Contents

Overview
Browse
Detail
Address
Misecellaneous

Overview The Names Register is a list of every person and organisation with whom you deal, including
  • People within your own organisation, known as Internal
  • Organisations with whom your orgaisation communicates, that is
    • People who send you documents,
    • People to whom you send documents.

Consideration should be given to the "Single Point of Contact" concept. Contracts are between your organisation and another. THis implies that communications should be on the same organisation to organisation basis, rather than person to person. A compromise is to operate external communications as follows:

  • Sent to and received from their Single Point of Contact (e.g. Document Control function),
  • Distributed internally to people within your organisation.

This does NOT preclude using the Names Register to record other people within external organisations. In particular, records of contemporaneous notes of telephone converations, meetings, and (so called) informal emails require to show between which two people they occurred.
The Names Register is used within TDOC for such things as:
  • To be a central address book,
  • To be a place to search for telephone nos when no name was left,
  • To generate (for the Single Point of Contact) HTML Forms to enable them to initiate contact with you,
  • To setup for organisations (principally Architects) who may supply your organisation with technical documents with revisions that are NOT in alphabetic order.

The Names Register has four tabs which enable:

  • Browsing and Searching of the "address book",
  • Entering and Editing the address book - details of people and organisation, and address
  • Generation of forms and revision order information.
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Browse The principal function of the browse is to enable a person or organisation to be located. The global search function is enabled for the Names Register. The browse appears as follows - note the title which indicates the status of any Global Search:
Names Register Browse
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Details The details screen not only records the basic information about a person and the organisation to which they belong, but also sets for internal people (those who belong to your own organisation), the following:
  • The rights which they have to access the various TDOC modules
    • Only Supervisors may set Rights,
    • Document Controllers are able to view Rights.
  • The password, and if they have Manager Rights, a signature.
The screen shown below illustrates what is seen by a Supervisor or Document controller. People with other rights will see less information.
Details

When a new reference is added, then a random password is automatically generated. This may be changed by a Supervisor or Document Controller.

If the person has Manager rights, then a Signature may be attached which will be used on electronic versions of General Documents.

Signature

The default layout of Generated General Documents includes provision for a signature. The Signature may be any type of image, and is stored within a binary field. It is treated as follows:

  • When required for use, a temporary image it is generated, which is deleted after use,
  • The aspect ratio of the signature is retained, and is resized automatically to match the default size,
  • The default size is 3.198 inches wide, and 0.635 inches high. Please note that this seemingly rather aribitarary size is convenient when represented in "Object Coordinates" in which the report definition is kept.
Once a person's reference has been used within the system, then
  • The person cannot be changed to or from being internal.
  • The person cannot be deleted from the sytsem.
There are two items of information which are not actively used, but which have been retained as being possibly useful for bespoke reports:
  • Related to: This is automatically completed when the "Similar" button is used to add a new entry,
  • Handler: This may be used to show who is reponsible for, or to whom.
The table below sets which modles may be accessed by each authority level.
Authority Modules for which logon is enabled
Supervisor System Utilities,
Document Utilities.
Manager User Actions, Reports and Enquiries,
Reports and Enquiries.
Controller Document Control,
Document Utilities,
User Actions, Reports and Enquiries,
Reports and Enquiries.
Internal People Reports and Enquiries.
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Address The address tab also allows the following things to be done:
  • Copy the address to the windows clipboard in a TDOC format,
  • Clear the address,
  • Paste an address in a TDOC format from the windows clipboard,
  • Copy the information,
  • With or without contact details into the windows clipboard for use for example in a word processor.
Address
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Misecellaneous For a specific job, there are two items as follows:
  • Creating and issuing HTML forms to trading partners to enable them to initiate EDI communications:
    • To submit Technical Documents to you under transmittal.
    • To generate and send a General Document addressed to you.
  • To setup a revision numbering structure for an organisation who send you their own technical documents when the revisions are NOT in alphanumeric order.
HTML Communication Forms and Revision Sequencing
HTML Forms Forms are generated and issued to enable the recipient to initiate communications with you. There are two forms:
  • Technical Documents: allowing the submission of up to 10 documents defining:
    • The reason for issue of the documents - the same reason for all documents in the batch,
    • The Document Reference, Type of Document, Original Size, and Revision with the Title and Revision description for each document,
    • A zip file of the documents being transmitted.
    • For details of how the form and its associated EDI operates, please See Technical Documents, Using EDI.
  • General Documents: allowing the recipient to initiate a communication with you.
    • The Subject and Group are specified if the person has been associated with such in the Administrative Registers, Jobs Register, General Document Distribution Defaults,
    • For details of how the form and its associated EDI operates, please See General Documents, Using EDI.
Revisions Revisions are usually (and best) numbered alphanumerically.

However, some organisations (e.g. Architects) often prefix revisions with a letter to indicate the stage which they consider the document to have attained. This can cause problems for the effective storage of information, unless a transformation of some sort is undertaken.

Please see Technical Documents, Overview, Revision Numbering for more information on the two solutions available.

One solution is to transform the revisions when it is stored, and again when it is read back. Transformations consist of:
  • Replacing the first character of the revision with another,
  • The replacements must be selected so that they are in alphanumeric order,
  • Keeping additional characters between those selected in case additional, as yet unknown, transformations become necessary.
  • The mechanism can only cope with 10 transformations, using 0 to 9.
A common is ordering of revisions is "PTC" representing the "Preliminary / Tender / Construction". A button to automatically add these first character transformations serves as an example and operates as follows:
  • "P" is stored as a "2", and a "2" is then displayed as a "P",
  • "T" is stored as a "5", and a "5" is then displayed as a "T",
  • "C" is stored as a "8", and an "8" is then displayed as a "C".

Click to view the report of the transformations set up for an organisation on a specific job.
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