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Using docvariables in electronic files

See below the detailed steps on how to configure the docvariable feature, so that they are properly displayed in your electronic file:

Parameterize the viewers compatible with the docvariable feature

To perform this configuration, the user must have a "Manager" type license and access to the menu described below:

1.Access the SE Document component, in the Configuration General parameters (DC035) menu.

2.On the side panel, click on the Application option.

3.On the options that will be displayed, check the following viewers in the Office section:

▪DocView: for .doc and .docx files only;

▪ExcelView: for .xls and .xlsx files only;

▪LibreOffice: for .odt files only.

Check the name of the metadata that will be used as a docvariable

Before adding the docvariable to the desired file, it is necessary to check if the metadata is duly configured in the system and what is its name. For this feature to be applied correctly, the docvariable and the metadata name must be the same. To perform this configuration, the user must have a "Manager" type license and access to the menu described below.

To do that, in the SE Document component, access the Configuration Metadata export (DC052) menu. The list of records displays the "Default metadata" metadata export configuration (previously configured by the system), as well as the other existing metadata configurations.

To check if the desired metadata is contained in a configuration, perform the following steps:

1.Locate and select the desired configuration in the list of records.

2.Click on the toolbar button.

3.Check if the listing in the General tab displays the desired metadata. Through the columns, it is possible to identify the name of the metadata, its type (if it is a property of the document, revision data etc.), the item to which it refers (document title, revision title etc.) and its format, if any (for example: if the metadata refers to a revision review, its format may be the name of the user who performed this operation). For example, if the listed record is: DOC | Object property | ID # | -: it is understood that the DOC metadata refers to the document ID #.

If the desired metadata is not contained in the metadata export configuration that will be used, perform the following steps:

1.Click on the button on the side toolbar of the General tab in the metadata export data screen.

2.On the screen that will be opened, enter a name for the metadata, select its type, the item that will be used as a metadata and define its format, if necessary. See a detailed description of each available field and option in the Adding metadata section.

3.Done this, save the record.

Associate the metadata configuration with the category

For the docvariables to be duly filled out in the electronic files of the documents, it is necessary for the metadata export configuration to be associated with the category that will classify these documents.

To perform this configuration, the user must have a "Manager" type license, access to the menu described below and the "Edit" control enabled in the category. If it is a sub-category, it will be necessary to have the "List" control enabled in the upper level category.

To do that, perform the following steps:

1.In the SE Document component, access the Configuration Category (DC043) menu.

2.In the category hierarchy, locate and select the desired category.

3.Click on the side toolbar button.

4.In the Details tab of the data screen that will be opened, access the Electronic file General section.

5.Make sure the Metadata export option is checked and the configuration that has the desired metadata is selected in the Configuration field. If it is not, use the other buttons next to the field to select the desired configuration or add a new configuration and associate it with the category.

Configure the docvariables in the electronic file and create the document to which it will be associated

To perform the operations described below, note that:

▪If your user has a "Manager" license, to perform the configurations, it is necessary to have access to the File Document (DC003) menu.

▪If your user has a "Staff" license, it will be necessary to have access to the "Execution Indexing" menu.

▪To add a document, your user must have the "Add" control enabled in the security of the category that classifies it. This definition is performed in the "Security Document" category in the Details tab of the category data screen.

▪To edit a document and its electronic file, your user must have the "Edit" control enabled in the document security. This security can be defined and inherited from the category or customized through the "Security" option in the document data screen.

▪If the document that will be added does not have revision or indexing control (that is, if it is added once it has already been released), it is recommended to first configure the docvariable in the file, then create the document and associate the electronic file. If the document has indexing or revision control, it is possible to perform the procedure mentioned above or to first create the document, then associate the electronic file and add docvariables through SE Suite.

To create the document, perform the following steps:

1.On the screen through which the document will be created, click on the arrow next to the button on the toolbar and select the desired option:

▪Add new document: On the screen that will be opened, enter an ID # and a name for the document and fill out the other required information. Refer to the detailed description on how to perform this operation in the File Document Adding a new document section in the SE Document context help.

▪Create document using wizard: On the creation wizard that will be opened, click on the Blank document option. Once done, fill out the required fields of the steps that will be displayed. Refer to the detailed description on how to perform this operation in the File Document Create document using wizard - Blank document section in the SE Document context help.

▪Add new document from file: Use this option only if the docvariables have already been added to the electronic file. On the screen that will be opened, add the electronic file, define if the electronic file will be associated with only one document (if there is more than one file) and select the category that will classify the file in the hierarchy. Once done, click on Finish. Refer to the detailed description on how to perform this operation in the File Document Add new document from file section in the SE Document context help.

2.After saving the record for the first time or finishing its creation through the wizard, on the document data screen, click on the Electronic file option in the toolbar.

3.Add the electronic file in one of the following ways:

▪On the side toolbar of the Electronic file tab/section, click on the button.

▪Drag the desired electronic files to the list of records of the Electronic file tab/section.

Editing the electronic file and, consequently, adding the docvariables can be performed through the following menus/screens:

For this operation, perform the following steps:

1.In the list of records of the screen through which it will be edited, locate and select the desired electronic file.

2.After that, click on the button on the toolbar. At this point, the file will be opened by the viewer configured in the Application tab of the general parameters according to their extension. The way the screen will be opened will depend on whether it is the first access. It is important to point out that if integration through Google Drive or OneDrive is enabled, the docvariable feature will not work correctly.

3.Define the location of the file to which the docvariable will be added and add it. It is important to point out that the docvariable must be the name of the metadata that was configured and associated with the document category.

View the electronic file with the configured docvariables

If the docvariables are being added to the electronic file through SE Suite (after it is associated with the document), when they are added, their values will be displayed.

If the docvariables are added to the electronic file before it is associated with the document, it is possible to view if they have been filled out correctly through the View electronic file button on the main screens of several SE Document menus, as well as the Electronic file section in the document data.