Add document references

Tekla EPM
2021
Tekla EPM Tekla EPM GO

Add document references

You can either upload completely new document references, such as documents, Microsoft Outlook emails, and Microsoft Outlook email attachments to Document Index, or add documents already loaded to Document Index for the current job.

Add new documents

  1. In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the document.
  2. Click Add Document Reference.

    If you are viewing the document references of multiple modules and have not selected a module-specific category in the navigation tree, Tekla EPM asks you for which module you want to save the file.

  3. Select the desired module.
  4. In the Document Index - Add Document Reference dialog box, click Add File.

    You can also drag and drop files to the Document Index - Add Document Reference dialog box. If you do so, skip steps 5 and 6.

  5. In the Open dialog box, browse to find the document that you want to add, and select the document.
  6. Click Open.

    If you want to add more documents with the same settings, click Add Additional File and repeat steps 4 to 6 for each document.

  7. In the Add File dialog box, select the company and contact that provided you with the document in the File Source lists.

    You can also drag and drop files to the Add File dialog box.

  8. According to your needs, do one of the following:
    • To compress multiple documents into one archive, select the Compress Files into a Single Archive option.
    • To leave the documents that you added uncompressed, select the Leave Files Uncompressed option.
  9. If you want to change the folder where the document is saved, click Browse and select a new folder.
  10. According to your needs, do one of the following:
    • To move the original document to the selected folder, select the Move File option.
    • To copy the document to the selected folder but leave the original untouched, select the Copy File (Leave Original) option.
  11. Type a description for the attached document.
  12. Click Add File.
  13. Type a description for the entire document reference.

    This description applies to all documents, emails, and email attachments that you add.

  14. When you have added all necessary documents, emails and email attachments, click Add Document Reference.

The Document Index - Add Document Reference closes, and the documents are added to Document Index. You can see all added documents in the list in the Document Index - By Category dialog box.

Add a Microsoft Outlook email

  1. In Microsoft Outlook, select the email that you want to add.
  2. In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the email.
  3. Click Add Document Reference.
  4. In the Document Index - Add Document Reference dialog box, click Add Outlook Email.

    A copy of the email is added to Document Index.

    The text of the email is added to the Description field.

  5. Click Add File.
  6. Type a description for the entire document reference.

    This description applies to all documents, emails, and email attachments that you add.

  7. When you have added all necessary documents, emails and email attachments, click Add Document Reference.

The Document Index - Add Document Reference closes, and the emails are added to Document Index.

Add an attachment from a Microsoft Outlook email

  1. In Microsoft Outlook, select the email with the attachment that you want to add.
  2. In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the attachment.
  3. Click Add Document Reference.
  4. In the Document Index - Add Document Reference dialog box, click Add Outlook Attachments.
  5. Browse to the folder where you want to save the email attachment, and click the folder to select it.
  6. Click Open.
  7. In the Add File dialog box, select the company and contact that provided you with the email attachment in the File Source lists.
  8. According to your needs, do one of the following:
    • To compress multiple email attachments into one archive, select the Compress Files into a Single Archive option.
    • To leave the email attachments you added uncompressed, select the Leave Files Uncompressed option.
  9. Type a description for the email attachment.
  10. Click Add File.
  11. Type a description for the entire document reference.

    This description applies to all documents, emails, and email attachments that you add.

  12. When you have added all necessary documents, emails and email attachments, click Add Document Reference.

The Document Index - Add Document Reference closes, and the email attachments are added to Document Index.

Search for and add a document already in Document Index

To find and add documents for the current job that are already saved in Document Index, use the Search command.

  1. In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the document.
  2. Click Add Document Reference.
  3. In the Document Index - Add Document Reference dialog box, click Search.
  4. In the Search dialog box, click Browse and select the folder where you want to look for documents.
    Tip:

    To also search from the sub-folders of the selected folder, select the Sub-Directories check box.

  5. To narrow the search, do one or more of the following:
    • Type the document name, document size, and file name extension.
    • In File Date, select the dates between which the document has been created or downloaded onto your computer.
    • In Date Loaded, select the dates between which the document has been added to Document Index.
    • In the Source lists, select the contact and company that have provided the document.
  6. To include archived documents in the search, select the Include All Archive Files check box.
  7. Click Search.

    The search results appear at the top of the Search dialog box.

  8. In the search results, double-click the document that you want to add.

The document is added to Document Index for the current job.

Browse for and add a document already in Document Index

To browse to and add documents to the current job that are already saved in Document Index, use the Find By Directory command. You can also add new documents, delete existing documents, rename documents and categories, move documents to other folders, and open documents.

  1. In the navigation tree of the Document Index - By Category dialog box, select the category where you want to save the document.
  2. Click Add Document Reference.
  3. In the Document Index - Add Document Reference dialog box, click Find By Directory.
  4. In the navigation tree on the left of the Document Index - By Directory dialog box, select a category.

    If you want to rename the selected category, you can click Rename Directory, type a new name, and click OK.

    The documents within the category are listed in the display area of the dialog box.

  5. Select a document.
  6. In the lower-right corner, click Select.
    Note that besides adding an existing document to the current job, you can also use the buttons at the bottom of the dialog box to:
    • Add new documents (Add File).

    • Delete a document (Delete File).

    • Move a document to another folder within the document index folder (Move File).

    • Rename a document (Rename File).

    • Open a document (Open File).

The document is added to Document Index for the current job.

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