Concepts

Tasks

Settings

Setting up Document Types

You can define your site’s standard document types. For example, your site might use Material Safety Data Sheet (MSDS) or Safety Instructions. You can use document types to group and sort documents in lists and to enter settings for MSDSs.

If a document type will be used for MSDSs, you can set policies that control what is allowed when the MSDS is expired.

Note: There are also settings on resource category that control whether or not MSDSs must be entered on resources in that category, and whether or not resources without any MSDS attached may be ordered or issued. See **Setting up Resource Categories.

APM comes with several document types already defined. You can edit the existing document types and add new ones for your organization.

To Set up Document Types

1.	From the Site window, select the Reliability Program view and the Settings tab. Select the Reliability Program tab and the Reliability program settings node in the tree.

Tip: You can also select the Administration menu and Reliability Program Settings. The Reliability Program Settings dialog appears.

2.	Select the Document Types tab. This tab shows a list of the existing document types. For example:

3.	For each document type you wish to add, click New. The Document Type dialog appears.

 

4.	Enter the following settings on the General tab:

Setting Name

Description

**Document type

The name of the type of documents. For example, your site might use Material Safety Data Sheets (MSDS) or Safety Instructions. Document type names can be up to 50 characters long.

Asset documents

Select this option if documents of this type are allowed to be selected for assets.

As asset specification document

Select this option if documents of this type are allowed to be selected as asset specifications.

Work order task and standard task documents

Select this option if documents of this type are allowed to be selected on work order tasks and standard tasks.

Resource documents

Select this option if documents of this type are allowed to be selected on resources.

Resource material safety data sheets

Select this option if this document type will be used for material safety data sheets (MSDS). When you select this option, you can set policies for MSDSs on the Details tab.

Safety provisions

Select this option if documents of this type are allowed to be selected on safety provisions.

Used with strategy development analyses and failure modes

Select this option if documents of this type are allowed to be selected on analysis and failure modes.

5.	If the document type will be used for material safety data sheets (MSDS) or resources select the Details tab. Select the appropriate policies for this document type:

Setting Name

Description

Policy for expiration dates

This policy is used to control the entry of expiration dates on the documents of this type. Expiration dates are entered as part of the document version information. You can select one of the following options: • Expiration date is required on all procedures: an expiration date must be entered as part of the information entered for each document version. If an expiration date is not entered, an error message will be issued. The user will not be able to save the version until an expiration date is entered • Expiration date is not required, always warn the user: the user is not required to enter an expiration date on the document version. If an expiration date is not entered, a warning message will be issued. The user may disregard the warning and save the version without entering an expiration date • Expiration date is not required, do not warn the user: the user is not required to enter an expiration date on the document version. If an expiration date is not entered, a warning message is not issued

Policy for placing a purchase order for a resource with an expired MSDS

This policy is used to control the system’s behavior when a resource with an expired MSDS using this document type is ordered. Select one of the following options: • Do not allow the resource to be ordered: the resource cannot be ordered: For PO lines created from scratch, an error message is issued when the buyer attempts to create line. The PO line cannot be saved For resource demands, the purchase demand option is disabled • Allow the resource to be ordered, always warn the user: the resource can be ordered, but a warning message will be issued. The user can disregard the warning and create the PO line. The PO can be issued to the supplier • Allow the resource to be ordered, do not warn the user: the resource can be ordered. A warning message is not issued.

Policy for issuing a resource with an expired MSDS

This policy is used to control the system’s behavior when a resource with an expired MSDS using this document type is issued from a warehouse. Select one of the following options: • Do not allow the resource to be issued: the resource cannot be issued • Allow the resource to be issued, always warn the user: the resource can be issued, but a warning message is displayed. The user may disregard the warning and issue the resource • Allow the resource to be issued, do not warn the user: the resource can be issued. A warning message is not displayed

6.	Select the Description tab to add more information about the document type.

7.

Click OK.