Reference documents

Note Documents must be added to the reference library into folders. If no folders exist, one must be created. See Folders.

Adding a document to the reference library

1. Open the navigation bar. If necessary, click the Manage tab.

2. Under Organisation Standards, click Reference Documents.

   The Reference Documents page is displayed, showing the folder structure in which reference documents are contained.

3. Select the folder to which you want to add a document.

   All documents and folders contained within the selected folder are displayed.

4. Click the Add Files button.

   The Add Files window is displayed.

5. Click Choose Files to select the documents to add. You can also drag and drop documents from Windows Explorer.

   Warning If there are problems with any of the selected documents, you cannot upload them. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the documents.

   You can click to remove a single document, or click Remove All to remove all of them.

6. Edit the Names of the documents if required.

7. Select the check boxes to apply the following properties to the documents:

   • Enable Version Tracking

     If version tracking is enabled, a (V*) suffix is appended to the document name. If the document has only one version, it will be displayed as (V1). As new versions are added, the version number is incremented by one (V2, V3, ...).

8. Click Add x Files to upload the documents to AVEVA Contract Risk Management.

   Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

9. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

10. Click Close once all the uploads are complete or cancelled.

View the properties of a reference document

11. Open the navigation bar. If necessary, click the Manage tab.

12. Under Organisation Standards, click Reference Documents.

    The Reference Documents page is displayed, showing the folder structure in which reference documents are contained.

13. Select the folder containing the document whose properties you want to view.

    Note You can also search for the document you want to view the properties of by performing a search. See Reference Library Search for more information.

14. Click the Properties icon for the document.

    The File Details page is displayed.

Edit a reference document

15. Open the navigation bar. If necessary, click the Manage tab.

16. Under Organisation Standards, click Reference Documents.

    The Reference Documents page is displayed, showing the folder structure in which reference documents are contained.

17. Select the folder containing the document which you want to edit.

    Note You can also search for the document you want to edit by performing a search. See Reference Library Search for more information.

18. Continue navigating the folder hierarchy until you locate the required document.

19. Click the Edit icon for the document.

    The Edit Options page is displayed listing a number of edit options. See Edit documents for more information.

Add a note to a reference document

20. Open the navigation bar. If necessary, click the Manage tab.

21. Under Organisation Standards, click Reference Documents.

    The Reference Documents page is displayed, showing the folder structure in which reference documents are contained.

22. Select the folder containing the document to which you want to add a note.

    Note You can also search for the document you want to add a note to by performing a search. See Reference Library Search for more information.

23. Click the icon for the document to which you want to add a note.

    The Notes page is displayed.

24. Click Add Note and select Create.

    The Note page is displayed.

25. Enter the note in the Note Text field.

26. You can also add an optional note attachment once you have entered the Note Text:

    1. Click Add File.

       The Add File window is displayed.

    2. Click Choose File to select the document to add. You can also drag and drop the document from Windows Explorer.

       Warning If there is a problem with the selected document, you cannot upload it. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the document.

       You can click Remove File to remove the selected document, if necessary.

    3. Edit the Name of the document if required.

    4. Click Add File to upload the document to AVEVA Contract Risk Management.

       Progress bars display the progress of the upload. If the upload is taking too long, you can click Cancel. This button is only visible if there is a pending upload.

    5. If the upload failed, you can click Retry Failed to attempt the upload again.

    6. Click Close once the upload is complete or cancelled.

       The attached document is displayed.

       Click Remove File if you need to delete this document.

27. Click Save.

    A confirmation message is displayed.

Warning Once added, note text and documents cannot be removed.

Delete reference documents

28. Open the navigation bar. If necessary, click the Manage tab.

29. Under Organisation Standards, click Reference Documents.

    The Reference Documents page is displayed, showing the folder structure in which reference documents are contained.

30. Select the folder containing the document you want to delete.

    Note You can also search for the document you want to delete by performing a search. See Reference Library Search for more information.

31. Click the Delete icon for the document you want to delete.

    A warning message is displayed.

32. Click OK.

    A confirmation message is displayed.