or similar keyword with the opposite value (no one agreed on this one!), etc.

However, we have already been asked to consider adding a description field on the generation like on folders so that you could describe the purpose of this specific generation, such as why the new generation was needed or what it still needs before it will be acceptable. This sounds like it could fit your request nicely. What are your thoughts?

pwest

Fri, 07/19/2019 - 18:27

What I could do is just track the gen number for the review for all of the documents, so add 45 % review keyword, then update at 90%, but have the list of documents and what gen they were at when the review was held. I was just trying to think of options also I could run a report with the link for customers to review. They can use SharePoint, but of course as soon as the document is updated you lost your snapshot. Was trying to see if I could do it in TechDoc. I still think it is a good idea to put all the documents even though they won't be released in TechDoc at the reviews you still captured the documents at review time. People just think of using TechDoc for final release and don't realize it is for reviews too.

pwest

Wed, 07/31/2019 - 15:47

I could release documents as 45%, but would rather not go that way. Tried creating a "Project" and adding the documents to be reviewed, but can't create a share or run a report that I could send out for review with links from what I see. My goal is to have something that I can send out for review in a format with links for users to review the documents and also be able to keep my "snapshot" of the configuration at the time of the review.

Joe Prevo's picture

Joe Prevo

Thu, 08/01/2019 - 14:51

We'll talk to you off-line because we need to gather more into to try to understand your exact needs. I'm not sure if project could be extended to add the ability that you are looking for, or if there needs to be changes to review to support multiple documents in one review, or something else completely new to meet your requirements...