Exact Macola 10 offers a lot of robust functionality between Manufacturing, Accounting, Distribution, Customer Relationship Management (CRM), Business Process Management (BPM), Business Activity Monitoring and Workspaces. One of my personal favorite modules is Document Management. This module can help your business work towards going paper-less, or at least have less paper! It can be used for simple things like storing Work Instructions so new employees have access to what they need right at their fingertips, or you can store Customer Purchase Orders so customer service can quickly pull up the documents they need when a customer calls rather than rummaging through filing cabinets. You can even use it to help in meeting ISO 9000 or SOX and other regulatory compliance models.
In today’s Tech Tip, I will demonstrate how you can use the document management system to store and control your company’s engineering drawings.
Create Document Type
First we will go to Documents - Setup - Maintenance - Document: Types
We will create a new document type called “Drawings” under the Document Group “Engineering” (which we have already setup).
Under the Synergy Links tab we will make the Items option mandatory.
Next go to the Share tab and turn on the check in/check out option. This will allow users to check out the document while they are making changes to it.
Now we will go to the More Properties tab and turn on version control. This will allow us to track when changes are made and keep a history of old versions.
Finally, save our new document type and we are all ready to go.
Using the Drawing Document
Now that we have created the new document type our users can begin uploading drawings into Exact Macola 10.
Open up the item card for an existing item and click on documents.
Click New on the next screen and select the Engineering/Drawing type. You’ll be taken to a new document with the item code already populated.
Simply name your document and then attach your drawing and save.
Now, under the documents section of my item I have an uploaded document with a pdf attached.
As new versions of the document are added I can click on the versions button and see historical versions of my drawing.
With just some simple setup we are now tracking all our engineering drawings along with a full revision history. Stay tuned for our next Exact Macola 10 Tech Tip blog post where we will demonstrate how to take the drawings that we are now storing and controlling in Exact Macola 10 and link those to a workspace so a user may open up the current active drawing from a shop floor or production workspace!