The collaboration module consists of a set of tool which makes it more easy to collaborate and work across of the standard workflow in the ERP system.
Business contacts created and maintained.
Files stored in correct locations.
Correspondence and messaging performed efficiently.
Quality issues reported and solved.
Communication is the key to any business process, and facilitating easy and effective communication can increase productivity and decrease waste. All businesses have certain contacts connected to customers and suppliers, which need to be registered and maintained. Internal communication may be as important as external communication, and facilitating this communication flow will ensure a high level of efficiency across teams and employees. A part of the communication process is the sharing of files, with the traceability and organization to avoid confusion and extra work. Files need to be available to the employee at any given time, and restricted for the employees who do not need the access to perform their work duties. The last, but one of the most important methods of communication is the support system in place. This enables the company's service desk to have conversations with customers who are experiencing problems using the product, and resolve the issue in a timely manner.
Create a new contact - New contacts needs to be registered with the necessary details for a successful business relationship.
Maintain contact details -The details on every business contact needs to be maintained and updated on a regular basis.
File storage setup - Files are stored in the system and can be accessed based on the employees access level.
Quality issues resolved - Issues are reported using a service desk application and are effectively handled by the service desk personnel.
A contact is a person or company registered in the system. It is also used by the system to hold information about potential customers when they registers on the web. All contacts have different terms and preferences, all of which must be maintained and updated.
A new contact is registered.
The contacts contact information are maintained.
Contact relations are closed.
Contacts are registered with all necessary information in RamBase. As many people change job titles, responsibilities and contact information several times during their career, it is important to maintain this information. In addition to this information, it is possible to set ownership on a contact, where the owner is the contacts parent company. This function is used for webshops to register potential customers who create a customer profile before purchasing. This contact profile can then be used to keep in touch with the customer and advertising.
Register a new contact - A new employee or new business associate is registered as a contact.
Maintain and update the contacts - Update information and similar for the contact.
Set ownership - Set the owner of a contact, which is normally the company the contacts works for.
Contact persons connected to a customer or supplier is usually added or created from the Customer (CUS) application or the Supplier (SUP) application. Management of customer contact persons also involves the process of maintaining information regarding contacts.
Prior to connecting a contact person to a customer or supplier you have to add this contact the person to the system. When the contact person is to be connected to a customer/supplier, he or she will then be available for selection.
Different addresses for the customer can be created and maintained from the customer register. RamBase differs between shipping addresses, documentation addresses, and office/visit addresses. Several, for instance, shipping addresses can be set for a single customer.
A contact (CNT) is a document which is normally created by RamBase users to store contact information about a person or company. CNT is also used by the system to hold information about potential customers when they registers on the web. All contacts need to be defined by the owner, which can be customers, suppliers or companies.
A contact person may be some person who is a contact person in the traditional sense at a customer or supplier registered in the database.
To open the Contacts (CNT) application, find Collaboration in the RamBase menu and then Contact management. Click Contacts to enter the CNT application.
Details area:
First name - This field requires the contacts first name.
Last name - This field requires the contacts last name.
Job title - This field requires the contacts job title (i.e. Developer).
Preferred Language - This field enables the user to change which language he/she prefers.
Category - This field requires the name of the department the contact is working in.
Privacy area - The privacy area displays a set of preferences for the contact in regards to receipt of mail, such as newsletters, deals etc. Use this area to handle personal related data about the contact responsibly, to make sure it is within the scope of the General Data Protection Regulation (GDPR).
Emails, Phones and Addresses areas - These areas displays all the methods of communicating with the contact. Here you may find and add email addresses, telephone numbers and business addresses.
Custom fields area: Displays all custom fields added via the Custom fields (CUSTOMFIELDS) application.
Admittance - The Admittance popup displays what admittance the contact has to external programs.
Referenced by - The Referenced by popup lists all the elements in RamBase this contact is connected to.
A contact can be connected to a customer(s) (CUS) and/or supplier(s) (SUP) and/or a person (PER), where information regarding document handling and other detailed information can be inspected and edited. This related CUS document can be found and accessed from the Referenced By popup in the CNT document.
Select relevant Customer (CUS), Supplier (SUP) or Personnel (PER).
To open the Customers (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.
Highlight the relevant CUS and click the Contacts tab.
Click the Select contact button and use the Contact field in the popup to search for the specific Contact (CNT). A list of contact persons appears in the popup.
Click on the specific contact person from the list and click the OK button to add the person to the customer.
It is possible to add a contact person (CNT) to several different customers (CUS) and suppliers (SUP).
Select relevant Customer (CUS) / Supplier (SUP) / Personnel (PER).
To open the Customers (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.
Highlight the specific CUS and click the Contacts tab.
Click the Create contact button.
In the popup which appears, enter all relevant information needed for this specific contact, such as name, title, email and phone.
If the contact person you are looking for is not listed in the popup, you need to add it to the system in order to connect it to a customer, supplier or personnel.
Click the OK button to register the new Contact (CNT) to the selected CUS.
The main goal of file storage is to be able to keep track of all paper-based information that are crucial to your business processes.
File attachments are handled.
File manager is used efficiently.
Office plugin is installed and operational.
Information control is one of the biggest challenges for a company, especially after reaching a certain size. Many companies use third-party solutions, which in many cases reduce efficiency as the employees have to change between several systems to perform their tasks. RamBase has an internal file storage system which connects the files to their related documents or customers, ensuring they are always available for the specific employee who is working with the document or customer. This file system is also integrated with Microsoft Office Word, allowing files to be saved and accessed directly from RamBase.
Handling file attachments - How to use and save file attachments.
Using File Manager - Using RamBase file manager to keep track of your files and ensuring traceability.
Installing Office plugin - How to install the RamBase Office Manager plugin and using it.
Setting name | Description |
Archives and documents in File Collection | Value in this setting should be the archives/documents that could be collected for 'File Collection' in Filemanager. The files are filtered in folders by the the file type chosen during upload. The folder will inherit the file type name and contain all files in this category. |
Use File Manager | If this setting is "ON" - File Manager in RamBase can be used. For more information: https://help.rambase.net - Filemanager |
Data is exported from RamBase in the form of a spreadsheet with comma separated values (CSV).
The action menu option Make CSV file: XXX is available in many applications in RamBase where CSV file export is expected.
Press F12 to open the action menu and choose the option called Make CSV file: XXX.
This will create an email, sent to the registered email address given in the Personnel archive, with the CSV file.
NOTE: Your spreadsheet application may sometimes open a CSV file as a normal spreadsheet, which can manipulate the content (reading numbers as dates etc.). The best way to open the file is to first save it locally on your harddrive, open your spreadsheet application and use the Import CSV file function extant in most spreadsheet applications.
Attachments such as drawings, terms, contracts, certificates and deviation forms are in many situations desired by the customer. This means that these documents need to be available and able to be included in a sales order if desired.
There are several methods of connecting attachments to a sales order. The criteria is that the files need to be included directly on the Sales Order (COA), or they need to be included on a connected article or Goods Reception (SSA). RamBase does not support connections to files outside of the system.
To upload files to a COA you can easily drag and drop the desired in the Files area while in the COA, article or other documents. An alternative is to open the File Manager in the toolbar when you are in the document. In the File Manager you can upload files directly to the specific document.
Information and remarks can also be added to a COA, whether information meant for internal or external use. Internal information will only show in RamBase while external information will be available for print and/or mail.
To add internal information on the COA you can click the button Add a message, where you may enter information.
To add internal information on a COA item line, in the Notes folder, click the button Add a message, where you may enter information.
To add external information on the COA, enter information in the Note field.
RamBase Office Add-in is an extension of RamBase where the user may archive emails from Microsoft Outlook and documents from Microsoft Word in RamBase. These emails and documents will be traceable and accessible for other users, depending on admission level.
Close all Microsoft Office products (Outlook, Word, Excel, etc.).
Navigate to the link https://officeaddin.rambase.net/officeaddinpublisher/ and download the program.
Click Install in the popup.
Follow the installation steps to the end. When you are finished, open Outlook, and you will see the Archive Mail icon in the top menu.
The first time you use it you need to log in with your RamBase credentials.
The RamBase Outlook Add-in supports transport of emails directly from Outlook (web, desktop or mobile application) to RamBase documents/applications with the following functionality and corresponding options:
Consolidate and share emails and attachments to RamBase for documentation purposes: Archive mail. (This option attaches the email to the selected RamBase entity.)
Create and assign a task: Create task. (This option creates a task in the Task (TASK) application and attaches the email to the task's File Manager or inserts the email content in the task’s description, if opted for. More information about the Task (TASK) application is available here.)
Create new business opportunities in RamBase: New Opportunity. (This option creates an Opportunity (OPP) in RamBase and attaches the email to the opportunity's File Manager. More information about opportunities is available here.)
Outlook version support
The RamBase Outlook Add-in supports all stable Outlook versions.
Currently there is an issue where the RamBase Outlook Add-in will not load for users who have activated the Try new version button.
Within the Outlook application, click on the File tab to the upper left, then select the Manage Add-ins button. This will redirect the user to the Add-ins for Outlook popup on outlook web.
In the Search add-ins field at the upper right corner, search for and select RamBase.
In the popup that appears, click on the Add button. The RamBase Outlook Add-in is now installed and available under the My add-ins option in the left hand menu, under the Store Add-ins sub-header.
Go to the Outlook desktop application and select an email in the Home tab. When an email is selected, the RamBase Add-in should be visible on the ribbon. If it is not there, close and reopen the application.
Click on the RamBase Add-in icon. This will make the RamBase login page appear to the right in the workspace. Click on the Pin icon in the upper right corner of the pane to pin the RamBase Add-in to the workspace.
To access RamBase, follow the standard procedure: Input your username and password, then proceed by clicking the Sign in button. Alternatively, click the Sign in with Microsoft button and proceed from there.
When an email is transferred to RamBase, it works in the following way:
Archive mail - The email and any attachments are accessible within the entity's File Manager.
Create task - The body of the e-mail appears in the Description field of the task. However, neither the email nor any attachments are transferred to RamBase.
New Opportunity - The email is accessible in the opportunity's File Manager, but attachments are not transferred to RamBase.
RamBase is built around the concept of documents that flow from one business process to another. For example, a request for a quote is forwarded to a quote, and then to an order and shipping advice. These processes create documents, and you can upload files as attachments to these documents.
Use the File manager (FILEMANAGER) application to manage files and link them to documents in RamBase. Select the 
icon in the upper right corner in RamBase and select Filemanager. You can also click the F9 key from any application to open the File manager application.
There are three important Company settings (CSV) to know about:
Related content for PWO - If this setting is ON, LCMs are listed as related objects for Production work order (PWO), and materials are listed under each LCM. If the setting is OF, materials will be listed directly under the PWO.
Automatically create file collection folder in File Manager - Automatically create new File Collection folder in File Manager for CSA after serial numbers from SSA has been added. Requires complete shipment. To use this setting, the SerialNumber automatically copied from Goods Reception (SSA) setting must be set to ON.
The Objects tab: This is available if you enter the file manager from a document. Highlight a document and click on the 
icon to create a folder:
File collection - Gather all files from production orders, units, materials etc. of all file types and on all levels. Top level being the selected one.
Material certificates - Gather all material certificate files from the current level and all sub levels.
Measure reports - Gathers all measure reports from this level and all sub levels.
Working folder - A working folder is the type of folder that is open. Users can add or remove files at any time. The system does not have any knowledge of the files in it. Use this type of folder to gather files that is not covered by any of the system type folders, or to temporarily store files for later reference.
Use the Related content area to find files related to the selected item easier.
The Library tab: The folders under My library are your personal folders. The folders under Company are the common folders in your company. The folder under Corporate contains company-specific files that are shared between companies in larger businesses.
The Files tab: All the files in the system is visible here. It is also possible to see your uploaded files, drafts and revisions in this tab.
Use the Search field to the right to filter your search.
Use the File manager to upload, archive, read, edit and download files. The colored vertical bars to the right of the document indicates the status of the document. The user that uploads the file has the ability to delete it, the Delete file button will then be available.
To link a file to a document, drag any file to the document from File Explorer in Windows. You can now find the file using File manager. You can also link the files to other folders and RamBase documents using the File manager application.
Select the Upload files button in the file manager to upload files to the file manager application and link them to your documents.
Highlight a document in the Objects tab and click on the
icon and select Working folder to create a working folder in the file tree. You can maintain a static copy of files from various processes and also upload files to your working folders.You can drag files into other folders from the working folder.
To link several files into other folders, select the applicable checkboxes at the left side of file icons. Drag the selected files into the necessary folder.
When you select the checkbox to the left of the file, the Download button appears. Select Download to download the selected files. If you download more than one file, the download is a Zip file.
Click on the Preview popup icon next to the status or click on the 
button to preview the file. When you click on the button you get two more preview options. Click on the magnifier icon to preview actual size of the file or click on the arrow icon to open the file in a new tab.
Only known file types with text content or PDF can be previewed. Files with their own formats, such as office cannot be previewed.
Select Check out to download a file for editing. All versions of the file are available for download.
When you check out a file, it has the status 1. This informs other users that the file is not the official version. When you check out a file, the following options are available:
Delete draft - Use this option to delete the draft version and revert to the original version.
Check in - Use this option to check in the new version, with your edit.
Upload draft - Use this option to upload a new draft of the document.
Check out restriction
Checking out a file to upload a new version, is now limited to the person who uploaded the file or to the ones that have the Permission (PRM), "ElevatedFilePermission".
The tabs in the Preview pane give information about the file you are previewing. It is possible to change the properties of a file, such as name, subject, search terms and version description in these tabs.
The Details tab gives information about the file type and it possible to change it. Add tags in the Search tag field, the tags added in this field can be used in the Search field to find that file. Add a description in the Description field.
In the Versions tab, you can choose a different version of the file and view the date and time it was updated. You can change the filename and the change description. The uploader is displayed here and the file size. Select Download to download the file.
In the Permissions tab, you can specify which Users and Roles that will have access to the file. Select if the user is allowed to change or read the file with the checkboxes. Read gives the user access to preview and download the file. Write gives access to upload a new version of the file. Detach gives access to link and delink the file to other objects. If any users or roles are added, they are the only users who can see this file. It is visible to everybody by default. The creator is always added if any permissions are given.
Elevated file permission
The "ElevatedFilePermission" voids a files individual Permissions (PRM) . Anyone with this elevated permission can read/write/delete links despite the file permission limitations on files.
In the Attached to tab, you can see where the file is visible in the system. It is also possible to unlink the file from the specified document by deselecting the checkbox.
Deleting a files Attached to link is limited to the the Permission (PRM) , "UpdateFile". This is the lowest level of permission a user can have to use FileManager and do updates on files.
The File share solution enables a RamBase user to share files in RamBase with an external user by providing a link on email or any other media.
The link will take the external user to our site where that person will get a page listing the shared files. These files can be previewed and downloaded.
Prepare and find the files you want to share with external people in the File manager (FILEMANAGER) application.
Enter the FILEMANAGER application. You can read more about the application here: File manager (FILEMANAGERAPI)
Create a Working folder.
Drag the files you want to share into to the Working folder.
Click the Share icon next to the Working folder. All files in this folder will now be available at the file share site for anyone who has the link.
To create the link, click on the Create new share button.
Write a comment/subject in the Comment field. This will appear as subject for the email and/or as a title for the shared file package. This will typically contain product name or the customers/suppliers order number.
Set an expire time in the Expire Date field. The link will expire at the set time and the link will stop working.
Click on the Send Email icon to open a new email, or click on the Copy Link icon to copy the link.
Send the link to the external user(s)
The Delete icon will immediately expire the link so it becomes unavailable.
A file type can be described as a template that is applied to uploaded files.
Each company may create their own file types, customized to the needs of the company. The File types (FIT) application is where the file types are created and managed. The application has a range of options to customize a file type to different needs.
The File types area on the left side of the application offers an overview of previously added file types, presenting them in a grid format. It is also where new file types are created.
To create a new file type, click on the Create file type button in the lower-left corner. Then add a name and category for the file type, and click the Create button. The newly added file type will now appear in the File types area, ready for further details to be added in the File type details area to the right.
It is possible to customize the File types area by adding columns, as well as applying filters and sorting options. More information about filtering functionality in RamBase can be found here.
The File details area is where the content of the file type is managed, including properties, internal file name pattern, permissions, requirements and approval setup.
Note
Tip: Use mouse-over (and click) to see a description of each field/checkbox in the application.
There are multiple options to customize the properties of file types, by checking whether the file:
Is system generated
Is externally owned
Allow new versions
Is externally approved
Is shareable
Requires operator certificate
This is used to set standard internal filename patterns for uploaded files. For instance, it enables adding 'SalesorderId' at the beginning of the internal name for every file uploaded to a 'SalesOrder'.
As the name suggests, the internal name does not overwrite the name of uploaded files.
Use permissions to determine access for reading, writing, and detaching files. This can be achieved by granting permissions directly to a user or, more commonly, to a role. By default, users/roles are granted all permissions, requiring relevant checkboxes to be unchecked for customization.
If the Read checkbox is checked, the user/role will have permission to view the file.
If the Write checkbox is checked, the user/role will have permission to edit the file.
If the Detach checkbox is checked, the user/role will have permission to detach the file from the entity it is uploaded to.
If none of the checkboxes are checked, the file will be available to all users and roles.
The Approval setup tab has three subtabs in which users set up approvals for file types:
Approval - It is possible to require different types of approval, and the setup for these is managed in the Approval configuration (APC) application:
Internal approval
External approval
Document controller approval
Metadata- Add metadata to be used during approval to ensure easy access to context and key information.
Checklist - Add a checklist to be used for approval. This could be a general checklist for all customers/suppliers, or a customized checklist per customer/supplier.
Note
If the name of a file type is changed, the file type name of already uploaded files will be updated accordingly.
Correspondence is messages received from and sent to customer and suppliers, and of highest importance to the company.
Sending and receiving internal messages.
Sending and receiving screenshot messages.
Using the integrated MS-Outlook plugin to handle e-mail messages.
Managing the correspondence received and sent from the company is the key to successful customer and supplier relations, but the task of controlling this can be challenging with multiple customers and suppliers. RamBase has several different methods of communication, in several specific areas. The users can send internal messages to their colleagues directly in the system, including screenshots of documents they are working on, effectively explaining issues or asking for opinions and approvals. RamBase is also integrated with Microsoft Outlook where attachments and messages are saved within the system.
Internal messages - Sending and receiving messages from colleagues internally in the company.
Screenshot messages - Sending screenshots of documents using the internal message system in RamBase.
Microsoft Office integration - Integrating between Microsoft Office and RamBase.
Internal Message Service (IMS) is used to send messages between RamBase users.
The Inbox folders shows all your received Internal Messages, and the Sent folder shows all messages sent. You may filter the results using the radio buttons.
To send an Internal message you need to enter the IMS application. To open the IMS application, find Collaboration in the RamBase menu and then Notes and messages. Click Messages to enter the IMS application or by pressing F8 anywhere in RamBase.
Click the Create new message icon to open the message popup.
Enter the recipient.
Enter the subject in the Subject field.
Click the Participants folder to add recipients, either persons or groups and click Send.
If you want to send the link on email rather than an internal message:
Press F12 to open the action menu and choose the Send Link by e-mail option.
This will open your default email client and add the link in the message, and the document ID as the subject.
Send the email.
To attach files to an email, you will first need to upload them into RamBase. You can do this either using File Manager or using the Context menu option Notes and attachments, and then using the Upload button.
Assuming all documents are uploaded, either on the COA or on connected articles or other transaction documents, you have the option of controlling which documents to follow the COA. Choose the Context menu option Select attachments for email..., which opens a popup where you may select the desired documents. Click Update after you have made the selection.
The task applications are collaboration tools used to follow up on tasks and task processes in RamBase.
The Task (TASK) application is used to create, organize and manage tasks.
The application is found via the RamBase menu: Click Collaboration, Task and finally Task to access it. Alternatively, it is accessible via the Program field: type TASK and press the ENTER key.
The Tasks area to the left in the application is where it is possible to get an overview of tasks, in contrast to the Task details area, which specifies details for a specific task.
The view may be changed according to the user's preference by clicking on List view next to the Column settings icon., and selecting the preferred view.
List view: This is the default view, which presents the tasks in a grid. In order to change the status of a task, click on the Status icon of the task and select the new status (To do, In progress or Done). It is possible to add hidden columns in this view by clicking Column settings, selecting Columns and selecting the preferred column option. In addition, it is possible to Export to Excel, Reset to default view and Include custom fields via Column settings. Use drag-and-drop to change the order the columns in the List view.
Board view: This view makes it easy to see the progress of each task, as the columns at the top of the other views are replaced by status in Board view. Use drag-and-drop to change the status of a task in this view.
Tree view: The Tree view groups and presents the tasks according to the process they are a part of. Tasks without a process are listed at the bottom. A process may be opened/folded to show/hide the tasks belonging to the specific process.
In the List and Tree views, it is possible to use columns to sort tasks. Click once on the title of a column to sort in ascending order, click once more to sort in descending order, and click one final time to remove the sorting. It is possible to use several columns to sort at the same time.
There are also extensive filtering options in the Tasks area, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters). Read more about filtering in RamBase here, for detailed instructions.
To create a new task, click the Create task button in the lower left corner.
Type a descriptive name for the task in the Title field (mandatory).
Assign the task to someone using the Assigned to field. Type part of the name to use the auto-complete function, or use the View icon to open the Personnel archive (PER). The assignee will be notified with an Internal Message (IMS). The assignee of the task does not have to match the assignee of the process the task is tied to.
If the task has a deadline, this can be set in the Deadline field. Type manually,or click the Calendar icon to select a date, and the Clock icon to select a time.
If relevant, check the Private checkbox to limit access to only the creator of the task and RamBase superusers. Privacy may also be set at a later time, if needed.
If relevant, check the Create another checkbox. This will empty the pop up and keep it open, ready for the creation of a new task after the current task has been created.
Click the OK button to create the task.
To start a process directly from the Task (TASK) application, click the Start process button at the bottom of the Tasks area.
Find the relevant template in the Process template lookup field (mandatory).
Type a descriptive name for the process in the Process name field (mandatory).
If the task has a deadline, this can be set in the Deadline field. Type manually, or click the Calendar icon to select a date, and the Clock icon to select a time.
If relevant, check the Private checkbox to limit access to only the creator of the process and RamBase superusers. Privacy may also be set at a later time, if needed.
Click the OK button to start the process.
Note
Clicking Manage templates will take the user to the Task process templates (PTM) application.
The Task details area is used to give/see further details of a specific task. It is also used to change and track the status (progress) of the task.
Tip
Use mouse-over and click to see a description of each field in the Task details area.
The Task (TASK) application has several tabs for added functionality.
Tip
The order of the tabs can be customized: Use drag-and-drop to organize the tabs in the preferred order.
Checklist:
The Checklist tab lets users manage and keep track of checklist items of the task. It has search, sorting and filtering functionality at the top of the tab, as well as the option to add several hidden columns via Column settings.
Add a checklist item:
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
Click Add item in the lower left corner of the tab.
The label and comment of a checklist item may be edited by clicking the Edit checklist item icon. (The information in the other columns is not editable - so if this information needs to be changed, a new checklist item has to be created.)
A checklist item may be deleted by clicking the Trash can icon.
The checklist items are marked as completed by checking the checkbox or selecting Yes/No, depending on the type of checklist item.
Note
If a checklist item is marked as Required, it is mandatory to complete it before changing the status of a task to Done. If anyone tries to change the status of the task to Done, a pop up will appear and notify the user that the task can not be marked as Done until all required checklist items are completed.
Tags:
Adding a tag means linking a RamBase object directly to the task. Clicking a tag after it has been added will take the user directly to the object in the relevant application. For example: If a customer is added with the Customer tag, clicking the tag will open the tagged customer in the Customer (CUS) application.
Permissions:
Note
The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.
The Permissions tab is where permissions are added and managed. Permissions may be given to a specific user (employee) or a role. A permission set comprises the following permissions with corresponding checkboxes:
View
Edit
Delete
Assign
Change status
When a non-private task is created, a full permission set will by default be given to:
the creator of the task
the Superuser role
the RamBase Core User role
If the task is created with the Privatecheckbox checked, the full permission set will by default only be given to the creator of the task and the Superuser role. If any other permission sets are added afterwards, the Private checkbox will be unchecked automatically. If the Private checkbox is unchecked, the RamBase Core User role will automatically be added with a full permission set again.
The default permission set for the creator of the task and the Superuser role cannot be edited or deleted. All other permission sets may be edited and deleted according to preference. (For example, only give a role access to view and edit the task by unchecking the checkboxes for Delete, Assign and Change status.)
If a task is part of a process, it will inherit permissions from the process. This means that the permissions on the task process will override the permissions on the task, if the two are different. Mouse-over explains where the permissions must be changed.
Create a permission set
Click the Create permission set button in the lower left corner of the tab.
Check either the Employee or Role radio button, depending on who is to be given the permission set.
To assign the permission set to an employee, enter the name/pid of the relevant employee in the Employee lookup field and select the correct employee. To assign the permission set to a role, enter the name of the relevant role in the Role lookup field and select the preferred role.
Click the Create button.
Registered hours:
Hours spent on the task may be registered by clicking the Register time button at the lower left in the Register hours tab and filling in relevant information in the pop up before clicking the Create button. The total of logged hours is found in the Total registered hours field in the Task details area.
Custom fields:
This tab contains all available custom fields for the task.
Note
Custom fields are added via the Custom fields (CUSTOMFIELDS) application.
The progress of a task is managed and tracked in the St column in the Tasks area (List view only) or via Statusin the Task details area. When a task is created, it will get the status To do as default. When the task is started, the status should be changed by clicking the In progress option. Finally, when the task is completed, it should be marked accordingly by clicking Done. The status could easily be changed back and forth if there are changes in the progress of a specific task.
Statuses:
To do
In progress
Done
Tasks can be marked as private by checking the Private checkbox in the Task details area. This means that the task is accessible by the creator (owner) of the task and users with the Superuser role, and no one else. The task is therefore not completely private to the creator, but it has the advantage of being more robust: superusers can access and change/delete tasks if the creator for some reason is not able to.
If a user who does not have access tries to open a task marked as private, the task will not open and the there will be an error message in the lower right corner.
Note
Private tasks can only be a part of a private task process and non-private tasks can only be a part of a non-private task process.
Task processes (TSP) is an application for managing Task processes (TSP), related tasks list, permissions and dependent Production work orders (PWO).
Navigate to the application
Option 1: RamBase menu → Collaboration → Task → Task process
Option 2: Click the Program field and type "TSP" and press ENTER.
Click here to read more about the user interface.
The application may be used for the following:
Create a process
View process details
Start a process
Create and add new tasks to a process
Add an existing task to a process
Manage permissions
Change task states
Manage dependent production work orders
Manage notes
The Task processes area to the left in the application is is a list of task processes in a grid view. It gives an overview of existing task processes, in contrast to the Task process details area, which specifies details for a specific task process.
It is possible to use columns to sort task processes. Click once on the title of a column to sort in ascending order, click once more to sort in descending order, and click one final time to remove the sorting. It is possible to use several columns to sort at the same time.
There are also filtering options in the Task processes area, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters). Read more about filtering in RamBase here, for detailed instructions.
Column | Icon | Description |
|---|---|---|
St |
| Displays an icon indicating the status of the Task process (TSP). Potential statuses are:
|
Id | Displays the unique identifier of the Task process (TSP). | |
Name | Displays the name of the process. | |
Status | Displays the text description of the status. | |
Type | Displays the type of the task: Potential types:
| |
Created at | Displays the date and time of creation in yyyy.MM.dd format. | |
Deadline at | Displays the date and time for all the tasks under a process to be completed. The tasks are list in the Tasks list tab. | |
Created by | Displays the creator of the Task process (TSP). This is useful to note in differentiating between manually started processes and automated. | |
Total hours | Displays the aggregated hours for this Task process (TSP). | |
Responsible area | Displays the role set on the Task process (TSP). Defined in the Task process details area, in the Responsible area drop-down menu. | |
Assignee | Displays an icon with the initals of the user assigned to the Task process (TSP). Hover over for full name. Defined in the Task process details area, in the Assigned to drop-down menu. |
To create a new task process, click the Create process button in the lower left corner.
Type a descriptive name for the process in the Process name field (mandatory).
If the process has a deadline, this can be set in the Deadline field. Type manually, or click the Calendar icon to select a date, and the Clock icon to select a time. Deadlines of tasks added to the task process will override the deadline of the task process.
If relevant, check the Private checkbox to limit access to only the creator of the process and RamBase superusers. Privacy may also be set at a later time, if needed.
Note
Only private tasks may be added to private task processes and only non-private tasks may be added to non-private task processes.
Click the Create button to create the process.
The process will now be listed in the Task processes area and is ready for further information and tasks to be added in the Task process details area.
To start a task process, click the Start process button at the bottom of the Task processes area.
Find the relevant template in the Process template lookup field (mandatory).
Type a descriptive name for the process in the Process name field (mandatory).
If the task has a deadline, this can be set in the Deadline field. Type manually, or click the Calendar icon to select a date, and the Clock icon to select a time.
If relevant, tie the task process to a specific role (for example a department or people with a specific area of responsibility) via the Responsible area lookup field. Type the name of the role, locate and select the relevant role in the pop-up.
If relevant, check the Private checkbox to limit access to only the creator of the process and RamBase superusers. Privacy may also be set at a later time, if needed.
Assign the process to someone using the Assigned to field. Type part of the name to use the auto-complete function, or use the View icon to open the Personnel archive (PER). The assignee will be notified with an Internal Message (IMS). The assignee of the task process does not have to match the assignee of the tasks tied to the process.
Click the Create button to start the process.
The Task process details area is used to give/see further details of a specific task process. It is also used to manage and add tasks to a specific task process, as well as change and track the status (progress) of the task ties to a process.
Tip
Use mouse-over and click to see a description of each field in the Task process details area.
The Task processes (TSP) application has tabs for added functionality:
Tip
The order of the tabs can be customized: Use drag-and-drop to organize the tabs in the preferred order.
In this tab, new and existing tasks are added to the task process. It is also possible to manage the tasks, in other words track an change the status (progress) of each task tied to the process.
Click on the Status icon in the St column of a task item and select the relevant status of the task.
Note
When all tasks in a task process are marked as Done, the status of the task process will be automatically updated to Done.
Double-click on the task item, or click on the radio button to the right on the task item to access the task in the Task (TASK) application.
It is possible to use columns to sort tasks in this tab. (See Sorting and filtering further up on this page for more information.)
There are filtering options in the Tasks list tab. (See Sorting and filtering further up on this page for more information.)
Add a new task
Click the Create task button in the lower left corner of the Tasks list tab.
Type a descriptive name for the task in the Title field (mandatory).
Assign the task to someone using the Assigned to field. Type part of the name to use the auto-complete function, or use the View icon to open the Personnel archive (PER). The assignee will be notified with an Internal Message (IMS). The assignee of the task does not have to match the assignee of the task process a task is tied to.
If the task has a deadline, this can be set in the Deadline field. Type manually,or click the Calendar icon to select a date, and the Clock icon to select a time.
If relevant, check the Private checkbox to limit access to only the creator of the task and RamBase superusers. Privacy may also be set at a later time, if needed.
If relevant, check the Create another checkbox. This will empty the pop up and keep it open, ready for the creation of a new task after the current task has been created.
Click the OK button to create the task.
Add an existing task
Click the Add existing task button at the bottom of the Tasks list tab.
Start typing the name of the task in the Task lookup field to open the pop-up and locate the relevant task.
Note
The My tasks filter is set by default, but may be deactivated by clicking on it. Other filtering options are available via the Filter builder and Column settings. Sorting is possible by clicking on the relevant column(s). (See Sorting and filtering further up on this page for more information.)
Note
The pop-up may be Enlarged, Reduced or transformed to Fullscreen via options in Column settings.
Select the relevant task and click the Create button to add the existing task to the task process.
Note
The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.
The Permissions tab is where permissions are added and managed. Permissions may be given to a specific user (employee) or a role. A permission set comprises the following permissions with corresponding checkboxes:
View
Edit
Delete
Assign
When a non-private task process is created, a full permission set will by default be given to:
the creator of the task process
the Superuser role
the RamBase Core User role
If the task process is marked Private, the full permission set will by default only be given to the creator of the process and the Superuser role. If a permission set is added to other persons or roles, the Private checkbox will be unchecked automatically.
The default permission set for the creator of the task process and the Superuser role cannot be edited or deleted. All other permission sets may be edited and deleted according to preference. (For example, only give a person access to view and edit the task process by unchecking the checkboxes for Delete, and Assign.)
Permissions set on the task process will override the permissions on any tasks tied to the process, if the two are different. This means that permissions need to be changed on the task process, not the task. Mouse-over explains where the permissions must be changed.
Click the Create permission set button in the lower left corner of the tab.
Check either the Employee or Role radio button, depending on who is to be given the permission set.
To assign the permission set to an employee, enter the name/pid of the relevant employee in the Employee lookup field and select the correct employee. To assign the permission set to a role, enter the name of the relevant role in the Role lookup field and select the preferred role.
Click the Create button.
The Production work orders tab is an efficient way of accessing the Production work order (PWO) application by clicking the Arrow icon.
It is also used to inspect Production work orders (PWO) which are currently active in the Task process (TSP), meaning they have linked production tasks. In addition it is also used to keep track of Production work orders (PWO) which are no longer linked, for various reasons.
Production applications, where task functionality is relevant; in example Production work orders (PWOMENU), Work order operations (WOO) etc., will list production tasks. In those lists the following standard filters are available:
Standard filters for Production tasks tabs in production applications:
Active tasks - Displays all active production tasks in the Task process (TSP)
Detached tasks - Displays all production tasks which for various reasons are no longer attached to the Task process (TSP).
When are production tasks potentially detached from a Production work order (PWO)?
Changes to the Production structure (KITDOC)
Production work order (PWO) is cancelled
Production work order (PWO) is scrapped
Column | Icons | Description |
|---|---|---|
Dependency status |
| Displays an icon indicating the link status between the Task process (TSP) and the Production work order (PWO).
|
Production work order |
| Displays an icon indicating the status of the Production work order (PWO). Potential statuses for Production work orders (PWO)
To open the Production work order (PWO) application, click the View icon. |
Manufactured product name |
| Displays the name of the Product (ART) in production. To open the Product (ART) application, click the View icon. |
Scheduled start date | The date which the Production work order (PWO) is scheduled to start. | |
Scheduled completion date | The date on which the Production work order (PWO) is scheduled to complete. | |
Detached production tasks |
| To open the Tasks popup with all attached and detached Production, Pre-production and Scheduled production tasks. NoteThe Detached production tasks button is only visible if there are any detached production tasks. Read more about sub-tabs included in the Tasks popup, in the section below. |
| To inspect details about the listed Production work order (PWO), click the Arrow icon. |
The Production tasks sub-tab displays all production tasks linked to the Work order operations (WOO) in the carousel.
Active and Detached production tasks
The Production tasks tab includes two standard filters. Note that detached production tasks will be listed, but with strike-through if the Standard filter, Detached tasks is selected. In example: "Detached task".
Active tasks - Displays all active production tasks in the Task process (TSP)
Detached tasks - Displays all production tasks which for various reasons are no longer attached to the Task process (TSP).
When are production tasks potentially detached from a Production work order (PWO)?
Changes to the Production structure (KITDOC)
Production work order (PWO) is cancelled
Production work order (PWO) is scrapped
Columns | Icons | Description |
|---|---|---|
Status |
| The icons indicates the status of the production task. To view the status description, hover over the icon. |
Title |
| Displays the title of the task. To change the status of the task, register time on the task or complete checklists, click the View icon to open the task in the Task (TASK) application. |
Production resource |
| Displays the name of the Production resource (RESCONFIG). To view and edit details, click the View icon to open the Production resource (RESCONFIG) application. |
Deadline at | Displays the deadline for the task in yyyy.MM.dd HH:MM format, set in the Task (TASK) application, or in the Task process (TSP) application if the task is a part of a process. | |
Assigned to |
| Displays the employee identifier of the task assignee. For further details on the employee, click the View icon to open the Personnel (PER) application. |
Started at | Displays the date the task was set in Status 4 - In progress. | |
Completed at | Displays the date the task was set in Status 8 - Done. | |
Process | If the task is a part of a Task process (TSP), the name of the task process will be displayed here. |
Displays all pre-production tasks linked to the Work order operation (WOO). Each task is represented by an icon, indicating its current progress.
Read more about Pre-production tasks and the application for assigning pre-production tasks to sales orders (PPTASKS).
Columns | Icons | Description |
|---|---|---|
Status |
| Displays an icon indicating the status of the pre-production task (TASK). |
Title |
| Displays the title of the task. To progress the status of the task, click the View icon to open the Task (TASK) application where the user can register time or complete checklists. |
Deadline at | Displays the date and time when this task must be completed, in yyyy.MM.dd HH:MM format. This is based on the deadline set in the Task (TASK) application. | |
Assigned to |
| Displays the name of the employee assigned to the task. To view or edit details, click the View icon to open the Personnel (PER) application. |
Started at | Displays the date the task was set in Status 4 - In progress. | |
Completed at | Displays the date the task was set in Status 8 - Done. |
There are two types of scheduled production tasks
There are two types of scheduled production tasks:
Columns | Icon | Description |
|---|---|---|
Status |
| Displays the status of the scheduled production task. |
Name | Displays the name of the scheduled production task. | |
Description | Displays the description of the scheduled task process. | |
Planned start date | Displays the planned start date of the Operation (OPR) triggering the scheduled production task, in yyyy.MM.dd format. | |
Deadline at | Displays the planned deadline date for a task triggered by the scheduled production task process, in yyyy.MM.dd format. | |
Created by |
| Displays the name of the person who activated the task process for customer notification, or started the task process on completion of operation. |
Product structure operation |
| Displays the name of the Production structure (KITDOC). To open the Structure operation item (KITDOCOPRITM) |
Type | A scheduled production task process can be triggered by either the type = event or type = date.
| |
Production work order |
| Displays the identifier of the Production work order (PWO) where the scheduled production task is triggered. To open the Production work order (PWO) application, click the View icon. |
Task process |
| Displays the identifier of the Task process (TSP) that is created when activated by the nightly batch. To open the Task process (TSP) application and view details, click the View icon. |
Assigned to |
| Displays the employee assigned to the task. To view details, click the View icon. |
The Notes tab is a useful tool which is used to create and follow up notes related to the Task process (TSP). The tab supports the creation of multiple notes, and these can be searched and filtered efficiently.
Added notes will get the creation date listed to the left of the title. The notes are sorted according to the timeline they are added, with the most recent at the top.
Click on the note to edit or delete it.
This is in addition to the persistent Note functionality located in all RamBase applications.
Navigate to Notes (NOTE) application
When a note has been created, selecting it and clicking the View icon in the top right corner of the note, will open the Notes (NOTE) application where all notes can be viewed and handled.
Notable functionality in the Notes sub-tab
Search field - The search field can be used to search on a specific note subject. By clicking the field and pressing SPACEBAR all available parameters are listed.
Filter builder - To filter the notes on the standard filters listed below or to create a custom filter, click the Filter builder icon.
Standard filters
Last edited by me
My notes
My private notes
Notes I created
Add new button - To add a new note, click the Add new button. Provide a Title and optionally, a Description.
The status of a task process is determined by the status of the tasks tied to the process and not set on the task process itself:
The task process has Status = To do
when
all connected tasks have Status = To do.
The task process has Status = In progress
when
at least one of the connected tasks has Status = In progress.
The task process has Status = Done
when
all connected tasks have Status = Done.
The status of the task process is shown in the St column in the Task process area.
The status of connected tasks is managed in the St column in the Task list tab.
Task processes can be marked as private by checking the Private checkbox in the Task process details area, as long as there are no tasks tied to it yet. This means that the task is accessible by the creator (owner) of the task process and users with the superuser role, and no one else. The task process is therefore not completely private to the creator, but it has the advantage of being more robust: superusers can access and change/delete task processes if the creator for some reason is not able to. If a user who does not have access tries to open a task process marked as private, the process will not open and the there will be an error message in the lower right corner.
Note
Private tasks may only be added to a private process and non-private tasks may only be added to a non-private task process.
Tip
If there is a need to change the privacy status of a task process after one or more tasks have been added, the task(s) have to be removed before changing the process to private or non-private. The privacy of the task(s) also have to be changed accordingly before the task(s) are added to the task process again.
The Task process templates (PTM) application is used for defining task process templates.
The application is found via the RamBase menu: Select Collaboration, Task and finally Task process templates to access it. Alternatively, it is accessible via the Program field: type PTM and press the ENTER key.
The Task process templates area to the left in the application is where it is possible to get an overview of all existing process templates, in contrast to the Task process template details area, which specifies details for a specific task process template.
It is possible to use columns to sort task process templates. Click once on the title of a column to sort in ascending order, click once more to sort in descending order, and click one final time to remove the sorting. It is possible to use several columns to sort at the same time.
There are also filtering options in the Task process templates area, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters). Read more about filtering in RamBase here.
Click the Create new template button in the lower left corner.
Type a descriptive name for the template in the Name field (mandatory).
If applicable, type a description of the template.
Select Standard in the Type drop-down menu (default).
Click the Create button to create the task process template.
The template will now be listed in the Task process templates area. It is ready for further information and tasks to be added in the Task process template details area located to the right in the application.
The Task process template details area is used to give/see further details of a specific task process template. In addition, it is used to manage and add task templates to a specific process template, as well as manage permissions.
Tip
Use mouse-over and click to see a description of each field in the Task process template details area.
In the Task templates tab, tasks are added to (or deleted from) the template. The added tasks cannot be used on their own, they are just template tasks that will be turned into tasks tied to a process when a process is started from a task process template.
Add task to template
Click the Add task to template button in the lower left corner of the tab.
Provide a descriptive title (mandatory).
If applicable, select an employee to assign the task to.
If applicable, provide a description in the Description field.
In the Deadline offset field, users have the option to specify if the task should be finished before the deadline of the process, and if so, how many days before.
If applicable, select a priority for the task. If no priority is selected, the task will be given a Medium priority by default.
If relevant, check the Create another checkbox. This will empty the pop up and keep it open, ready for the creation of a new task after the current task has been created.
Click the Create button to add the task to the task template.
When the tasks have been added to the template, the template process and tasks can be managed in the Task process template details (PTMD) application. (Users may add task template checklist items, permissions and so on.) The Task process template details (PTMD) application is accessed by clicking the Arrow icon to the far right on the line of a specific task in the Task templates tab.
Note
The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.
The Permissions tab is where permissions are added and managed. Permissions may be given to a specific user (employee) or a role. A permission set comprises the following permissions with corresponding checkboxes:
View
Edit
Delete
Assign
Change status
The permissions are added to the process as a whole, which means all task templates belonging to the process will have the same permissions.
The default permission set for the creator of the task and the Superuser role cannot be edited or deleted. All other permission sets may be edited and deleted according to preference. (For example, only give a role access to view and edit the task by unchecking the checkboxes for Delete, Assign and Change status.)
Create a permission set
Click the Create permission set button in the lower left corner of the tab.
Check either the Employee or Role radio button, depending on who is to be given the permission set.
To assign the permission set to an employee, enter the name/pid of the relevant employee in the Employee lookup field and select the correct employee. To assign the permission set to a role, enter the name of the relevant role in the Role lookup field and select the preferred role.
Click the Create button.
If the Type of the Task process templates is Production, the user may inspect and create Production task triggers.
Column | Icons | Description |
|---|---|---|
St |
| Displays an icon indicating the state of a Production task trigger (PTT). Available statuses are:
|
Id | Displays the Production task trigger identifier (PTT). For example: "123456". | |
Name | Displays the name of the Production task trigger (PTT). This is defined when creating using the Create new task trigger button to create a new Production task trigger (PTT) in Status 1 - Draft. Note that the name can only be set or edited when creating the task trigger. | |
PTM |
| Displays the unique Task process template identifier (PTM). For example: "123456". The Task process template (PTM) is triggered by the Production task trigger (PTT). Click the View icon to open the Task process templates (PTM) application to . |
ProcessTemplateName | Displays the name of the Task process template (PTM) which will be initiated by the Production task trigger (PTT). | |
Location |
| Displays the Location (LOC) three-letter abbreviation of the Production task trigger (PTT). |
| To delete a Production task trigger (PTT), click the Delete production task trigger icon. Note that only Production task triggers (PTT) in Status 1 - Deactivated, can be deleted. Deactivating a Production task trigger (PTT) can be done from Context menu by clicking the Deactivate option. This option only applies to Production task triggers (PTT) in Status 4 - Active. | |
| To open the Production task trigger (PTT) application, where details as Retrigger level and Retrigger interval days can be adjusted, click the Right arrow icon. | |
Create new task trigger button |
| To create a new Production task trigger (PTT), click the Create new task trigger button to open a related popup. Add a name in the Name field and click the Create button to create a Production task trigger (PTT) in Status 1 - Draft. |
In the Context menu, users have the option to:
Activate task process template
Deactivate task process template (set to Status 9, Inactive)
Copy task process template (set to Status 4, Active)
Delete process template
Warning
A task process template must be active to be available when starting a process in the Task processes (TSP) application.
In the Context menu, users also have the option to:
Activate task templates
Deactivate task templates
Note
Once a process has been initiated from the task process template, it is no longer possible to activate or deactivate the task process template or any connected task templates.
In the Task process template details (PTMD) application, users manage a specific task process template and its belonging tasks.
The application is accessed through the Task process template (PTM) application. In the Task templates tab, click on the Arrow icon to the far right on a task item. This will open the task template process along with its corresponding template tasks in the Task process template details (PTMD) application.
The The Task process template area displays the details of the task process template. If needed, the information may be edited.
The Task template area displays a list of the template tasks associated with the task template process. It is possible to add new tasks to the template by clicking the Add task to template in the lower left corner, entering the relevant information, and clicking the Create button.
The area has sorting and filtering functionality.
In the Task template details area, users may add more information to each specific template task, or edit existing information.
The Task template checklist tab lets users manage and keep track of checklist items of the task template. It has sorting and filtering functionality.
Add a checklist item
Click Add item in the lower left corner of the tab.
Type a descriptive label for the checklist item in the Text field (mandatory).
Select type of checklist item in the Type field, either Checkbox (default) or Yes/No.
If the checklist item is mandatory before completing a task, check the Required checkbox.
Click the Create button to create the checklist item in Status 4.
The checklist item is activated (and later deactivated) by clicking on the status of the relevant checklist item, and selecting the appropriate option (Activate selected items or Deactivate selected items) from the Context menu.
The title/label of the checklist item may be edited by clicking the Edit title icon next to the title of the relevant item.
Users may change the type of the checklist item directly on the item by selecting the appropriate option (Checkbox or Yes/No) in the Type drop down menu.
It is possible to edit whether the checklist item is required directly on the item by checking/unchecking the Required checkbox.
Note
The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.
In the Permissions tab, the task template permissions are displayed. These are inherited from the process template and may not be edited in the Task process template details (PTMD) application, only on the process in the Task process templates (PTM) application.
| Context menu options icon |
In the Context menu, users have the option to:
Delete task template.
Deactivate task template (set to Status 9, Inactive).
Activate task template (set to Status 4, Active).
A task template must be active to be included when a task process is started from a task process template.
In the Context menu, users also have the option to:
Activate checklist items (set to Status 4, Active).
Deactivate checklist items (set to Status 9, Inactive).
Delete checklist items.
Note
If a process has been started from the task process template, it is no longer possible to activate or deactivate task templates or task template checklist items.
In the Task templates (TTT) application it is possible to create and edit task templates without the context of a process template. This might be useful if there is a need for just one task template (for example with a very detailed description and many checklist items), and there is no need for a process.
Task templates are utilized during task creation to populate the task with template information. Once the task is generated, there is no direct link between the task and the template, allowing the task to be freely edited, deviating from the template as needed.
Note
Task templates created as part of a template process are not displayed or available in the Task templates (TTT) application.
The Task templates area to the left in the application is where it is possible to get an overview of all existing task templates (presented as a list).
It is possible to use columns to sort task templates. Click once on the title of a column to sort in ascending order, click once more to sort in descending order, and click one final time to remove the sorting. It is possible to use several columns to sort at the same time. There are also filtering options in the Task templates area, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters). Read more about filtering in RamBase here, for detailed instructions.
Create a task template
Click on the Create new task button in the lower right corner.
Provide a descriptive title (mandatory).
If applicable, select an employee to assign the task to.
If applicable, provide a description.
If applicable, select a priority for the task. If no priority is selected, the task will be given a Medium priority by default.
If relevant, check the Create another checkbox. This will empty the pop up and keep it open, ready for the creation of a new task template after the current one has been created.
Click the Create button to create the task template in Status 4, Active.
Users may activate/deactivate or delete the task template by clicking on the Context menu icon and selecting the relevant option:
Activate task template (set to Status 4, Active)
Deactivate task template (set to Status 9, Inactive)
Delete process template
The Task template details area is used to give/see further details of a specific task template.
Tip
Use mouse-over and click to see a description of each field in the Task template details area.
The Checklist tab enables users to add, edit, or delete checklist items within the task template and features sorting and filtering functions. Adding a checklist item to the task template is done in the same way as in the Task process template details (PTMD) application, which is described here.
In the Context menu, users have the option to Activate (4), Deactivate (9) or Delete a checklist item.
Note
The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.
The Permissions tab is where permissions are added and managed. Permissions may be given to a specific user (employee) or a role. A Permission set in the Task template (TTT) application comprises the following permissions with corresponding checkboxes:
View
Edit
Delete
Assign
The default permission set for the creator of the task and the Superuser role cannot be edited or deleted. All other permission sets may be edited and deleted according to preference. (For example, only give a role access to view and edit the task by unchecking the checkboxes for Delete and Assign.) If no permission sets are added, all users and roles have access to the task template and may view, edit, delete or assign.
Note
Database separation is only available to the users in a system when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON in that system. (Contact the company's support provider to turn on this setting.)
Users may control in which companies (databases) a task/task process/process template is available. This is done in the Restricted to companies field, located in the Task details area. The field is a multi-select field, which allows the user to select companies from the companies available to that user. If no value is selected (empty list), the task/task process will be available in all companies. If one or more companies are selected, the task/task process is limited to the selected companies. If a user tries to open a task/task process in a system not selected in the Restricted to companies field, an error message will appear in the lower right corner.
If the task is part of a task process, the settings of the process define which companies the task is available in. In this case, changes to companies must be made in the task process, not the task. If the task is not part of a task process, companies may be changed directly in the task at any point by any user that has editing rights to the task.
To avoid situations where users accidentally lose access to a task, the current company is added automatically when a company is selected. Consequently, a task/task process that should only be available in one company, must have this limitation set from that specific system (company).
Process templates are available across all companies, even if process details are restricted to certain companies. Settings in a process template will only define default Restricted to companies values for newly created processes.
The Restricted to companies field is located in:
the Task details area in the Task (TASK) application.
the Task process details area in the Task processes (TSP) application.
the Task process template details area in the Task process templates (PTM) application.
the Task template details area in the Task process template (PTMD) application.
In some cases, it may be useful to tie a task and/or task process to a specific role (for example a department or people with a specific area of responsibility). This is done in the Responsible area lookup field, located in the:
Task details area in the Task (TASK) application
Task process details area in the Task processes (TSP) application
Task process template details area in the Task process templates (PTM) application
Task template details area in the Task process template (PTMD) application
The role set in the Responsible area lookup field in the Task process (TSP) application does not have to match the role set on connected tasks. And vice versa, the role set in the Responsible area lookup field in the Task (TASK) application does not have to match the role set on the process the task is a part of.
When a role is added to a task or a task process, it will automatically be added with a full permission set in the Permissions tab. (It the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON in that system. Contact the company's support provider to turn on this setting.)
Note
The roles available in the Responsible area lookup field are managed in the Roles (ROLE) application.
Notes (NOTE) is an application to create and keep track of internal comments and information related to the specific RamBase context (can also be independent).
The Notebook (BOK) application is where the user can keep track of notes and sort them in book form, with notes sorted into sections and sections into notebooks.
Note in RamBase is an application to create and keep track of internal comments and information related to the specific RamBase context (can also be independent).
Click the Create a note button in the lower left corner.
Enter a name for the note in the Subject field and check the Private checkbox if you want this note to be unavailable for others to view. Check the Create another checkbox if you want to create another note straight after.
When the note is created, you can enter the note content into the Text field. As long as the note is in edit mode, it is locked to the current editor and cannot be edited by anyone else until the current editing is finished.
Click the Add tag button to add tags to the note. The dropdown menus is used to find the correct tag. The first one is to select a category of the tag. It can be RamBase documents, contacts, customers or custom. The second dropdown menu helps you find the specific document or person. If you choose custom, you will be able to define the second part of the tag yourself.
Mentions: When you start typing a name, start with @ before typing the name and RamBase will make suggestions as you type. Choosing the suggestion will create what is called a Mention. In addition to adding the full name from the suggestion, it will also notify the mentioned individual that they have been mentioned in a note. The notification will be in the form of an Internal Message (IMS).
Export: The note can be exported to PDF or Microsoft Word using the built-in Export function you can find in the note format field.
Add Info Notification: This field is available at the bottom of the documents. It is used to create a header for the Note. This is also available in the Item view.
Additional Quality Description: This field is available in Goods Reception Items.Use this free text field to expand on the information stated in the Quality field if necessary. You will be able to see an icon in the SARK line if this field has been updated with information.
There is a toolbar to be used in every RamBase application where you can find the paperclip icon.
There you will find the option Create a note for X. Clicking this will take you to the NOTE application with the document in question already added as a Tag.
Continue with the note creation as described for the RamBase Note Application.
The notebook application in RamBase keeps track of notes and sorts them in book form, with notes sorted into sections and sections into notebooks.
Each notebook is divided into sections, which is again divided into the individual notes. Notes can be created directly in the notebook, or the option Include note in notebook, which is available on all notes, can be used. This option will open a popup where you can choose which notebook the note will be included in, and also which section within the notebook it will placed. A similar option can also be found in the Notebook application called Include an existing note in notebook. Instead of choosing a notebook to place the specific note in, you choose the note you want to place in the specific notebook.
The notes can be moved within the section using drag&drop. This is useful as the order of the notes will be used when the notebook is exported to Microsoft Word or Adobe PDF.
To create a new notebook, click the downward arrow in the Selected Notebooks field. This opens a dropdown menu where you can find other notebooks you have access to, or use the Create Notebook function.
Enter a name for the notebook and click the OK button.
This opens a new and empty notebook.
From here you can add new notes directly into the notebook, or include existing notes.
Document requirements are planned documentation requirements for a single produced unit. Documentation may be required for internal records or for the final generation of the customer's Manufacturing record book.
Requirements are elements that are directly connected to the Production work order and follow a life cycle status flow to indicate whether the required document has been provided or not. Requirements are also containers for the document file itself.
A requirement is met when a file, matching the file type defined in the document requirements, is uploaded to the Production work order (PWO) or any other connected object like Product unit (LCM), Sales order (COA), Goods reception (SSA), Purchase order (SPO), Purchase order responses (SOA), etc.
Once this connection is made between the requirement file type id and document using the same file type id, the requirement changes Status from 4 to 8. The requirement status is always shown in any application where requirements are listed. This gives a precise indication of whether the document is present or not.
As production comes to an end, all requirements should be met. The files in the requirements are collected for the Manufacturing record book (MRB).
The following text will focus on creating an understanding of what document requirements are in RamBase and how they are fulfilled in the production and purchase process.
(For a step by step guide, please refer to The process of creating a Manufacturing book of requirements - Procedure.)
Requirements are to some degree automated from setup on File types (FIT). The automated requirements follow three stages:
Any operation can be defined on a File type (FIT) to automatically create a requirement. This means that if the operation is included in a Product structure (KITART), all file types that have this operation defined will generate a requirement for documentation. This requirement connects itself to the KIT and is hereby defined as a planned requirement.
Planned requirements are connected to Product structures (KIT) and hold information about the file types it requires when the Product structure (KIT) is selected for a Production work order (PWO). These planned requirements are templates that form the base for document requirements when used in a Production work order (PWO). Planned requirements will always be directly connected to Product structures (KIT), Product structure (KITART), and Production work order structure (KITDOC). When a Product structure (KITART) is used in production, it is copied into a Production structure (KITDOC) and connected to the Production work order (PWO). All planned requirements are copied to the new KIT structure, KITDOC. As production is being planned, new requirements can be added to the structure. When a Production work order (PWO) reaches Status 5 - Ready, all planned requirements are used as a base to generate document requirements that attach to the Production work order.
Document requirements are formed firstly from planned requirements on structures. The planner can also create new requirements directly on the Production work order (PWO) after production has started. These requirements are considered “last-minute requirements” and will not reflect back to the Product structure (KITART) as a planned requirement. These requirements only apply on this particular Production work order (PWO). These requirements have a status life-cycle and will terminate as the Production work order (PWO) is shipped to the Customer (CUS). The status starts in Status 4 - Requirement not met, where no document is connected to it, and it goes to Status 8 - as a document with the matching file type is connected to the Production work order (PWO),or one of the related object entities.
In summary, planned requirements and requirements can be created independently from the automated process, on the Product structure (KIT) and in the Production work order (PWO). Planned requirements added to Product structures (KITART) will follow to the next production, while planned requirements added to a Production structure (KITDOC) will not, as it is only used once for the particular Production work order (PWO).
Defines the base data of what will become requirements when used in Product structures (KITART).
Add operations, parts or resources to a file type and it will generate planned requirements to all active KITs. It will not generate requirements to Production work orders (PWO) as these are already planned and will not be subjected to automation.
When building structures, planned requirements are automatically added if operations or parts are used that is also specified on file types. In the designer there is the Documentation requirements area to the left that lists all planned requirements. This area also allows the planner to directly create new planned requirements or delete them.
This designer view applies to both Product structure (KITART) and Production structure (KITDOC). Adding planned requirements to a Production structure (KITDOC) will automatically generate requirements to the connected Production work order (PWO), when the structure version is activated. If planned requirements are later added to the Production structure (KITDOC), requirements are not automatically created for the Production work order (PWO), but in this case the planner can reload requirements from plan from the Production work order (PWO) in the context menu, by selecting the View document requirements option and clicking the Load from plan icon.
After the kit version has been activated, Planned requirements can be accessed for viewing and editing document requirements from a new icon in the top icon bar. This icon will open the Planned requirements popup which are connected to the Product structure (KITART). This icon is also available in the Production structure (KITDOC) application.
The Planned requirements popup also includes a Rebuild button on the grid footer. This function will delete all planned requirements and create new requirements from File types (FIT).
In the context menu, the View document requirements option is available. This option will open the same popup as in Product structure (KITDOC). The Document requirements popup will display the current statuses of requirements that indicates if requirements have been met or not. If a requirement is met, it will have Status 8, meaning it has one or more documents connected to it. Connected documents will not be displayed in this popup, but they can be inspected in the Manufacturing record book (MRB) application.
In the Document requirements popup footer there are three buttons:
Buttons | Result |
|---|---|
New button | Click the New button to create a new planned requirement in the Create new planned requirement popup. The following fields and buttons are available in following popup:
|
Reset from plan button | Click this button to delete all requirements and create new requirements from the Planned requirements in the Product structure (KITART). |
Load from plan button | Click this button to keep the current requirements, and recheck and add requirements from the Planned requirements in the Product structure (KITART). |
In the Purchase order item (SPOITEM) application, a purchaser can select requirements from the Production work order (PWO), to specify the kind of documentation the supplier must provide. These requirements can be created and selected in the Requirements and attachments tab in the Purchase order item (SPOITEM) application.
Click the Create new requirement button and select a type in the Select type dropdown menu.
The tab has two lists:
Document requirements
Documents
These requirements will then be available in the Receive goods (RPP) application.
The Document requirements lists documents from both the linked Production work order (PWO), and the Purchase order item (SPOITEM). The Include checkbox is used to create a link between the documents on the Production work order (PWO) and the Purchase order item (SPOITEM).
Note
This is only for external work as these Purchase order items (SPOITEM) will have a direct link to the Production work order (PWO). Other Purchase order items (SPOITEM) for parts will not show requirements initially, but requirements can later be added and linked to the Purchase order item (SPOITEM) in the Goods reception (SSA) process.
Documents that have a direct link to the Purchase order item (SPOITEM) will have the Include checkbox checked in the Documents list and can be inspected by clicking the File manager , found in the Toolbar and then selecting the Files for ... option.
When sending the Purchase order (SPO) to the supplier, the user can use the Select attachments for email to select which files are shared in the share portal. The same principles apply for Purchase order responses (SOA), but the document requirements will be collected from the source Purchase order (SPO).
From the main Production work order (PWO), click on the Context menu and select the Document status overview (MRB) option.
This will open the Manufacturing record book (MRB) application. Click on the Document list tab to see the complete list of all requirements and documents.
Creating a Manufacturing record book (MRB) includes setup of Company settings (CSV), the configuring of Approvals (APC), defining planned document requirements on Product structures (KITART), and optionally adding requirements to Production structures (KITDOC) and handling file types in the File types (FIT) application.
Limitations of the procedure
The following procedure outlines general steps in defining planned requirements on Product structure (KIT) level to finalizing the Manufacturing record book (MRB). The procedure assumes that File types (FIT) are previously defined and that a Manufacturing record book template (MRBTEMPLATES) has been created.
Product (ART) - Define the document requirement for the Product (ART).
Select the Product (ART) and from the context menu, select the Document requirements option.
Create a new requirement by clicking the Create a new requirement button in the Document requirements popup.
Click the MRB checkbox, and select a type in the Select type dropdown menu. To create the document requirement for the Product (ART), click the Create button.
Tip
If the product is then added as a part in a Product (KIT), the document requirement will be included.
Note
Type refers to file types which are created and defined in the File types (FIT) application. The approval settings of the file type is also defined there.
Select a file type from the list and click on the Approval setup, followed by clicking the Approval sub-tab. The user can select the following approval options; Document controller approval, Internal approval and External approval.
To including the requirement of an operator certificate, click the General tab and select the Requires operator certificate option.
Product (KITART) - Verify and add planned document requirements
Select the Product (KIT) in the Product (ART) application and click the Structure button.
Verify the planned requirements by clicking the Planned requirements icon in the header.
In the Planned document requirements popup, all document requirements for materials, operations and parts, that are included in the Product (KIT), are listed. A listed document requirement will only have a source, if a document requirement is defined on the part, resource or operation, in other words; a planned document requirement. If a listed document requirement does not have a source, it means that is has been manually added to the Product (KIT) and will not be included if the Planned document requirements are rebuilt, with the Rebuild icon, in the popup footer.
Tip
If there are added several new document requirements in the Designer tab. Using the Rebuild functionality in the Planned requirements popup can be an efficient way to quickly add the new requirements to the Product (KIT).
Add parts, operations or materials by clicking the Designer tab. Search for the element to be added and drag and drop the element from the Part selection area to the Structure composer.
Note that if the element has a document requirement, it will be automatically added in the Documentation requirements area. Click the Magnifier icon next to the requirement to verify its source.
Document requirements can be manually added from the Type dropdown menu in the Documentation requirements area. Use the MRB checkbox to include the requirement in the Manufacturing record book.
Verify document requirements for Production work order (PWO) efficiently from the Production work orders (PWOMENU) application or the Production work order (PWOD) application
In the Production work orders (PWOMENU), find the Production work order (PWO) from the list and click on the Document requirements icon in the Documentation column.
The same Document requirements popup can be found in the context menu of the Production work order (PWOD) application, by selecting the View document requirements option.
The Document requirements popup will list all document requirements for that Production structure (KITDOC). Note that Status 8 means that the document requirement is met. And Status 4 means that is not.
If a document requirement is missing, Status 4, this file can be dragged and dropped from a folder on the local computer and into the Production work order (PWOD) application. This will open the File upload popup. Where files can added and document requirements met.
Preview the file, add the correct file type and verify that it matches the missing file type for the document requirement.
In Actions column, click the Downwards arrow icon to view and edit Detail, Version, Approval and which entity the file Links to. If certificates are required, those which are added to the current user can be found in the Approvals tab, in the Issued certificate dropdown menu.
Use the Bulk edit toggle in the header to efficiently handle multiple files.
Click the Upload button to upload the file. Verify that the requirement has been met, from Status 4 to Status 8, by going back to the View document requirements option in the Context menu.
From Production work order (PWOD) to the Manufacturing record book (MRB) - Check the progress of the document requirements
From the Production work order (PWOD), select the Document status overview (MRB) option in the context menu. This will open the Manufacturing record book (MRB) application.
The Production work order (PWO) must be inked to a Sales order (COA).
Check which requirements are ready and which are missing in the Mrb status overview area. To quickly list all documents to be included, click the Document list tab.
If there are document(s) missing approval, click on the Missing DC approval button in the Mrb status overview area. Those documents will be listed and can be approved in the Document approval (DAP) application.
In the Document approval (DAP) application, documents missing approval will be in Status 4 - Pending. Select the document from the list and verify the approver in the Approvals area in the lower right corner. Documents can be approved or rejected. An approved document will go to Status 9 - Approved, and will meet the requirement in the Manufacturing record book.
Note
Document approval rules are set in the Approval rules (APC) application
Document approval by internal approver
Document approval by document controller
Document approval confirming external approval
Manufacturing record book (MRB) - Create MRB
In the Manufacturing record book (MRB) application, click on the context menu and select the Create MRB option.
In the Create MRB popup, select a template in the Select MRB Template dropdown menu.
Optionally select the Create preliminary MRB checkbox to create an MRB that are missing requirements.
Type the revision name or number in the MRB revision field.
Click Create.
This will start a process where all documents are collected and generated into the manufacturing record book.
When the file is ready choose to either Open filemanager to inspect MRB or Send MRB by email.
File manager (FILMANAGERAPI) - Inspect and finalize the MRB file
Selecting the Open filemanager to inspect MRB option in the Create MRB popup will open the File manager (FILEMANAGERAPI) for the Production work order (PWO).
In the Objects tab, the Production work order (PWO) will be selected in the Select item dropdown menu and the different revisions will be listed as folders below. Click on the folder with the preferred revision.
All files for the MRB will then be listed in the details list on the right side of the application.
To preview and view details, find the file with type MRB. To quickly preview click the PDF icon in the Preview column. The user can also download the file locally by clicking the Download icon in the Download column. To open a new area where preview and meta data are available, in various tabs, click the Right arrow icon.
To finalize the MRB, select the file in the details list by clicking the Status icon and drag it to the top level of the selected item in the Objects tab.
The final Manufacturing record book (MRB) is now completed.
The Document approval (DAP) application is where files awaiting approval are managed.
In the Document approval area on the left-hand side of the application, users will find a list of files that are awaiting approval (Status 4), are in the process of being approved (Status 5) or that have already been declined (Status 7) or approved (Status 9).
The Document approval area includes a Quick search field, a Search field, as well as standard and custom filtering options via the Filter builder. More information about the filtering functionality in RamBase can be found here.
The grid may be customized by adding and removing columns. To do this, click on the Column setting icon, select Columns and finally check/uncheck the checkboxes of the relevant columns. By clicking on the Column items icon, it is also possible to Export to Excel and Reset to default view.
The Document approval details area on the right-hand side of the application contains information on the file selected in the Document approval area.
Note
Most of the information displayed in the Document approval details area, is inherited from the file type. The file type is created and managed in the File types (FIT) application. Changes made to the name, checklist and metadata of the file type will apply to all previously uploaded files of that specific file type, not only new uploads.
If the document has a format supported by the preview functionality, a preview of the document is displayed.
It is possible to zoom, fit to page, rotate the document, download or print it. Click on the More actions menu icon to select whether the view should be two-page, whether annotations should be visible or to view document properties in a popup.
Users also have the options to Preview in popup, Open in new tab, Download and Open in FileManager by clicking the corresponding icons in the grey toolbar at the upper-right of the Document preview area.
Checklist items for the file are displayed and managed here. Completion of these items is not mandatory for approval. Once an item has been checked, it will get a green color marker to the left of the checkbox. It is also possible to comment on each of the checklist items.
The checklist is created and managed in the File types (FIT) application.
This area provides overview of metadata, enabling approvers to access necessary information and context at a glance. The setup determining which metadata should be displayed is configured in the File types (FIT) application.
Click on the Source button to inspect the source(s) of the file in its home application.
Click the button with the file type name to inspect the file type in the File types (FIT) application.
Click on the FileManager button to inspect the file in File Manager.
This area is used to manage who should be the approver of the different approvals (internal, external and document controller) and Approval deadline. Assignee is the approver for internal approval, while Document controller is the approver for external and document control approval.
This area contains the approvals needed for the file. The required approvals depend on the setup of the file type associated with the file.
Approvals must be handled in the sequence as listed, starting with internal approval. The Approve and Reject buttons are available to users who can approve the file. After receiving approval, the item will be marked with a green indicator on the left. If it is rejected, it will be marked with a red indicator on the left. Upon rejection, a pop-up will appear, in which it is required to write a comment, and it is possible to set an assignee and a new approval deadline. There is a note indicating whether an approval is pending (and by whom) or approved (and by whom).
Select an MRB template from the MRB template list.
From the MRB structure tab, click the Add section icon. - As the first section this is now the front page.
Insert a document by selecting the newly added section and then click the Insert documents icon.
With the Inserted documents selected, click the Add file type dropdown menu and select the FP option to add a front page file type.
Continue adding sections and content to each section. Content can refer to a specific page number from a template file, or define file types for documents that will be added to that section. The section will also appear as bookmarks in the file.
Application usage
The Manufacturing record book templates (MRBTEMPLATES) application is used to define template designs and to outline the assembly of the final book. These templates are the specification of how the manufacturing record book should look and be organized, and can also be customer specific.
The MRB Template list includes all Manufacturing book of requirement templates (MRBTEMPLATES) in:
Status 1 - Edit
Status 4 - Active
Status 9 - Discontinued
The elements can easily be searched for and the Active MRB Specification filter can be used to quickly filter on elements in Status 4 - Active.
The MRB Template list also includes the Create new button which is used to create one or more elements.
When an element is selected, its details will be displayed in the MRB structure and Template file tabs on the right side.
The header includes the following:
Search field - Click and pressing SPACEBAR will list Field, then Operator and finally Value, which can be used to create a quick filter. Values entered in the Search field will be matched with matching descriptions or customer identifier.
Filter builder icon - Click to open a popup where standard filters can be selected, and even create and save your own.
Column settings icon - click to list available columns, Export to Excel and Reset to Default view. If the list is not displaying the expected information, the Reset to default view can be especially useful.
The MRB Template list includes all Manufacturing record book templates (MRBTEMPLATES) or templates that match with variables which are filtered on. Information on each template is divided into columns which can be customized with the Column settings icon in the header.
Use the Create new button at the bottom of the page to create new templates.
The information available in the columns are described in the table below.
Columns and buttons | Icons | Description |
|---|---|---|
St column |
| The following statuses are relevant:
|
Id column | Displays the identifier for the MRBTEMPLATE document. In example MRBTEMPLATES/100000. | |
Description column | Displays the description set when creating a template with Create new button. Can be edited in the MRB structure tab by clicking and typing in the MRB template title field. | |
Customer column |
| Customer name (CUS) is displayed if a Customer (CUS) is linked to the Manufacturing record book template (MRBTEMPLATE), either set when creating the template with the Create new button, or selecting a Customer (CUS) in the Customer dropdown menu in the MRB structure tab. |
Create new button |
| Clicking the Create new button will open a popup where the following options and fields are available.
|
Contains two tabs; MRB structure and Template file and represents two functions; to build a customized MRB structure, and to upload and manage MRB template files.
The MRB structure tab is used to build the structure of the Manufacturing record book (MRB). The actions available are based on the selected level and are represented by the icons in the header.
The details are specific for the selected level, and are available on the right side of the tab. The icons and options available are described in the table below:
Icon | Name | Function |
|---|---|---|
| Add section icon | Adds a section under the selected level. Each section will be a bookmark in the final MRB. The user can Add template page or Insert documents under a section. A section must be selected for these actions to be available. |
Available fields in Section criterias:
| ||
| Add template page icon | Inserts a template page under the selected section. A template file must be added in the Template file tab as a reference for the Insert template page field. |
Available fields in the Inserted template page area
| ||
| Insert documents icon | Inserts a documents under the selected section level. Available fields in the details area
|
| Delete current icon | Click to delete the selected level. Note that a section or page must be empty to be deleted. |
The Template file tab can be used to upload files to be used as references which can be inserted when building the Manufacturing record book (MRB) in the MRB structure tab.
Header
Search field - Quickly search for a template file or use the predefined filters underneath the search field.
Filter builder icon - The Filter builder icon can be used to activate predefined filters or create custom filters.
Standard filters
Files missing DC - Filters the list on Template files missing a document controller.
Versions missing PDF - Filters the list on versions missing PDF.
Files pending approval - Filters the list on
My assigned approvals - List only a files where the current user is set as assignee in the Document approval (DAP) application.
My pending DC approvals - List only files where the current user is set as the Document controller in the Document approval (DAP) application.
Files I can approve - List only files the current user can approve.
Create custom filter
Create a custom filter by selecting Field, Operator and Value.
Click the Save filter button to add a name and add it to the My saved filters area in the same popup. Select the custom filter from the My saved filters area. The selected filter will be displayed underneath the Search field. To toggle it, click it and verify that is now orange. This will indicate that the filter is active.
Column | Description |
|---|---|
Filename | Displays the name of the file. The file can be managed in the File manager (FILEMANAGERAPI) application. |
Document reference | |
InternalFilename | Displays the internal file name. An internal file name is generated based on the selections made in the File types (FIT) application. The internal file name pattern can be viewed and edited in the Internal filename pattern area. A new pattern can also be added by clicking the Add file pattern and then providing the object type in following popup. |
CreatedAt | Display the time of file creation in the format YEAR.MONTH.DAY HOUR:MIN. |
FileId | Displays the identifier for the file. |
FileTypeId | Displays the File type identifier (FIT). |
Name | Displays the name of file defined in the File manager (FILEMANAGERAPI) application. |
Selected | Click the Selected button to display the file in the FilePreview area. |
To preview a template file, select it from the Template files list. If a preview is available it will be displayed. The icons available, Upload, Download etc., will depend on the file type.
Icon | Description |
|---|---|
| Click the Upload icon to open a popup where files can be uploaded to the template. |
| Click the Preview the actual size icon to open a popup where the file can be viewed in detail and the actual viewing size can be inspected. |
| Click the Open file in new tab icon to open a new tab where the file can be viewed in detail and sections/bookmarks can be inspected. |
| Click the Download icon to locally download the file. |
Copy MRB template - Click to copy the MRB template. The new copy will be available in the MRB Template list area. The name will be copied and the source will be displayed in parenthesis.
Click the Create new button in the lower left corner.
Add a Description and optionally add a Customer.
Check the Create another to stay in the popup and create another MRB Template.
The newly created MRB Template will be located in the MRB Template list.
MRB - Manufacturing Record Book - is the final collated documentation book for manufactured products.
The MRB uses documents gathered from both external and internal sources based on requirements from the customer and combines them into one book in PDF format. It is put together using a detailed specification-template defined by customers and their demands for final product documentation.
Before the book is generated, users can view a graphical report that defines the status of all required documents and use the report as a tool for document approval and problem solving.
The application usage
Get an overview of required documents in the Product breakdown and trace tab
Show the status of documents in the Report tab
Create an MRB from the Context menu
Visualizes the current progression of the files required to build the MRB, by summarizing files of each type and categorizing their readiness in terms of existence and approval states. The tab includes buttons to quickly filter, the list on the right side, on the various requirement states. The details on the right side can also be filtered on the slice selected in pie chart, which allows a quick overview of the progress.
Buttons
Ready - Files from requirements that has approval status 8
Missing DC approval - Files from requirements that has approval status 7
Missing internal approval - Files from requirements that has approval status 4
Document missing for MRB - Files from requirements that does not have the MRB flag checked
Document missing (internal requirement) - Requirements that does not have any applicable files
Document missing PDF variant - Required files that is missing a PDF variant.
Pie chart
Click on a slice to filter the right side list on a document requirement status. The colors refer to the statuses visualized in the buttons.
Column | Description |
|---|---|
Type | Displays the file type of the document requirement, defined in the File type (FIT) application. |
Work order | Displays the identifier of the Production work order (PWO) where the document requirement is sourced. |
Approval | Displays the approval status of the document requirement; Status 4 - Pending and Status 9 - Approved. Click the View icon to open the Document approval (DAP) application to view and edit the approval. |
Revision | Displays the revision of the file which is set in the File manager (FILEMANAGERAPI) application. |
FIlename | Displays the file name of the file linked to the document requirement. The file name is set in the File manager (FILEMANAGERAPI). |
Document number | Displays the document number set in the File manager (FILEMANAGERAPI) application. The Document number field can be found and edited in the Versions tab. |
Internal filename | Displays the internal file name. An internal file name is generated based on the selections made in the File types (FIT) application. The internal file name pattern can be viewed and edited in the Internal filename pattern area. A new pattern can also be added by clicking the Add file pattern and then providing the object type in following popup. |
Deadline | Displays the deadline for the document controller set in the Document approval (DAP) application. |
Assignee | Displays the user assigned as the internal document approver. Read more about the Document approval (DAP) application here. |
Document controller | Displays the user assigned as the external document controller. Read more about the Document approval (DAP) application here. |
File id | Displays the identifier for the file. |
File version | Displays the file version set in the File manager (FILEMANAGERAPI) application. The Version dropdown menu can be found and edited in the Versions tab. |
File status | Displays the status of the file. Relevant statuses
|
Extension | Displays the file extension. For example PDF. |
Created at | Display the time of file creation in the format YEAR.MONTH.DAY HOUR:MIN. |
File details |
In the MRB Report tab, a counter displays the total number of trace errors in the production. These trace errors can be inspected and corrected in the Product Breakdown and Trace tab.
The Product Breakdown and Trace tab provides a complete top-down view of the product breakdown, including all sub-levels. It shows the part name and description, PWO/SSA for each production level, the status of the Production work order (PWO), and a direct link to the Production structure (KITDOC).
Besides offering an overview of the entire production, this tab is also a tool for monitoring traced parts.
Products requiring traceability by serial numbers and corresponding documentation can easily identify which Production work order (PWO) has missing trace information, indicated by an exclamation mark on the Production work order (PWO) line.
A broken trace occurs when a consumed part is a sub-production with its own serial number, but the serial number or Product unit (LCM) is missing from the part list.
If the serial number or Product unit (LCM) number is missing on the picked part, tracing is incomplete.
Tip
By clicking the top row, named All, the Unit trace area and Document requirements area will be populated with tracing and requirements for all levels of the product structure.
Column | Icon | Description |
|---|---|---|
St |
| Displays an icon indicating the status of the Production work order (PWO). Potential statuses are:
|
| The red Warning icon will be present if there are missing trace information for a Product unit (LCM). | |
Level | Provides the kit level as specified in the Production structure (KITDOC). The Level column displays the level for all main and sub Production work orders (PWO). | |
Product | Displays the name and description of the Product (ART) being produced. | |
Qty | Displays the partial or complete quantity consumption of the sub-productions, consumed by the parent-production. | |
Work order / SSA |
| Displays the Production work order (PWO) identifier. If the Production work order (PWO) is completed, the Goods reception item identifier (SSAITEM) of the produced goods will also be displayed. To open the Production work order (PWO) in the Production work order (PWOD) application, click the View icon. To open the Goods recepeption item (SSAITEM) application, click the View icon. |
| Displays an icon indication the class of Production structure (KITDOC). To open the Production structure (KITDOC) application, click the Structure icon. |
The Unit trace list shows all the consumed Product units (LCM) for the selected Production work order (PWO). This view can be switched to display all the Product units (LCM) produced by the Production work order (PWO) as well.
This is useful if the level above is missing a trace (missing the picked LCM).
The Unit trace list will display an exclamation mark if any of the consumed parts are missing the picked Goods reception (SSA) or Serial number/LCM for class K or KA parts. The part list for the Product units (LCM) can be inspected by clicking the Downward arrow icon next to the Status icon. Another exclamation mark will appear on the line for the part that is missing a trace. Trace errors can be fixed by clicking the Folder icon to the right in the list, which opens a popup to select the picked Goods reception (SSA) and the Product unit (LCM) serial number.
Column | Icon | Description |
|---|---|---|
Status |
| Displays an icon indicating the status of the Production work order (PWO). Potential statuses are:
A red Warning icon will be displayed if there missing trace information for either a part of sub structure. To inspect incoming parts or identify where there might be missing trace information, click the Downwards arrow icon. When expanded the Life cycle management (LCM) status of the parts are also displayed. |
Qty | Displays the quantity of the Production work order (PWO) or the quantity of the included parts or sub structures if the list is expanded via the Downwards arrow icon. | |
Product |
| Displays the name of the Product (ART). To open the Product (ART) application, click the View icon. |
| Displays an icon indicating the class of the part. | |
Unit |
| Displays the potential Product unit's (LCM) identifier. To open the Life cycle management (LCM) application, click the View icon. |
Goods reception |
| Displays the incoming parts Goods reception item (SSAITEM) identifier. To open the Goods reception item (SSAITEM) identifier, click the View icon. |
Serial number | Displays the potential Serial number (SNO) of the Product unit (LCM). | |
| Trace errors can be fixed by clicking the Folder icon to the right in the list, which opens a popup to select the picked Goods reception (SSA) and the Product unit (LCM) serial number. To open the LCM part info popup, click the Folder icon. |
The Documents and Requirements list, shows all the requirements for the selected Production work order (PWO), as well as a complete list of documents that have met their requirements. This list is used to verify that all requirements are met, and to inspect the documents via the links to the Document approvals (DAP) by clicking the View icon, or the preview popup icons connected to the File manager (FILEMANAGERAPI).
Column | Icon | Description |
|---|---|---|
Type |
| Displays the file type of the document requirement, defined in the File type (FIT) application. |
MRB | If checked, the document requirement is included in Manufacturing record book (MRB). | |
Int. | If checked, the document requirement is an internal requirement. | |
Work order |
| Displays the identifier of the Production work order (PWO) where the document requirement is sourced. |
Approval |
| Displays the approval status of the document requirement; Status 4 - Pending and Status 9 - Approved. Click the View icon to open the Document approval (DAP) application to view and edit the approval. |
Revision | Displays the revision of the file which is set in the File manager (FILEMANAGERAPI) application. | |
| To preview the file in a popup, click the Preview icon. | |
Document | Displays the Filename, Internal name and Description of the required document. | |
| To forward a document notification requesting a document approval, click the Email icon. This will open an external program for forwarding, document approval information. |
Click the Context menu icon to view the available options.
Option | Description |
|---|---|
Open filemanager for PWO | Click to open the File manager (FILEMANAGERAPI) application do view and edit all files linked to the Production work order (PWO). This actions can also be accessed from the Toolbar by clicking the Notes and attachments icon. |
Create MRB | This option is used to create the Manufacturing record book (MRB). For a limited procedure description please refer to Create document requirements for Product structures (KITART) and creating a Manufacturing record book - Procedure |
Manufacturing record book (MRB) - Create MRB
|
These settings can be edited in the Company settings (CSV) under Production and then Production again.
Company setting | Description |
|---|---|
Use document requirements for production | Generate document requirements (RQM) and planned documents requirements (RQT) for production work orders (PWO) based on file types (FIT). |
Create and include COC in MRB | Include Certificate of Conformity in MRB documentation |
Create and include FII tracelist in MRB | Include Free Issue Items (FII) tracelist in MRB document. Free issue items is customer owned goods. |
Create and include MCL tracelist in MRB | Include Material Certificate List (MCL) tracelist in MRB document. |
Create and include MTL tracelist in MRB | Include Material Trace List (MTL) tracelist in MRB document. |
These settings can be edited in the System settings values (SSV) application.
Important
Only users with Roles (ROLE) and Permissions (PRM) to edit the System settings (SSV) can access the application.
Navigate to the application
Click the Program field and type "SSV" and press ENTER.
Click here to read more about the user interface.
System setting | Description |
|---|---|
Activate the new file upload UI | The extended UI for file upload exposes more elements from file types, document approval and certification by user certificates. |