Managing Document Placeholders
To save time when you set up a project, you can create placeholders in advance for any documents that you expect to receive. Each placeholder can store multiple file types, versions, and metadata for a selected document.
A document placeholder is a container used to store and manage all versions of a project document. Each placeholder has an assigned version numbering scheme, and an originating organization. Multiple document types can be stored against a specific placeholder, and these are known as renditions. For example, a document placeholder could have a Word, TIFF, and PDF rendition.
When you receive controlled documents, you upload them to a project's DLM. These can be documents that you receive directly from an external source, or documents that have already been published to the DMS. When you upload a document to the DLM, the system attempts to match it with an existing document placeholder, based on the title of the document. If a matching placeholder does not exist, you are prompted to create one.
- Related Topics:
- Create a Placeholder
Create placeholders to store and manage project documents, such as drawings, specifications, schedules, and reports. - Clone a Placeholder
You can clone existing placeholders to use them as the basis for new ones. You can clone a placeholder to the same project, or a different project. All details of a placeholder are copied, except for set memberships, work package memberships, and associated projects. - Edit a Placeholder
You edit a placeholder to update its document properties. You can edit multiple placeholders at once. When you edit any fields in the Document Properties Causing Revision Change section, it creates new revisions for all documents issued against the placeholders. - Revert a Placeholder
You can revert a placeholder to the previous version. This feature enables you to correct errors when a file has been incorrectly added. When you revert a placeholder, it cannot be undone. - Delete a Placeholder
You can delete a placeholder from a project if it is no longer valid. You cannot delete placeholders that have had documents issued against them, or placeholders that have pending document issues. - Add a Document Placeholder to a Basket
You can add document placeholders to baskets to help you to quickly access and manage related documents. You can also share document baskets with others. - Share Documents in a Basket
You can share one or more project documents in a basket with selected people by email. For each placeholder, you select which renditions to share.