4.8 Open Document Register (04510m)

This application provides access to all Open Office documents created in Muli by the various application such as Order & Subcontract Writing; Progress Claims; etc.

It also may be used to create general documents, such as Memo, Spreadsheets, etc.

You need to clearly understand:-

1. If the key input data is changing, then you need to create a new Amended document.
2. If you wish to change the variable text of the document, then you can open the original document and change same.
3. Only Subcontracts and Site Notices have a Questions facility to streamline processing.

Muli stores all Open documents on a project basis to provide a logical filing location.

Additional new documents are created using [7.12] Site Notice Creation.

Muli use Open Office for all documents created to be sent out to external organisations and people.

All "Open Office" documents are created using a template that includes a number of fields that are substituted from the calling application or an extended Template Questions process, thus enabling the majority of documents to be created by default without the need to actually open" Open Office" word processing.

Users will note that the external Documents Template has been developed with only limited opportunity for end Users to make adjustments, thus ensuring company standards are maintained.  Muli Users are able to adjust/create new templates that reflect the required Look/Feel/Wording.

While the overall layout of [4.9] and [7.12] are similar, their functionality varies greatly to ensure desired processes are achieved.

• [4.9]Open Document Revision is used to edit or modify an existing document
• [7.12] Creates a new document

There are two methods of tracking the changes that occur in a document.

1. Document Change Counter : Generally Muli set the documetn change counter maintained by Open Office to '1' at the creation of the new document.  Then each time the document is accessed, the change counter is increased by '1'.  Thus all original documents will show "(1)" after the W document number on the page footer on all printed documents.  Each access to a document is recorded in the TRANLOG.

2. Document Amendment Control : All documents are created as revision '-a'.  This revision may be changed by two methods:

   • Revision '-b' would occur because a User said they wished to create a "new document" keeping the existing document as revision -a and new replacement document as -b, etc (-z, aa, a3, b3).  This will enable one '720' individual revised document for a particular W document number.
   • A second concept is to formalise a revision by changing a lower-case revision to upper case, which says this is an approved document and no further changes are allowed, except by creating a new document of a new alpha number.

1. Open Document No
2. File Type 441
3. Project/Order  
4. Allocation   
5. Order  
6. To Whom  
7. Attention - Free format input F3 displays Associate if in Orgs or RPC
8. Address Type - Postal/Courier, Define for Document Questions 21-25
9. Email - Only required if email address chosen. Default from Who.
10. Sent Group 660 
11. Template ID - User needs to choose a template for the chosen document.

12. Template Questions  Y/N displayed - Where a document has many alternatives to be answered or answered in a specific way, then the use of the Template Questions provides an ideal way of expeditiously creating a complying document.  In may documents, the company has a standard way, many contract documents are defined and these elements may only sometimes be displayed.

    The template questions are made up of:

    • Question
    • Default Answer
    • Notes on how/why/background to answering the questions
13. Subject - What is the document about.  May not be used in document but should default Template Definition.
14. Their Reference -  If you are responding to a document or request, you should quote the Receivers Document Reference.
15. Document Date - Default to today's date.
16. Signature Block
17. How Sent 666 - Postal, Hand, Courier, Fax, Email
18. Account Process Point 230  (Default from Project)
19. Element
20. Stage
21. Address (1st line) - Questions 14-19 are ony used if the Address Type is indicates that it is not an External Organisation or Responsible Person.
22. Address (2nd line)
23. Town
24. State
25. Postcode
26. Country Code 222
27. Responses Required by Date
28. Status 664
29. Priority  495
30. Note 602 Revision
31. Edit Existing Document - No new document.This will only increase the "Document Change No." (unless the process is completed by field 31 Formal Version)
32. New Revision of Existing Document (Lower) - Existing document as start.  Existing document retained as is.
33. Release Revision of Existing Document (Upper) - Start the document creation process again from the beginning using a new template, questions, etc.
34. View/Reprint - Allows access to existing document to print or start a new document if option chosen.