Introduction
This section discusses the use of Document Templates in BlueWorx Inspections. This functionality was introduced in SP13.
Business and SAP Context
Sometimes you need additional information to support the Inspection of an asset. It could be that you have specialized assessment criteria; a formular based assessments; a safety plan; etc. And while BlueWorx allows for expanded documentation of the Inspection and Questions, business requirements on occasion support the need for a document.
This functionality allows for documents to be defined in BlueWorx Inspection Administration and for these to be associated with individual Questions. It then allows users to download the documents to their device and from there view/ update them using device specific readers/ editors. There is no direct control, per template to force the user to update and reload it, through there is the option as of SP13 to demand a document upload of a file at the Question configuration level.
Important Information
Practical Business Use
Successful use of this functionality needs careful analysis of its usefulness, limitations and implications. For example:
- Using a MS Word document may be impractical on a Phone
- It's not going to work if the file type used has no viewer or editor on the device
- The document template lacks any context to the assets - i.e. it does not contain data for the asset, nor remember previous selections
- Documents take up room, as templates and as uploaded documents (where required)
Document Repository
The documents are stored in SAP in either SAP DMS; SAP GOS or a custom document repository (through SAP) - as defined in Settings Tab - Inspections.
Documents between SAP systems
There is no csv export/ import of Document Templates nor their association with Questions. As documents exist at the system level, while their master record can be migrated the documents themselves must be uploaded into each system.
Document Translation
Documents have a single translation - if you need the same content in different languages then create a new document for each and associate them all with the Question. On Sync, BlueWorx will only take the language version for the Sync User language.
Documents Tab
The following is an illustration of this page/ tab:
The fields on this screen are considered self explanatory. Creation and editing of each document is detailed in the following section.
Document Detail Page
This screen it used to create and maintain a Document Template:
The following screen fields and controls are defined, where not documented they are considered self explanatory or are explained elsewhere:
| Field/ Function | Description/ Usage | Recommendation |
|---|---|---|
| ID | Enter a visible ID | |
| Description | Enter a description | |
| Language | Enter a language | See comments above about languages |
| Active | Switch ON | OFF to allow selection in Questions | |
| Usage Notes | Administrator notes on the document, not seen by end users | |
| Authorisation Group | Self explanatory | |
| File Details | Self explanatory | |
| File Upload | Uploads one document. Existing documents will be over written on upload | |
| Cancel | Delete | Save buttons | Self explanatory | Note that Documents can not be deleted if they are referenced by a Question. |
Where Used Tab
This tab shows where this Document Template has been associated with Questions. Users can navigate to the Question on row selection:
