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Archibus SaaS / Assets / Background Data - Facilities

Defining and Viewing Document Templates

Archibus includes a document management system. This allows you to add documents to the Archibus database.

Document templates are files that will be frequently used by users, such as a facilities access request or a standard construction contract. When you are defining document templates, you use the document management buttons to launch the correct application, such as Microsoft Word, to view the existing document templates. Depending on the user's permissions, the user can also check out this file for editing, check in changes, delete the file, and lock and unlock it. For more information on how to use the Archibus Web Central document management system, see Using the Document Management System.

Note: Some users will not have permissions for editing the templates. These users will be accessing the templates to view them and save them to their local workstations. Users can use the View Document Templates task to view and save the templates.

Define Document Templates

To define a new document template:

  1. Select the Define Document Templates task from the paths listed at the top of this topic.
    The Define Document Templates screen appears. All of the currently defined document templates are displayed in the left panel.
  2. Click Add New at the top of the Select Document Template list.

    The Edit Details tab becomes active.

  3. Enter a Template Name value to uniquely identify the template.
  4. Optionally, enter a Description and a Classification, such as analysis spreadsheet or contract to further identify the document.
  5. Click Save and Next.

    The Edit Document tab becomes active.

  6. Click the Check In New Document button next to the Document Template field. to select the document to attach.
  7. Click Save to save your changes.

View Document Templates

If your Business Process Owner has defined document templates, you can use the View Document Templates task to save the template to your computer. Using the saved template file, you can then fill in data for a particular project. Using the Request/Request Projects or Request/Edit My Projects tasks, you can then attach the file to a project.

To view document templates:

  1. Select View Document Templates task from the paths listed at the top of this topic.

    The View Policy and Procedure Documents form appears.

  2. Select a template from the Policy and Procedure Documents list.

    The right panel fills in with information on the selected document template.

  3. To download the document, click the Show Document button next to the Template Document field.

    The File Download dialog appears.

  4. Click Save.

    The Save As dialog appears.

  5. Select a location on your computer for the file, and enter a file name.
  6. Click Save.

    The file is now available for you to edit and to attach to a project.