The following presentation was created for instructor-led classroom and virtual training. The intended audience was technical end-users (engineers) and it was delivered globally by subject matter experts I had previously trained. I developed an accompanying instructor guide and preparation checklist for the trainers, along with a double-sided quick reference guide the learners could take with them for on-the-job assistance. NOTE: Proprietary images and verbiage have been removed or blocked. Links to websites and documents have been disabled. You can view the facilitator notes at the bottom of each screen. To enable the animation, press F5 on your keyboard to view the slides in presentation mode. Created by Lynéa Pytel
Transcript
The following presentation was created for instructor-led classroom and virtual training.
The intended audience was technical end-users (engineers) and it was delivered globally by subject matter experts I had previously trained.
I developed an accompanying instructor guide and preparation checklist for the trainers, along with a double-sided quick reference guide the learners could take with them for on-the-job assistance.
NOTE: Proprietary images and verbiage have been removed or blocked. Links to websites and documents have been disabled.
You can view the facilitator notes at the bottom of each screen. To enable the animation, press F5 on your keyboard to view the slides in presentation mode.
Created by Lynéa Pytel
### Enabling product excellence through global collaboration
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Transitioning from
Documentum to ###
Document Management Best Practices
Document Management Best Practices
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Contents
Course Overview
Objectives
Document Management Process End-to-End
Projects
Roles
Roles Matrix
Essential Information Important Notes
Launch Details & Preparation
Help & Support
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Start Project
Folders
Documents
Workflow
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Course Overview
This course describes best practices for document management and how to apply them when using the Windchill tool for managing documents.
This course assumes a basic understanding of Windchill and it’s components and does not cover features and functionality of the tool.
If you are not familiar with the Windchill tool, it’s recommended you complete the online training available via My Learning before continuing this course.
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Recommended Courses ##TT0044 – Introduction to ###/Windchill for Document Management ##TT0038 – Project Management for ProjectLink (Container Managers Only)
Lessons by Course
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Objectives
By the end of this course, you will:
Understand how to use the Windchill tool for Document Management
Recognize and apply document management best practices
Be ready to manage documents in Windchill
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Document Management Process End–to–End
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Document Management Process
Request Project Must complete Project Request Form
• Export Compliance Restricted– Service Desk is container manager– Currently only ### & ###
Project Created Service desk creates project
• SLA is 1 business day
Project is in “defined” state
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Projects
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Creating and Editing Projects
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New Project Request
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Add Team Members Must be container manager to add members
Copy/Paste Roles
Roles• Project (container) Manager• Core team• Extended team• Document Reader • Guest (do not use!)
Document Management Process Roles
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Starting a Project (p. 9)
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New User Request
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Document Management Process Roles Matrix
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Document Management Process
Start Project Allows others to access project
Sends e-mail to assigned team members
Must be container manager
Start Project
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Starting a Project
Don’t forget to start the project!
I can’t find that document!
That project doesn’t exist! The link to the document is broken!
I don’t have access to the project!
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Document Management Process
Folder structure is pre-populated dependent on Project Template selected during
project creation
additional folders may be created as needed
Folder Structure Documentum vs. Windchill
• Room = Container (Project)
Folders
Documentum Windchill
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Creating Folders
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Document Types Program
General
Create Copy/duplicate
File Naming
Edit Check Out
Check In
Move
Document Mapping
Create a specific folder on your system to house documents you’ve checked out from
Windchill so you’ll always know where to find them.
Refer to the Document Mapping Guidelines to ensure documents are stored in the right
project and folder.
Always use the proper file naming convention when loading new documents into Windchill.
Users outside the US should always use the New Multiple Documents icon, even if you’re only uploading one document. This feature takes advantage of the replica vaults which
will provide better performance.
Document Management Process Documents
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Create Project DocumentsModify Project Documents
Move Project Objects
BestPractice!
BestPractice!
BestPractice!
BestPractice!
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Document Mapping Guidelines
Customize View
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Document Management Process
Route for Approval
Review Document Approve
Reject
Delegate
Groups Only Service Desk can modify
Subscriptions
Workflow
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Route Project DataUnderstanding Assignments
Subscribe to a Document
BestPractice!
Use the routing tools in Windchill to obtain approvals on project documents rather than e-mail. This way, you’ll be able to easily track
the progress of the request, and the approvals will be stored in Windchill with the document.
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E-mail as Weblink
Add to Clipboard
Citrix
Important Notes
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BestPractice!
Create links to a document rather than loading the same document in multiple places.
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### 1.2 Project Timeline
Go-Live ~ 3000 users
~ 400 projects
Data Migration
System Configuration
Launch Details & Preparation
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Nov. 17 Dec. 8 Feb. 2
Jan. 2
Documentum data moved to shared drive
Feb. 2
Users manually move documents
to Windchill
Feb. 14
Documentum becomes read-only
Users must manually move updated documents from Documentum to Windchill
Users must keep track of all changes made in Documentum
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Data Migration Job Aid
New Project Request
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Help & Support
Power Users
Training Servers: Austin, Shanghai, Xiamen
### Connection
Lessons (tutorials)
FAQ’s
Job Aids
Daisy
CCSS (Service Desk) (24 x 5, M-F)
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Log in to ###
New Requests Submit ### WOW Forms SLA
– New Project Containers = 1 Business Day – New User Requests = 3 Business Days
