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Create and Manage Placeholders in the Document Management Tool

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Background

Placeholders allow project teams to pre-plan their document structure. Unlike standard uploads, a placeholder acts as a container for a future file. Once a file is uploaded to a placeholder and submitted, it transitions into a standard document.

Things to Consider

  • Required Permissions: 'Create Placeholders' permissions on the Document Management tool.

  • Naming Standards: If a Naming Standard is enabled, specific fields (e.g., Description, Project Originator) become mandatory to ensure the file name generates correctly.

    • Fields tied to the Naming Standard cannot be edited in the Uploads tab; they must be edited in the Documents tab to prevent containerization errors.

  • File Formats: The format of the file eventually uploaded must match the 'File Format' specified during the placeholder creation.

Steps

Configure Permissions

Ensure the below project settings before creating placeholders:

  1. Navigate to the Project level Admin tool.

  2. Select the relevant Permission Template.

  3. Locate the Document Management tool.

  4. Enable the checkbox for Create Placeholders.

    Placeholder Permission

Import and Create Placeholders

  1. Open the Document Management tool.

  2. Click Add and select Create with .csv or .xlsx.

  3. Click the link to Download the Template and save the file.
    Note: Before importing the file, ensure that in the Document Management tool 'Settings', under 'Upload Requirements', the Naming Standard is set to 'None'.

  4. Fill in the required information and click Upload File.
    Note: When you select None for the Naming Standard, you only need to fill out three fields: Name, Type, and File Format.

  5. Select the required file and click Import.
    Note: If the import fails, download the Error Sheet, correct the highlighted duplicates or missing fields, and re-upload.

    Import Placeholder

Add Assignee

  1. Locate the placeholder in the Uploads or Documents tab.

  2. Select a Placeholder Assignee: Select the user and add assignee. Currently, the placeholder assignee and the placeholder creator has the permission to upload the file.

  3. Set a Due Date: Assign a deadline to trigger 'Past Due' warnings if the date passes without a submission.

    Add Assignee

Convert a Placeholder to a Document

Note:

  • Only the placeholder assignee or placeholder creator can perform this action.

  • This is phase 1 and additional references and extended documentation are scheduled for phase 2.

  1. Navigate to the Uploads tab or the Placeholders Collection view.

  2. Select the specific placeholder.

  3. Click Upload and attach the file.
    Note: The file must match the format, for example, .pdf, as defined in the metadata.

  4. Verify the metadata and click Submit. The item status changes from 'Placeholder' to 'Document', and the file moves to the Documents tab.

    Placeholder Import

Views and Filters

  • Item Content Filter: Toggle between 'Document' and 'Placeholder' to refine the list view.

  • Collections:

    • Assigned to Me: View placeholders specifically assigned to your account.

    • Assigned to My Company: View placeholders assigned to anyone within your organization.

  • See All (Containerization): Click 'See All' to view all revisions or placeholders that share the same Name and Format within a single container.

See Also