In this article we show you a normal layout for standard modules, how to create a document of a standard module structure and describe the functionality of some of the main functions in a standard module document.
TABLE OF CONTENTS
- Normal layout for a standard module
- Create a document of a standard module
- Standard functionality in a standard module document
Normal layout for a standard module
Antenor BMS have multiple modules with a similar structure, we call them standard modules. They are similar in the way they are structured, but their content is different. Since they are similarly structured, working with documents from different modules, filling them out and navigating becomes easier.
Examples of modules with the standard structure is: NCR, controlled documents, supplier approval and safety inspections.
In all the standard modules you create documents of that module type and fill it with information. The information is filled in using different text fields, dropdown lists, radio buttons and more. Therefore, the fields and structure of each type of module document will vary, but you will recognize the similarity.
Create a document of a standard module
We will be using the NCR module for this example.
This is how to register a NCR:
1. Go to the system / main menu -> "New document" -> "NCR". You can also go to the NCR report and click the "New document" button.
2. This opens a new NCR registration document where you can fill in all fields. Fields marked with red text and a star is mandatory and cannot be left empty.
Based on the setup of the NCR module your company has chosen, you may have different fields in your NCR than shown in this guide.
To complete the registration, fill in all the information needed to process the NCR further.
Click the image to see a larger version.
4. Once all the necessary information is entered into the NCR and all the mandatory fields, with red text and a star, are filled out you can send the NCR for further processing. (Link coming soon)
Standard functionality in a standard module document
In a standard module document, you will find a set of tabs on the top left side.
- In this document the first three tabs is for each step in the life cycle of the NCR. The first tab will get the title of the document, once entered.
- The fourth tab, "Show/Print all", will when the NCR is completed, let you view all the phases of the NCR in one document.
- The "Log" tab will give you an overview of changes made in this NCR document.
- The "Attachments" tab will list all attachments to this NCR document.
In a standard module you will also have a row of different buttons, in the top right corner. Which buttons, and what colour they are, will vary depending on where you are in the life cycle of the document and what access your user has.
Here is a description of the buttons and their purpose:
- The "paper clip" icon will allow you to add images and attachments.
- The "forward" will let you forward the document to someone else. This can be customized for your system.
- The "disk with an eye" button will let you save as observation if the "Risk before action" has the value 3 / yellow, 4 / green or NA / white.
- The "paper plane" will let you send for approval. For this button to be active / green, all mandatory fields must be filled out and there must be someone with approver access in the system.
- The "document check" button will let you approve this document, if you have the access.
- The "disk" button will let you save this document as a draft.
- The "X" will delete the current revision of the document.
- The "printer" button creates a pdf file.
- The "pen" button will let you go from read modus to edit modus.
- The "archive" button will let you archive this document. Documents can't be deleted, but archiving it will make it invisible to standard users. Access to this function is given by the superuser.
Adding images or other attachments
Adding images or other attachments can be done in three different ways:
- If you have the "Upload" button, you can click it to upload images, documents etc. If using ABMS on a mobile device, you will get the option to take pictures with your camera.
- You can use the "paper clip" button as described above.
- You can drag'n'drop attachments into the document.
Only option 1, using the "Upload button", can be used if you need the attached images to show on a pdf print out!
If you need more information from other people, there is also a built in comments / chat function. Click the "Comments" tab in the bottom right corner to open the chat box.
The comments function allows you to invite participants and have a dialog when there is information that you need.
There is also the important function of actions, this icon is in the bottom left corner. Actions is described in more details in the article "Actions: Create, Accept, Reject and Forward"