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Suggestion for document locations tracking

Question asked by Richard Rueger on Aug 15, 2014
Latest reply on Aug 15, 2014 by Tim Webb

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Hello, We have been using EPDM for our Engineering changes of drawings and travel cards. Currently working on moving our processes into EPDM as well. The last piece is figuring out a way to duplicate the current location tracking. There are approximately 37 books for various areas. Not all books have the same documents. Each process is assigned to the various books as required. There is then a rev controlled distribution list.

One thought is to create a place holder file and link the processes to this place holder.

Has anyone done something like this or have any other suggestions

Thank you

Rick

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Tim Webb Aug 15, 2014 11:54 AM

Hi Richard,

Sounds like your EPDM is already doing a good job for your organization. I think I see where you are going but I need some clarification.

What specifically do these "books" do for location tracking?
Likewise, when you say "placeholder file and link", will this be a link outside EPDM pointing to a folder/file inside EPDM? or a "placeholder file and link" inside EPDM pointing to a folder/file outside EPDM?

Tim CEPA

http://www.equivaq.com

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Richard Rueger @ Tim Webb on Aug 15, 2014 12:52 PM

Hello Tim,

1. The books are 3-ring binders where the processes are stored for the various areas

2. The place holder would just be a blank word document inside EPDM and the processes stored in EPDM would be linked to it

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Tim Webb @ Richard Rueger on Aug 15, 2014 3:00 PM

Ahhh, I'm with you Richard.

Since it will be blank, you don't need a Word document for that. You only need a data card. My recommendation is to use a virtual document with the filepath of the process it refers to stored in a "References" field on the data card. Then you can paste the link as a reference to the virtual document and build a tree in the contains tab. Works great for reporting and searching for all related documents when the process is under revision.

Hope this helps,

Tim CEPA

http://www.equivaq.com

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Tim Webb Aug 15, 2014 11:54 AM
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Hi Richard,

Sounds like your EPDM is already doing a good job for your organization. I think I see where you are going but I need some clarification.
1. What specifically do these "books" do for location tracking?
2. Likewise, when you say "placeholder file and link", will this be a link outside EPDM pointing to a folder/file inside EPDM? or a "placeholder file and link" inside EPDM pointing to a folder/file outside EPDM?
Tim CEPA
http://www.equivaq.com
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- Richard Rueger @ Tim Webb on Aug 15, 2014 12:52 PM
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  Hello Tim,
  
  1. The books are 3-ring binders where the processes are stored for the various areas
  2. The place holder would just be a blank word document inside EPDM and the processes stored in EPDM would be linked to it
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  - Tim Webb @ Richard Rueger on Aug 15, 2014 3:00 PM
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    Ahhh, I'm with you Richard.
    
    Since it will be blank, you don't need a Word document for that. You only need a data card. My recommendation is to use a virtual document with the filepath of the process it refers to stored in a "References" field on the data card. Then you can paste the link as a reference to the virtual document and build a tree in the contains tab. Works great for reporting and searching for all related documents when the process is under revision.
    
    Hope this helps,
    Tim CEPA
    http://www.equivaq.com
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Suggestion for document locations tracking

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