eb web - doris.lkab.comdoris.lkab.com/doris/plugins/core/help/eb web user guide.pdf · computer...

eB WebSELECTseries 4

User Guide

D002114Last Updated: December 17, 2013

Notices

TrademarkBentley and the “B” Bentley logo are either registered or unregistered trademarks or service marks ofBentley Systems, Incorporated, or one of its direct or indirect wholly-owned subsidiaries.Other brands and product names are trademarks of their respective owners.

CopyrightCopyright © 2013 Bentley Systems, Incorporated.eB, Copyright © 2013 Bentley Systems, Incorporated.All Rights Reserved.Including software, file formats, and audiovisual displays; may only be used pursuant to applicablesoftware license agreement; contains confidential and proprietary information of Bentley Systems,Incorporated and/or third parties which is protected by copyright and trade secret law and may not beprovided or otherwise made available without proper authorization.

Restricted Rights LegendIf this software is acquired for or on behalf of the United States of America, its agencies and/orinstrumentalities (“U.S. Government”), it is provided with restricted rights. This software andaccompanying documentation are “commercial computer software” and “commercial computersoftware documentation”, respectively, pursuant to 48 C.F.R. 12.212 and 227.7202, and “restrictedcomputer software” pursuant to 48 C.F.R. 52.227-19(a), as applicable. Use, modification, reproduction,release, performance, display or disclosure of this software and accompanying documentation by theU.S. Government are subject to restrictions as set forth in this Agreement and pursuant to 48 C.F.R.12.212, 52.227-19, 227.7202, and 1852.227-86, as applicable.Contractor/Manufacturer is Bentley Systems, Incorporated, 685 Stockton Drive, Exton, PA 19341-0678.Unpublished - rights reserved under the Copyright Laws of the United States and International treaties.

eB Web 3 User Guide

NoticesRestricted Rights Legend

This page intentionally left blank

eB Web 4 User Guide

Table of Contents

Chapter 1: Getting Started in eB Web ................................................................................... 9Logging In to eB Web ................................................................................................................................................................................ 9Window Layout .........................................................................................................................................................................................10Routine Navigation .................................................................................................................................................................................11Data Scope ................................................................................................................................................................................................... 12Chapter 2: Navigation Options ........................................................................................... 15Explorer ........................................................................................................................................................................................................15Documents .................................................................................................................................................................................................. 16Directory ...................................................................................................................................................................................................... 16Distribution .................................................................................................................................................................................................17SharePoint ...................................................................................................................................................................................................18

To Add a Document to the SharePoint Library .............................................................................................................19To Register a New SharePoint File with eB ....................................................................................................................20To De-synchronize a SharePoint File ................................................................................................................................21

File Plans ......................................................................................................................................................................................................21Items .............................................................................................................................................................................................................. 21Work Exchange ......................................................................................................................................................................................... 21Bulk Import/Export ................................................................................................................................................................................ 21Publisher ......................................................................................................................................................................................................22

To Add an eB Object to a Publisher Package ................................................................................................................. 26Using the Basket ....................................................................................................................................................................................... 26

To Add an eB Object to the Basket ..................................................................................................................................... 27To Remove Some Objects from the Basket .....................................................................................................................28To Remove All Objects from the Basket .......................................................................................................................... 28To Distribute Objects from the Basket ............................................................................................................................. 28

My eB ............................................................................................................................................................................................................. 28To Add a Data Object to My eB ............................................................................................................................................ 28

Chapter 3: Document Management .................................................................................... 31Common File Actions ..............................................................................................................................................................................31Creating Objects ........................................................................................................................................................................................31

To Add a New Document and File Using a Shortcut ...................................................................................................33To Add a New Document ........................................................................................................................................................34To Add a New Project .............................................................................................................................................................. 35To Add a New Person (admin only) .................................................................................................................................. 36To Add a New Organization .................................................................................................................................................. 37To Add a New Location ........................................................................................................................................................... 37To Edit Child Locations ........................................................................................................................................................... 38

Adding Files to eB .................................................................................................................................................................................... 39To Add a File to a Document .................................................................................................................................................39

Viewing a File .............................................................................................................................................................................................39Opening Files ..............................................................................................................................................................................................40

To Open a Single File ................................................................................................................................................................40

eB Web 5 User Guide

To Open All Files from a Document ...................................................................................................................................40Checking Out Documents ......................................................................................................................................................................40

To Check Out a Document ......................................................................................................................................................40Downloading Files ................................................................................................................................................................................... 41

To Download One File from a Document ........................................................................................................................ 41To Download an Entire Document (all of its files) ......................................................................................................42

Creating Renditions .................................................................................................................................................................................43To Create Renditions of Files within a Document .......................................................................................................43

Viewing Document History ..................................................................................................................................................................44Editing Document Information .......................................................................................................................................................... 44

To Edit Details .............................................................................................................................................................................44To Edit Document Views Other Than Details ................................................................................................................45

Making a Copy of a Document ............................................................................................................................................................ 46To Make a Copy .......................................................................................................................................................................... 46

Deleting a Document .............................................................................................................................................................................. 48Adding and Deleting Folders ...............................................................................................................................................................48

To Create a Folder ..................................................................................................................................................................... 48To Delete a Folder ..................................................................................................................................................................... 49

Sending Emails from eB Web ..............................................................................................................................................................50Subscribing to Objects ............................................................................................................................................................................51

To Subscribe to a Document ................................................................................................................................................. 51Comparing Objects .................................................................................................................................................................................. 54

To Compare Two eB Objects .................................................................................................................................................54QuickLinks ...................................................................................................................................................................................................55

To Generate a Quicklink to an eB Object ......................................................................................................................... 55Creating Work Orders ............................................................................................................................................................................ 55

To Create a Work Order Based on an eB Object ...........................................................................................................56eB Reports ................................................................................................................................................................................................... 57

To Display an Existing Report ..............................................................................................................................................58To Filter the Report List ......................................................................................................................................................... 59To Create a New Report ..........................................................................................................................................................59System Object Report .............................................................................................................................................................. 63

Searches ....................................................................................................................................................................................................... 63Chapter 4: Using the Work Exchange Folder ........................................................................67To Examine Forthcoming Tasks ........................................................................................................................................................ 70To Accept a Task .......................................................................................................................................................................................71To Delegate a Task ..................................................................................................................................................................................71To Mark a Task as Completed .............................................................................................................................................................72Chapter 5: Change Management ........................................................................................73Declaration That a Data Object Is Change-Controlled ..............................................................................................................73Initiating a Change Request ................................................................................................................................................................74Change Request Tracking ..................................................................................................................................................................... 75Change Request Status ...........................................................................................................................................................................76Change Effects Analysis .........................................................................................................................................................................77

To Carry Out a Change Effects Analysis ........................................................................................................................... 77Implementing a Change Request ......................................................................................................................................................79

To Implement a Change Request ........................................................................................................................................ 79Editing a Change Request .................................................................................................................................................................... 82

To Edit a Change Request ...................................................................................................................................................... 82

eB Web 6 User Guide

Copying a Change Request ................................................................................................................................................................... 83To Copy a Change Request .................................................................................................................................................... 83

Deleting a Change Request ...................................................................................................................................................................84To Delete a Change Request ..................................................................................................................................................84

Chapter 6: Physical Item Management ................................................................................85Editing Physical Items ............................................................................................................................................................................86To Copy a Physical Item ........................................................................................................................................................................ 88To Create a Baseline ................................................................................................................................................................................88To Create a Physical Item List .............................................................................................................................................................89To Create a Physical Item ..................................................................................................................................................................... 89Serialized Item List Management .....................................................................................................................................................90Chapter 7: Using the Brava! Viewer ....................................................................................91Marking Up Files .......................................................................................................................................................................................93

To Create a Markup .................................................................................................................................................................. 93To Load an Existing Markup ................................................................................................................................................. 93

Comparing Files ........................................................................................................................................................................................ 94Markup Layers ...........................................................................................................................................................................................96Markup List .................................................................................................................................................................................................96Troubleshooting ....................................................................................................................................................................................... 96Chapter 8: Using eB Engineering Designer Functionality in eB Web .....................................99Navigation Views ......................................................................................................................................................................................99Creating Objects Using Wizards ......................................................................................................................................................101

To Create a Tag ........................................................................................................................................................................ 102To Create a Document ...........................................................................................................................................................104To Create a Virtual Item Group .........................................................................................................................................107To Create a Physical Item .................................................................................................................................................... 109

Editing Tag Properties ........................................................................................................................................................................ 112Change Management ............................................................................................................................................................................116Workflow Menu ......................................................................................................................................................................................121Contextual Reports ............................................................................................................................................................................... 123Chapter 9: Viewing i-models in Visual Navigator .............................................................. 125To Open an i-model into Visual Navigator ..................................................................................................................................125Visual Navigator Window Layout ...................................................................................................................................................126

Tree View Pane ....................................................................................................................................................................... 126Viewer Pane .............................................................................................................................................................................. 128Item Information Pane ........................................................................................................................................................ 129

Selecting Items in Visual Navigator ...............................................................................................................................................131Selecting Items in the Viewer ...........................................................................................................................................................133Resizing the Visual Navigator Window ........................................................................................................................................133Chapter 10: Setting User Preferences in eB Web ............................................................... 135

eB Web 7 User Guide


eB Web 8 User Guide

Getting Started in eB Web 1eB Web provides users with web access to eB communities through a standard web browser.eB Web:• Lets you access documents and physical items stored in eB, from any location• Presents assigned work order tasks through the Work Exchange option• Includes two user-specific areas known as My eB and the Basket, which are used to store often-

accessed data• Can generate and distribute reports• Can manage publishing packages• Can interface with your Microsoft® SharePoint® documentsNote: It is recommended that you use Internet Explorer 8 or 9 with eB Web, because of their support ofActiveX. Other browsers are supported, but they will have limited functionality. Use the navigationbuttons in your browser as you normally would to navigate your history (for example, to return to aprevious screen). Java must be enabled for some functions, and some pop-up blockers may interferewith eB Web screen renderings.

Logging In to eB WebTo access eB Web, you are allocated a URL that connects to your company’s eB data sources, alsoreferred to as communities. For each community you have access to, you are assigned a unique username and password. If your company has several communities, you need to select which community toconnect to using the drop-down list on the third line of the login dialog.

eB Web 9 User Guide

When you enter your user name it will be forced to upper case, but the password is case sensitive. Thereis a check box for remembering your user name and password.

To log out of eB Web, click the red logout button at the top right of the Navigator pane. If you do notlog out using this method, eB License Manager will be unaware that you have logged out. Consequently,if you are using a named license and try to log back in, the eB named license will be deemed to be in useand access will be denied. Once 15 minutes of inactivity has elapsed a license timeout will occur. Thelicense will then be available for you to log back in.

Window LayoutThe eB Web window can contain up to three panes. The following image shows a typical windowarrangement with the Navigator/Search pane at left, the Content pane in the middle, and the Task paneat right.

To reach this screen status, the Documents option has been selected from the Navigate list at the top ofthe Navigator pane, then the Knowledgebase Article document class in the explorer tree has beenexpanded, and one of the documents in that folder selected.Note: In eB, a document can contain an arbitrary number of individual files. The document showncontains one .DOC file.

Getting Started in eB WebWindow Layout

eB Web 10 User Guide

When viewing documents in the Content pane, the Sections area is present in the Task pane. You canswitch between the Details, Structure, and History default views of a document in the Content pane byclicking those links in the Task pane (the eB Web layout editor allows these information layout sectionsto be changed).Note: The vertical border between the Navigator pane and the Content pane may be dragged to anyposition. In its rightmost position the Navigator pane fills the entire screen width. In its leftmostposition, the Navigator pane is obscured. The Task pane (if any) stays the same width.The View Files option in the Media section of the Task pane opens a new browser window allowingrapid browsing of all files in the document. The Launch files option opens files in their nativeapplication. Get Local Copy initiates a file download to your local file system. Files may also berendered or sent to the print queue.The Task pane is not always present. If only a few tasks are possible in the context of what you aredisplaying, links to them may be offered at the top of the Content pane.

Content pane showing all information about a physical item

Routine NavigationThe action bar at the top of the Navigation pane contains buttons that control the content of that pane.

Getting Started in eB WebRoutine Navigation


From left to right: Preferences, Navigation Mode, Create Objects, System Reports, Search, Help (thisdocument), Log Out

Like most navigation or directory trees, a plus symbol (+) to the left of a folder name indicates that thefolder may be expanded to expose subfolders one level down, by clicking the plus symbol . Click theminus symbol (-) to collapse the subfolders again.In the Content pane, an up arrow also means that a topic is expandable to show more information.Likewise the down arrow can be used to collapse the line.

Data ScopeA scope is a means for partitioning data within a single eB community. Each scope may have its own setof classes, attributes, templates, organizations, and people. Certain list values (for example,Responsibilities) may also be unique to a scope.Scope names within a community must be unique. Users, via their assignments to roles, have rights toaccess data in some scopes but not others.As part of the installation of a community, a default scope, named Global, is created. Additional scopesare only required where there is a requirement to create and maintain data in the same community thatmay exist independently of other data. Examples where this may be applicable are project-based dataand organizational data.A scope may be in a hierarchical structure, for example, where there is a PROGRAM that is made up ofmany smaller PROJECTS. The program would be the parent scope and each project would be a child ofthis parent scope.Users can view and use data from the Global scope, as well as from any scope associated with a role towhich they belong, and any other parent scope. To be able to access a scope, the user must belong to atleast one role in each scope in the hierarchy.Under the action bar in eB Web is a prominent green bar displaying the default data scope for newobjects.

Click the Default Scope bar to open the Scope Selector dialog. Here you can select which of the availablescopes you would like to be active scopes. Once a scope is active, you can select it to be the default scope.

Getting Started in eB WebData Scope


Navigation Options 2To return to the navigation mode from searching or adding a new object, click this button: At the top of the Navigation pane is a list that typically includes the following items:• Basket• Bulk Import/Export• Directory• Distribution• Documents• Explorer• File Plans• Items• My eB• Publisher• SharePoint• Work Exchange

It is possible that your administrator has set up other explorers. Each of these explorer options is aspecific navigator. Selection of any one navigator completely changes the content of the Navigationpane, reflecting a view of the community that is restricted so that the user may conveniently focus onone set of information. In general, a navigator is a list of links to content that may be selected anddisplayed in detail. A navigator is often, but not necessarily, a tree structure.Once you select a data object from one of the explorers in the Navigator pane, there are many ways inwhich the object may be handled. Depending on your permissions, it may be viewed, edited, transferred,checked out, copied or deleted.

ExplorerThe Explorer exposes the system-defined folder structure of the eB community you are connected to.When you log on to eB Web, or when you select this navigator from the list, the System Root itemappears in the Content pane (see Adding and Deleting Folders on page 48 to learn how to create anew folder in the System Root). You can then expand any part of the tree, browsing folders, to anycoherent group of data objects. At all times, the tasks that are appropriate and that you have permissionfor appear in the Task pane. For example:


Tasks typically available displaying report results

DocumentsThe Documents navigator provides another approach for accessing documents in eB by focusing on thehierarchical document class structure. You can expand the class tree to see a list of documents for aparticular class. Selection of an actual document changes the content of the Content pane to show thedetails of that document. You can view and update a document as described in Document Managementon page 31.Tip: You cannot add folders to, or delete folders from, this hierarchy.

DirectoryThe Directory explorer stores categorized information on employees, customers, vendors, and so on.Your system administrator defines which person, location or organization objects are to be included inthe Directory explorer.If you have the requisite permission to customize the directory, any folder you select or create canbecome a directory folder. Use the Set a directory root link in the Task pane for this purpose.

Navigation OptionsDocuments


Example of part of an organization directory

A directory content pane for an organization displays the key contact personnel, the directoryinformation, related personnel (person objects,) and related organizations. Selection of a personnelname shows that person's information.Note: Creating a new record in the directory is an administrator function only.

DistributionThe Distribution explorer manages your document distribution lists. You can have as many of these listsas you want, or you can select individual distributees from a global list at the time you release yourdocuments — typically from the Basket.A wizard steps you through the distribution process.

Navigation OptionsDistribution


Distribution option list

Other distribution options are as shown above.

SharePointIntegration with Microsoft® SharePoint® lets you add eB documents to SharePoint, and converselyregister SharePoint files with eB.In eB Web, you can expose any eB object to the SharePoint library using options such as Move, Link,Sync, and Reference. Also, you can view and edit document properties and relationships in the contextof projects and document class hierarchies.To display the current SharePoint library in the Navigation pane, select SharePoint in the Navigator list:

The Explorer shows the SharePoint web applications and sites linked to this community, as configuredby your administrator.The Historic References node contains references to eB objects that were at one time registered withSharePoint but have since been excluded, or unregistered.Expanding the tree and clicking on any SharePoint item exposes its URL in the Content pane:

Navigation OptionsSharePoint


For document libraries, the synchronization behaviors are displayed under the SynchronizationOptions topic:

To Add a Document to the SharePoint Library

1. Expose the document you want to add in the Content pane.2. In the Task pane, in the Actions section, click the Add to Doc Library link.

The Add to Document Library dialog opens, with the SharePoint document library tree displayed.



3. In the SharePoint tree, select the folder to which you want to add this document.4. Select Synchronize or Link.

If you select Link, the document (or other eB object) will not remain synchronized in eB andSharePoint.

5. Click the Complete button.Once the document is successfully added to a SharePoint document library, its SharePoint location isgiven in the document property page, in a SharePoint Links topic. If more than one SharePoint libraryreferences this eB item, all the links are available.

To Register a New SharePoint File with eB

1. With an unregistered SharePoint document in the Content pane, click Register with eB in theActions section of the Task pane.

2. Select one of the following registration options in the Content pane:Option Description

Link Copy the SharePoint file contents to eB. The SharePoint file is replaced with anhtml link that launches the file content in eB.

Move Move the entire document into eB based on the user's selection of an eBtemplate. The document resides in eB only, the SharePoint file being removed aslong as you have permission to delete files from the site.

Reference Create a SharePoint location in eB. The file resides in SharePoint with itsSharePoint html link shown in eB Director and eB Web object page.

Synchronization The current default behavior of eB for SharePoint when an eB document isadded to SharePoint.

3. Click the Create button.



To De-synchronize a SharePoint File

1. Click Exclude in the Actions section of the Task pane.A warning dialog opens in the Content pane.

2. Click the Exclude button to complete de-synchronization.

File PlansFile plans are long-term document management schemes. For more information see the “RecordsManagement” section in the eB Administration Guide.

ItemsThe Items explorer focuses on physical items. For details, see Physical Item Management on page 85.

Work ExchangeThe Work Exchange feature is a task manager, presenting assigned tasks to users and assisting them inworkflow management, presented as a familiar tree-structured navigator. For details, see Using theWork Exchange Folder on page 67.

Bulk Import/ExportThe purpose of the Bulk Import/Export Utility is to allow selected users a mechanism to perform a bulkimport/export routine of documents or folders into eB.

Import/Update Documents

Users who have Bulk Updates permission have a menu option to bulk import/update documents usingExcel spreadsheets. The images for the import should reside in a shared directory or UNC pathdetermined by the administrator.

Import Folders

Users have a menu option to bulk import directories as folders and files as electronic files usingdirectory structures in their disks/electronic media. The images for the import should reside in a shareddirectory or UNC path determined by the administrator.

Update Preferences for Bulk Transactions

Both import and export functions have configurable preferences — for templates and directory paths,for example.

Navigation OptionsFile Plans


Update as required and click the Update button at lower right.

My Jobs

A link is provided for you to inspect a list of your bulk jobs, their type, date, and status.

PublisherIn this explorer you can create, modify, delete and/or publish packages of eB objects. Publisherpackages include all contents: object instance data, hierarchies, and the files contained withindocuments. The package format can be HTML, CHM, or XML. Thus they are inherently suitable fordistribution to non-users of eB and entities outside your enterprise.

Navigation OptionsPublisher


Publisher package wizard, step 1

Step 2 of the wizard offers retrieval options. For every type of eB object, topics to be retrieved may beselected using check boxes.


The purpose of Step 3 is allow exclusion of any attributes from the package. Transfer to the ‘Selected’window all attributes you wish to include. If you leave the ‘Selected’ window empty, by default allattributes are considered selected.




The final step is for setting output options — format, status, and file naming.


When you have created several packages, the Content pane can display them, as follows:



Set of publisher packages

Options in the Explorer are View (leading to the screen shown above) and Create. Options in the Taskpane are Create, Delete and Publish. Delete/Publish apply to any packages checked in the Content pane.Clicking on any individual package code exposes its detail in the Content pane, with further editingoptions in the Task pane:

Publisher package detail sheet



To Add an eB Object to a Publisher Package

1. Having located the object by some means such as a search or a navigator, click Add To Publisher inthe Actions section of the Task pane.A publisher package selector opens in the Content pane, listing your existing publisher packages. Youalso have the option of creating a new package.

2. Select a package in the left pane and click Complete >.

Using the BasketThe Basket in eB is similar to a shopping cart on a commercial website. You can add any object to theBasket that you would like to keep handy for quick reference or work - it is your personal area of eB.When adding objects to the Basket, each object gets added as a reference of the original object (that is,you are not adding a new copy of the object to the Basket). While the Basket is intended as a temporarydevice, the items in the basket do not expire after a fixed time, like a commercial shopping cart typicallydoes. All links remain in the basket until you explicitly remove them.

Navigation OptionsUsing the Basket


Any item that can be displayed in the Content pane can be added to the basket by clicking Add toBasket in the Actions section of the Task pane.Note: Because objects in the basket are references of objects and not the objects themselves, removingan object from the basket does not delete the object from eB.The Actions menu in the basket offers the following options:• Add Change Request• Add To Folder• Add To Publisher• Bulk Document Updates• Bulk VIGs Updates• Create Distribution List• Distribute Documents• Launch• Send e-mail• Submit Print Job• View

The Basket menu in the basket offers the following options:• Empty• Remove Selection• Select All• Select None

When you select an object in the basket so that its content is displayed in the Content pane, the Taskpane will show additional, appropriate actions for that object.

To Add an eB Object to the Basket

1. Locate the object you want to add to the basket (for example, by navigating to it or by using asearch).

Navigation OptionsUsing the Basket


2. Click the Add To Basket link in the Actions section of the Task pane.

To Remove Some Objects from the Basket

1. Click the check box to the left of any object in the basket you want to remove.2. Select Basket > Remove Selection.

To Remove All Objects from the Basket

1. Select Basket > Empty.

To Distribute Objects from the Basket

Unlike publishing (see Publisher on page 22), distribution is the distribution and tracking of hard copiesinternally. People outside your enterprise would not normally be on an eB distribution list.1. Click the check box to the left of any object in the basket you want to distribute.2. Select Actions > Distribute Documents.

The Distribution Wizard launches in the Content pane.

The wizard walks you through the distribution process. The steps in the process vary depending onthe distribution options you select.

My eBAnother personal data area of eB is designated “My eB”. Use it to organize in folders any eB objects thatyou are interested in, including personal search routines.Anything that can be located by the Explorer can be placed in My eB.

To Add a Data Object to My eB

1. Display the object in the Content pane.2. In the Task pane, click the Add to Folder link.

Navigation OptionsMy eB


3. In the folder list that opens, verify that Use the selected folder is selected and highlight My eB.4. Click the Complete > button.



Document Management 3When the administrator sets up eB Web, they enable the Document Manager functionality.Assuming the administrator has enabled all Document Manager functionality, eB Web users can manageand present enterprise information related to documents, people (within the corporation and not),organizations, locations, physical items and serialized items as well as change management and recordsmanagement. If your eB system does not include all of the eB products, some of the components andfunctionality described in this section will not be available.

Common File ActionsMany common actions pertaining to individual files within a document can be initiated by selectingfrom a context pop-up menu, without having to bring all details of the file into the Content pane. Toopen this menu, simply place your pointer over the icon in the Actions column of the Files topic:

Creating ObjectsYou can add new data objects to eB if you have the required permission level.

Initiate the process by clicking the Create new eB Objects button at the top of the Navigationpane. The Add Object list appears in the Navigation pane, listing the object types you can create.Typically, documents, change requests, items, locations, organizations, people, and projects are in thelist.


Before using the free-form dialogs for object creation, always look to see if a template is available forthat object type. You can do this by expanding the object type in the Add Object list.

When you select a template, click the Create Instance button to create an object based on this template.Tip: In all the object create dialogs, a field name in red accompanied by the warning triangle indicates arequired field.

Document ManagementCreating Objects


To Add a New Document and File Using a Shortcut

1. In the Add Object navigator, expand the documents tree and click the appropriate document classname.The Add new object shortcut dialog opens in the Content pane.

Template for new document2. Click Create Instance.

You can now edit the new object.



Part of the new data object detail sheet

To Add a New Document

1. In the Add Object navigator, click the word Documents in the Navigation pane.A document create dialog opens in the Content pane.



2. Select the data scope if not Global.3. Complete the document number and, optionally, the revision number, on the first line of the dialog.4. Enter a title in the second line of the dialog.5. Enter the document class on the fourth line.6. Turn on Change Controlled if appropriate.7. Optionally, use the two calendar pickers to register the date effective/date obsolete.8. Optionally, enter any remarks and synopsis text.

Tip: If remarks and synopsis overflow the text boxes provided, click the words More room to obtaina free-form text box filling the entire screen.

9. Select from the options Edit object/View object/Create another object/Add the new object to mybasket.

10. Click Save >

To Add a New Project

1. Click the word Project in the Navigation pane.



A project create dialog is displayed in the Content pane.

2. Select the data scope if not Global.3. Enter a project code ID in the first field of the dialog.4. Enter a project name in the second field of the dialog.5. Enter the organization responsible in the third field of the dialog.

This is an auto-complete field, allowing only organizations in the eB database to be entered.6. Select Authorized/Planned/Cancelled/Completed from the status drop-down menu.7. Select from the options Edit object/View object/Stay in this screen/Add the new object to my basket.8. Click Save >.

To Add a New Person (admin only)

1. Click the word Person in the Navigation pane.A person create dialog is displayed in the Content pane.



2. Select the data scope if not Global.3. Enter a personal code number in the Code field, or use ? together with a numbering mask.4. Enter the Last Name of the person.5. Enter the person’s initials in the Initials field.6. (Optional) In the appropriate fields, enter the First Name and Title and Full Name of the person.7. Set Status to Active.8. (Optional) In the Remarks field, enter any remarks about the person.9. Select from the options Edit object/View object/Create another object/Add the new object to my

basket.10. Click Save >.

To Add a New Organization

1. Click the word Organization in the Navigation pane.An organization create dialog opens in the Content pane.

2. Select the data scope if not Global.3. Enter a code number in the Code field.4. Enter the organization name in the Name field.5. (Optional) Enter any remarks about the organization in the Remarks field.6. Set Status to Active.7. Select from the options Edit object/View object/Stay in this screen/Add the new object to my basket.8. Click Save >.

To Add a New Location

1. Click the word Location in the Navigation pane.A location create dialog opens in the Content pane.



2. Enter a location name in the Name field.3. Select a Class.4. (Optional) Enter a unique location code in the Code filed.5. Select from the options Edit object/View object/Stay in this screen/Add the new object to my basket.6. Click Save >.

To Edit Child Locations

Every location object in eB may have any number of child locations.1. Select the location object from the Directory, from basket, or from the Explorer tree.2. Click the Edit link in the Task pane and expand the Child Locations topic.3. To add, click the plus (+) button at the bottom of the list.4. Select the most suitable method of defining a location (from tree, basket or search.)5. Click Close.6. To delete a child location, check the check box to the left of its name and click the Remove button at

the bottom of the list.

Location object showing child locations



Note: There are many other editable topics associated with a Location object.

Adding Files to eBUse the large Add button in the Task pane to add files to a document. This icon appears if you havepermission to add files to a document.

If there are multiple copies of the document, the menu below the Add button lets you select which copyof the document you want to add files to.

To Add a File to a Document

1. Expose the document you want to add a file to.2. In the Task pane, double-click the Add button.

The Select Files dialog opens.3. Navigate to the file you want to add and click Open.

The file is added to the eB document that is currently exposed in the Content pane. Refresh thebrowser if necessary to see it.

Tip: You can also add a file to a document by dragging a file from Windows Explorer and dropping itonto the Add button in the Task pane.

Viewing a FileFiles contained in eB documents are normally listed in the Files topic in the Content pane. Clicking a filename opens the file in its native application (if installed). It may also open within the eB window.You may be prompted with a File Download dialog, confirming the file type and offering the options ofDownload or Open. If you select Open, the file opens within the eB Web window.When a file opens within eB, the Content pane remains open but the Task pane disappears. The largepane in which the document opens is sometimes referred to as the Page pane. Most of the native menusand controls are available, but editing is inhibited in this mode.To return to the three-pane display, simply click on the document class in the Navigation pane again.If the document to be displayed is non-literary—a photograph, or a movie, for example—it may open inthe Viewer as read-only. If an application capable of displaying the file is installed on your computer, itmay also open within that application with full control. The Launch option would force the file into theseparate application.

Document ManagementAdding Files to eB


Opening FilesWhen you want to open a file in its native application for viewing, you use the Launch command.Because launching a file does not check it out, another user can still check it out.While it is also possible for you to edit the local copy of the file after you have opened it in this way, youwill not be able to check in your changes because the file is not checked out. If you do considerable workon a file and want to place it back into eB (not a recommended procedure), you would have to use theAdd document command and give it a new file name.

To Open a Single File

1. Expose the document containing the file you want to open.2. In the Content pane, expand the Files topic.3. Look down the File Name column to find the file you want to open.4. In the Actions column next to your file, place your pointer over the Actions icon and select Launch.

A copy of the file is downloaded, and then the file opens in the appropriate application (if installed).

To Open All Files from a Document

1. Expose the document containing the files you want to open.2. In the Task pane, in the Media section, click the Launch Files link.

A copy of each file is downloaded, and then each file opens in the appropriate application (ifinstalled).

Checking Out DocumentsWhen you want to edit one or more files in a document, you need to check out the document, and thenselect which of the individual files in the document you want to download. Assuming you have theappropriate permission, you can check out any document whose approval status is Not Approved.When a document is checked out, no other user can check it out until you check it back in. This preventsother users from making changes while you are working on the files.

To Check Out a Document

1. Expose the document you want to check out in the Content pane.2. In the Task pane, in the Edit section, click the Check Out link.

The Check Out dialog that opens.

Document ManagementOpening Files


3. In the Check Out Location field, specify a local folder where you want to download a copy of thefile(s).

4. In the Files list, select which files you want to check out.Tip: Select the check box at the top of the file list to select or deselect all files.

5. Click the Check Out > button.Once a document is checked out by you, the icon next to the document changes to display a lock icon,and the Check in option appears in the Task pane when that document is exposed in the Content pane.The check in dialog is virtually identical to the check out dialog.

Tip: You can preset a default check out location by opening My Preferences in eB Web and under theFile Options topic, entering the path in the Default Checkout Directory field.

Downloading FilesYou can download files from eB to your local computer or workstation, if you have the necessarypermission. You can either download a copy of an individual file within a document, or you candownload all files of a document at once.

To Download One File from a Document

1. Expose the document containing the file you want to download.2. In the Content pane, expand the Files topic.

Document ManagementDownloading Files


3. Look down the File Name column to find the file you want to download.

4. In the Actions column next to your file, place your pointer over the Actions icon and select Get LocalCopy.The Browse For Folder dialog opens.

5. Select the folder you want to download the file to and click OK.

To Download an Entire Document (all of its files)

1. Expose the document containing the files you want to download.2. In the Task pane, in the Media section, select Get Local Copy.

The Download Contents dialog opens.

Document ManagementDownloading Files


3. In the Destination Folder field, specify the folder you want to download the files to.4. Click the Download > button.

Creating RenditionsA rendition is a representation of a file published to another format. In eB you can publish renditionsfrom one or more files in a document. The default rendition formats are PDF, TIFF image, and ASCII textfile.

To Create Renditions of Files within a Document

1. Expose the document containing the files you want to create renditions of.2. In the Task pane, in the Media section, click the Render link.

If the Render link is not available, it simply means you cannot create renditions of files in thisdocument.The Create Renditions dialog opens.

3. From the Rendition Output Format list, select which file format you want the rendition(s) to be.4. In the Files list, select which of the document's files you want to create renditions of.5. Turn on Watermark, if you want the rendition(s) to contain a watermark.6. Click the Render > button.You are returned to the Content pane, and the new rendition files appear in the Files topic.Note: If you do not want to publish all of a document's files to the same rendition output format, simplyrun this procedure once for each rendition output format you need. For example, in the first run, selectonly the files you want to create PDFs for, select PDF as the rendition output format, then click Render.On the second run, select only the files you want to create images for, select TIFF Image as the renditionoutput format, then click Render. And so on.

Document ManagementCreating Renditions


Viewing Document HistoryIf the History link is available in the Sections area of the Task pane, you can click it to open thedocument's edit history into the Content pane. The topic is listed as Audit Details, and every eB objecthas this topic. The name of the person responsible for each edit, and the date it was carried out, arelisted for each audit event.

Editing Document InformationIf an Edit button is available in the Task pane that means you have permission to edit the details and/orstructure of the document.

To Edit Details

1. Select Details from the small drop-down list in the task pane.2. Click the Edit button.3. Edit the document properties as needed.4. If changes are needed in related topics, expand the topic and edit as needed.5. Click the Save or Save and Close button.

Document ManagementViewing Document History


Note: Required fields in all eB edit forms are flagged with red lettering and a caution triangle.

To Edit Document Views Other Than Details

1. Select the required view from the small drop-down list in the Task pane.2. Click the Edit button.3. Expand the desired topic and make your changes.4. Click the Save or Save and Close button.

Document ManagementEditing Document Information


Example document structure edit form

Making a Copy of a DocumentIf the Copy link is available in the Actions section of the Task pane, you can make a new document fromthe document in the Content pane. All chosen attributes and relationships are copied to the newdocument instance.

To Make a Copy

1. Click the Copy link in Actions section of the Task pane.The Copy Document dialog opens.

2. Edit the Number and Revision fields (note the two-part Number field).3. On the Properties, Relationships, and Files & Copies tabs, select which properties, relationships,

files, and copies of the selected document you want to copy over to the new document.

Document ManagementMaking a Copy of a Document


The Relationships tab has two modes: if Simple mode is selected, all relationships of the selectedobject type are copied, whereas if Advanced mode is selected, you can select which individualrelationships of the selected object types you want to copy.

Options on the Files & Copies tab let you select which files and copies of the selected document youwant to copy over to the new document.

4. When finished, click the Copy button.The copy is made.

5. If you want to go to the new document now, click Show New Document, otherwise click Cancel.

Document ManagementMaking a Copy of a Document


Deleting a DocumentIf the Delete link is available in the Edit section of the Task pane, that means you have permission todelete this document. Since the delete action is irrevocable, you see the following warning dialog beforeyou confirm your intention:

When you click the Delete button, the document details and all related electronic files are removedfrom eB.Note: All relationships to other objects need to be removed before a delete is possible.

Adding and Deleting FoldersYou can create or delete folders if you have the necessary permission.You can create folders in the Explorer tree, either at the system root or at the root of existing folders.

To Create a Folder

1. In the Navigation pane, set Navigate to Explorer.2. In the folder tree, browse to and click the name of the folder under which you want to create the new

folder. If you want to create a folder at the system root, click the Explorer folder at the top of thefolder tree.

3. In the Task pane, click the Add Folder link.

Document ManagementDeleting a Document


The Create Folder dialog opens.

4. From the Scope list, select the data scope you want the folder to be created under.5. In the Folder Name field, enter a unique name for the folder.

Note: Folder names must be unique within a folder.6. Click the Add Folder button.

The new folder is created at the root of the selected folder.Expand the Folders topic in the Content pane to see the new folder. You may need to refresh yourbrowser to see the new folder in the Navigation pane.

To Delete a Folder

1. Expose the folder you want to delete in the Content pane.2. Click the Delete link in the Task pane.

Document ManagementAdding and Deleting Folders


Sending Emails from eB WebYou can send an email from eB Web to any person in the community who has an email address as part oftheir user account information. This is useful when you have exposed one or more objects in the Contentpane, and you want to send them out as an email attachment. In general, the option for this (SendEmail) is present in the Actions section of the Task pane.You can also originate email messages from your Basket, and place your frequent e-correspondents inthe Basket for easy retrieval.The following image shows the Send e-mail window when it opens. Your task is to build up yourrecipient list using any of the three options in the Recipients section.

Option 1: Enter names and numbers — As soon as you enter any text in the Select field, an auto-complete window pops up listing all people who satisfy your entry so far. For example, if your first

Document ManagementSending Emails from eB Web


character is a C, the window will contain any people whose first name, or last name, or code number,begins with C. Click a name at any time to transfer it into the Select field, then click the Select button totransfer that person to the Recipient list above.Option 2: Select objects from Basket — A list of people stored in your Basket pops up, from which youselect recipients.Option 3: Use the search — A directory search window pops up. This search uses the same searchsyntax and wildcards as the eB search function.Inspect your recipient list to make sure it is complete and accurate. You can delete a name, if necessary,by checking the check box to the left of it and clicking the Remove button beneath the list:

Complete the subject line and message body, then click the Send button to send the email andattachment.Note: The Send button remains disabled if either the E-mail Subject or Message Text field is empty.

Subscribing to ObjectsIf you need to keep track of a document — for example, to be notified by email whenever the documentchanges — eB Web lets you subscribe to the document, selecting what events you need to be notified of.You can also subscribe other users or organizations to a document.

To Subscribe to a Document

1. Expose the document you want to subscribe to.2. In the Task pane, in the Actions section, click the Subscription link.

The Subscription Options Wizard opens.

Document ManagementSubscribing to Objects


3. Select the option for who you want to subscribe to this document and click Next.4. If you selected to subscribe other people or organizations to this document, then either the People

Picker page or the Organization List page opens. Do the following:a. In the Select field of either page, enter the name of a person or organization you want to

subscribe to this document.b. Click Add to add them to the list of subscribers.c. Repeat steps a and b to add more subscribers and click Next when finished.

People Picker, to subscribe other people to this document



Organization List, to subscribe organizations to this document5. On the Event List page, select which event type will trigger an email notification for this document

and click the Subscribe button.

You, or you and the selected people or organizations are subscribed to the document.6. Click Close.



Comparing ObjectsIn general, a document or other eB object may be compared with any other similar object in thedatabase, and the differences displayed in a style of your choosing.

To Compare Two eB Objects

1. Having located the object by some means such as a search or a navigator, click Compare in theReports section of the Task pane.The Comparison Report window opens.

2. In the Compare to field, enter the document or other object you want to compare to.The field auto-completes and a green check mark is displayed if the document is found.

Document ManagementComparing Objects


3. Set Highlighting Style to Line Out Removals or Red/Blue/Green.4. Check Hide unchanged properties to see only the changed sections in the report.5. Click Generate Report.

QuickLinksA quicklink is a direct path to an eB object in the form of a URL with added parameters, usable in anydocument or e-mail message.Details of the parameter set available for quicklinks are in the eB Quicklink API Admin Guide. Thoseaccessible to eB Web are Mode and Document Status. A dialog allows specification of these, which arethen encoded in the quicklink.

To Generate a Quicklink to an eB Object

1. Having located the object by some means such as a search or a navigator, click Get Quicklink Url inthe Actions section of the Task pane.The Get QuickLink Url dialog opens.

2. Select the Mode and Status you want to encode.3. Click Copy to clipboard.You can now paste the quicklink into a document or email message.

Creating Work OrdersMany eB objects, when on display in the Content pane, can easily be made the basis of a work order.

Document ManagementQuickLinks


To Create a Work Order Based on an eB Object

1. Having located the object by some means such as a search or a navigator, click Create Work Orderin the Work Exchange section of the Task pane.The Create Work Order dialog opens, displaying all available templates for this object type.

2. Select a template.3. Click Create >.

If the work order is created successfully, you see confirmation and further options:

Document ManagementCreating Work Orders


4. Either view or edit the work order.

eB ReportsThe extent of eB report generating is highly dependent on the set of plug-ins that your administratorinstalls and, as with all areas of eB, the complexity of your data sets.

To begin, click the Reports icon in the toolbar in the Navigation pane.The items exposed in the Navigation pane will vary based on your own system's configuration. In thisexample, the Record Management module is listed.

Typical reports menu

The following image shows the Content and Task panes with one page of reports already created.Typical navigation features are provided when the user-defined report list overflows. Column headingsare Report Code, Name, and Description.

Document ManagementeB Reports


Note: The Create New Report action is only offered in the Task pane for users who have the NewObject Instances > Interactive Report permission.

To Display an Existing Report

1. Click the report title in the list.

This example displays a purchase requisition report, with user-defined column headers.The Task pane allows for Download, Edit, Save and Delete operations.



To Filter the Report List

1. Enter search criteria in the Search for Report field.% is a wildcard character. If this is all you enter, then all reports will be searched for.Entering d%, for example, would filter for all reports whose names began with the letter “D”.

2. Click the green search arrow to begin the search.

To Create a New Report

1. In the Task pane, click Create New Report.The reporting wizard steps you through five pages: Report Type, Criteria, Columns, ColumnOrdering, and Format/Execute.

2. On the Report Type page, select the type of report you want to create and click Next.

The Criteria page lets you create filters either global or specific, with as many dimensions as youwant. In theory the criteria definition could be highly complex, but for most purposes a singlestatement is enough.



Filter definitions are actually written in eQL, an eB query language similar to SQL. Users with well-developed SQL skills may prefer to write and/or edit the eQL query directly. To make this possible,turn on Show eQL Editor. An edit pane opens, showing the raw eQL query. Edits can be transferredfrom the criteria builder to the eQL editor, and vice versa, using green up/down arrow buttons.

3. (Optional) Enter any global class filter in the Class Filter field.4. Create the first criterion statement by selecting the options from the Criteria Type and Criteria

lists.



5. Click the plus (+) button to move your selected criterion into the criterion list.6. Complete the statement with an operator and value.

7. Check that your statement is meaningful by clicking the Preview Report green arrow button. Youmay do this at any time as you build a complex set of criteria.

8. The Group list is used in complex multi-line criteria to specify the logical order in which criteria areapplied, using nested parentheses. The Boolean column allows logical operators such as AND, OR.

9. Multi-line criteria may be rearranged using the small up/down buttons to the left end of each row.Check the Mod check box in any row you want to move.

10. When finished on the Criteria page, click Next.The Columns page opens. All possible column headings are displayed, with check boxes to select ordeselect them as needed. There may be many other topics not shown in the following image.

11. Select the column headings you want to include. Again, you can test your selection using the PreviewReport green arrow button. When finished selecting columns, click Next.The Column Ordering page opens. This screen allows you to determine the list sort order with highprecision. The list is eventually sorted by the criterion at the top of this page, then the next and so on.



12. Add each column heading to the list using the drop-down and the + button, in whatever order youchoose (this step has been completed in the illustration, sorting first on Code ascending, then onClass Code ascending, then Date Effective ascending.)

13. Select Ascending or Descending sort order for each column.14. Reorder the list at any time by checking Modify for the list item you need to move, then using the

small up/down arrows at left.15. When finished on the Column Ordering page, click Next.

The Format/Execute page opens. This page lets you specify the display order of columns in thereport, as distinct from the columns used for sorting.

16. Make any final adjustments to the report and click Save Report.



A preview of the report is shown. A full range of typical follow-up procedures is found in the Taskpane.

System Object Report

The Objects section of the Reports menu exposes a set of graphical aids providing summary data abouteB objects.

All report types can be printed and/or downloaded.

Searches

Click the Search button in the action bar to open the Search dialog in the Navigator pane.

Document ManagementSearches


A search set to find all documents modified between two dates

Note that in this setup documents may be searched by title, number, full text, effective and modifieddate, class, and status. Search results display in the Content pane and any document in the results listmay be shown in detail (by clicking its number).



Search results

Note that, in the Task pane, options for printing and downloading the results table are offered. Thedownload file is in .CSV format, suitable for importing into a spreadsheet.The Full Text Search is only applicable to document classes that have the FTR capability enabled, and itsearches the content of the electronic files in eB. Naturally it can take some time to come up with results.Additional searches may be available for other object types. Click the object list at the top of the Searchdialog to see what object types are available for searching. An appropriate set of fields is presented foreach search. Options available in the task pane include printing or e-mailing a copy of the result list. Thelist can also be added to a folder or to your basket.



Note: Clicking the Create Report link in the Navigation pane is a shortcut to the report creation wizard.See eB Reports on page 57.



Using the Work Exchange Folder 4The Work Exchange feature of eB Web is a task manager, presenting assigned tasks to users andassisting them in workflow management, presented as a familiar tree-structured navigator. Reach it byclicking on the Navigator button in the Navigation pane.The following image depicts a typical Work Exchange navigator, in its simplest form.

Unexpanded work exchange tree

The folders serve as work storage space. Tasks move from folder to folder as the user accepts, works on(or delegates) and completes the assigned items. Once all tasks for a specific work order are completed,all reference to that work order is removed from the user's Work Exchange tree.The Approvals folder only applies to those users labeled as Approvers. Work orders or other objectsawaiting their approval are placed in the folder at the bottom of the tree.Tasks do not necessarily start in the Forthcoming area. They may be placed directly in your Inbox by asupervisor, in which case you should receive e-mail notification.

ForthcomingThis folder contains all tasks that have been assigned to a specific person for future action. The workorders of these tasks have already been authorized, but a predecessor has to first complete their taskbefore the current user will be able to accept the task from their inbox. This feature allows users to lookahead at the tasks that have already been allocated to them.

InboxThe Inbox contains all tasks that have become the responsibility of the current user. These tasks areready to be performed. Tasks in this folder can either be accepted or sent for rework. Once accepted, thetask moves to the Work in progress folder.

Work in progressThe Work in progress folder contains all tasks that have been accepted by the user. Actions available inthis area include adding notes and documents to a parent work order, viewing physical items, projects,serialized items and virtual items that are associated with the work order as well as viewing the workorder itself, delegating or sending the work order for rework and completing the work order.


CompletedThe Completed folder contains all tasks that have been completed by the user. These tasks stay in theCompleted folder until the whole work order has been completed. Once the work order has beencompleted, the tasks are removed from the various Completed folders. Users are only allowed to viewdetail in the completed folder.

Delegated WorkThe Delegated Work folder contains details of tasks that the user has delegated to others. The user firstassigned the task is still responsible for the work being completed, and all delegated tasks remain in theuser's Delegated folder until each one has been marked Complete.

ApprovalsThe Approval folder, only visible to Approvers, contains all objects that have been submitted forapproval or authorization. Detail in this folder may be viewed, approved and/or rejected.

Using the Work Exchange FolderCompleted


A work order in progress

Using the Work Exchange FolderApprovals


Email notification of an incoming task

To Examine Forthcoming Tasks1. Expand the Forthcoming folder in your Work Exchange tree.2. Expand further, if necessary, to drill down to the task you want to examine.

3. Click the task.Details of the task display in the Content pane.

Using the Work Exchange FolderTo Examine Forthcoming Tasks


The Task pane shows possible options for the selected forthcoming task:

You may attach a note to the task, or place a copy of it in any accessible folder including My eB. ClickingWork Order exposes the parent work order in the Content pane and leads to two further options:Cancel or Suspend.

To Accept a Task1. Expand the Inbox folder in your Work Exchange tree.2. Click the task to be accepted.

Details display in the Content pane. The Task pane offers links to Accept or examine the parent workorder. Rework is a further option for completed tasks.

3. Click the Accept link.The task moves to the Work in progress folder where it will stay while you work on it, and no newtask is moved into the Inbox until the current task has been marked Complete.

You may also:• Click the top-level Inbox folder. A summary table of tasks displays in the Content pane.• Check any tasks you want to accept, or check the check box in the table header for All.• Click Accept in the Task pane.

Summary of Inbox tasks

To Delegate a Task1. Expand the Work in progress folder in your Work Exchange tree.2. Click the task to be delegated.

Details display in the Content pane.3. Click the Accept link in the Task pane.

Using the Work Exchange FolderTo Accept a Task


A Delegate link is now added in that pane.4. Click Delegate.

The Delegate Task dialog opens in the Page pane.

5. Do one of the followingEnter the skill area to delegate to.orType the code for a user in the Responsible Person field.

6. Add any other instructions that should accompany the task and click OK.The task moves to the Delegated Work folder. It is also placed in the Work in progress folder of theperson to whom it was delegated.Once the delegated party has completed work on the task, the system sends it back to the Work inprogress folder of the person originally assigned the task to mark as completed.

To Mark a Task as Completed1. Expand the Work in progress folder in your Work Exchange tree.2. Click the completed task.

Details show in the Content pane.3. Click the Complete link in the task pane.

The task moves to the Completed folder.

Using the Work Exchange FolderTo Mark a Task as Completed


Change Management 5In the section Editing Document Information on page 44, the procedure To Edit Details on page 44describes how you can change document details, one of which is the document Revision. The image inthat procedure shows that the Change Controlled check box is unchecked, which allows new revisionsto be added from “Approved” eB objects without capturing the Change History (reason for change). Oncethe new version is approved, status on the prior version changes to “Historic”.Your corporate policy may require a much more formal process for tracking changes to critical dataobjects, and eB's change management feature facilitates this.

Declaration That a Data Object Is Change-ControlledAn object such as a document, a physical item, or a virtual item group, is normally flagged as change-controlled at the time it is first added to eB. This is done by checking the Change Controlled check boxin the edit form, as shown in the following image.


Approved objects so flagged can only be edited through a formal change request process. The object’sChange Status goes from Current to Change Pending to Under Change in the course of the approvalprocess.

Initiating a Change RequestA change request is initiated by clicking the Add Change Request icon or link in the Task pane, when achange-controlled item is displayed.

Change requests can only be implemented using pre-defined templates. If more than one template existsfor this class of object, you must make a selection using a radio button before clicking the Create button.The change request form is now called into the Content pane, as shown below.

The following fields are required:Field Description

Number Unique tracking number. Defaults to the nextnumber in sequence based on the defined mask ofthe template, but can be edited manually ifneeded.

Requestor Person making the request. Defaults to theidentity of the user currently logged in

Organization Affiliation of the requestor

Change ManagementInitiating a Change Request


Field Description

Date Requested Defaults to the current dateDescription Descriptive text of the changeReason Explanation of the need for changePriority User-defined menu of priority levels, used for

searching, sorting and reportingCategory Pre-defined menu, also used for searching, sorting

and reporting

In addition to these required fields, the change request form may have many additional fields, as definedby the template. These typically include estimated recurring and non-recurring costs of the proposedchange, technical review comments, and so on.There may also be further dialogs for such related topics as affected documents, keywords,responsibilities, and so on. Click the expansion buttons to expose these.As soon as the new change request has been added, the affected object that was selected to be changedappears either in the Affected Documents, Affected Physical items, Affected Virtual Item Groupstopics.

Change Request TrackingAll change requests, regardless of status, are exposed in a Class navigator that can be selected in theNavigator pane.

Change ManagementChange Request Tracking


Change requests in the Navigator, organized by class and arranged to look like a file structure.

Clicking an item in the tree retrieves its details in the Content pane, which are the same as on the changerequest form plus the current status of the request.Change requests may also be the subject of searches. Fields that may be searched on are Description,Number, Status, Class, and By date. The wildcard character % may be used in any field. With all fieldsblank and Status set to Any, the search returns the complete set of change requests that exist. Clickingan item in the search results list displays the same details in the Content pane as described above.

Change Request StatusWhen a change request is first initiated, its status is listed as Draft. As the request moves through theapproval process, its status can become any of the following:Status Description

Draft Initial statusProposed Elevated status, reflecting a judgment that the CR

will likely result in actual changeCancelled Request not a valid changeExpedited Indicates that data objects need to be released for

change before the change analysis is completeApproved Releases all affected objects for change

implementation and locks the change recordRejected Indicates a judgment that the proposed change is

too high a riskCompleted All affected objects have completed the change

cycle

Any time a change request is exposed in the Content pane, an administrator or other user having therequired permission can change the CR status by clicking a link in the Status list at the bottom of the

Change ManagementChange Request Status


Task pane. In all status changes except a change from Draft to Proposed, a supplementary dialog popsup to record the date and reason for the change, and other details.

In this image, the status of the change request has been changed to Expedited.

Also of interest in terms of change request tracking is the topic labeled Progress, found by scrollingdown the Content pane when a Change Request form is present. An information table can be exposedthat shows the past and present labeling of all affected items, in From and To columns.

Change Effects AnalysisIn a complex interlinked data system such as exists in most technical corporations today, it is not alwayspossible to calculate the implications of a change in a deterministic way. eB is quite capable ofdisplaying all data objects with primary links to the object under change, but allowance is made for ahuman knowledge worker to determine whether those objects are in fact impacted by the change, andwhether perhaps impacted objects with secondary or tertiary relationships are not listed. This processis known as change effects analysis.

To Carry Out a Change Effects Analysis

1. Expose the change request you want to analyze in the Content pane, either by selecting it in thenavigator or by searching for it.

2. Click the Effect Analysis link in the Report section of the task pane.The following image shows a fairly simple change effects analysis as it appears in the Content pane.There is no Task pane associated with it. This type of report can potentially be much more complexthan this example. In this example, a remote controller has been reported as unreliable and areplacement is suggested. Data objects that are potentially impacted by the change are grouped asphysical items, responsibilities, parent documents, virtual items and work orders. Every elementseen here can be inspected in more detail simply by clicking on its link.

Change ManagementChange Effects Analysis


3. To refine this analysis:a. Check any items you have reason to believe will be impacted by the same change, or that may

have secondarily-related objects that will be impacted.b. Click on ‘Add As Affected Object.’c. Click on ‘Calculate.’ Secondary objects are added.d. Repeat steps a and b if necessary until you are convinced that the list is complete.

The report can be printed using the link in the list header.

Change ManagementChange Effects Analysis


Implementing a Change RequestWhen a change request reaches the status of Expedited or Approved, a link and icon for ImplementChange Request appears as an Action option in the Task pane. The same option appears on eB objectsthat have the status Under Change.Note: It is possible that a change request has been completed without its status having been changed toreflect that fact. In such a case, the icon and link do not appear. The Progress topic in the Content paneshows at all times which components of the change have in fact been implemented.

To Implement a Change Request

1. Click the Implement Change Request icon or link.The Implement Change Request dialog opens.

2. Select the object(s) to implement.3. Click the Implement > button.

The Implement Change dialog opens.

Change ManagementImplementing a Change Request


4. On the Affected Change Requests tab, select one of the following:Option Description

Implement Changes will be implemented when you click Implement.Carry Over Do not implement changes, but keep this item as part of the change request, with its

current status.Discard Do not implement, and discard changes.

5. On the Properties tab, select which properties you want to copy over to the new document.



6. On the Relationships tab, specify which named relationships you want to copy over to the newdocument by selecting either Simple or Advanced mode, then selecting the related options for thatmode.

7. On the Files & Copies tab, select the option for which files to carry over to the new document.



8. Click the Implement > button to complete the implementation cycle.

Editing a Change RequestUsers having the required permission can edit a change request whose status is Draft, Proposed, orExpedited.

To Edit a Change Request

1. Expose the change request you want to edit in the Content pane, either by selecting it in thenavigator or by searching for it.

2. Make sure that Details is shown in the Edit menu in the Task pane.

Change ManagementEditing a Change Request


3. Click the Edit button in the Task pane.The editable Change Request form opens in the Content pane.

4. Make your edits and click either Save or Save and Close.

Copying a Change RequestUsers having the required permission may make a copy of a change request.

To Copy a Change Request

1. Expose the change request you want to copy in the Content pane, either by selecting it in thenavigator or by searching for it.

2. Click the Copy icon or link in the Task pane.The Copy Change Request form opens in the Content page. The Properties tab is selected by default.

3. Edit the Number field.The copy cannot be created using the same number as the original.

4. Review the options on the Properties and Relationships tabs and edit them as necessary.5. Click the Copy > button.

Change ManagementCopying a Change Request


Copy Change Request form, Relationships tab

Deleting a Change RequestUsers having the required permission may delete a change request, so long as it is free of allrelationships to other eB data objects. Deleting a change request might destroy valuable historicalinformation; consider whether changing the change request’s status to “Cancelled” might be moreappropriate. Once a change request is deleted, it cannot be undone.

To Delete a Change Request

1. Expose the change request you want to delete in the Content pane, either by selecting it in thenavigator or by searching for it.

2. Click the Delete icon or link in the Task pane.3. When prompted, click Yes to confirm deletion.

Change ManagementDeleting a Change Request


Physical Item Management 6eB manages information in its database in an object-oriented way. Real life objects are identified withkey identifiers; these are associated with a number of attributes or descriptors, providing moreinformation about each object. The objects are then related to each other in hierarchical assemblies, orin one-to-one, one-to-many or many-to-many relationships, depending on the nature of the associatedobject.Physical items are things that form part of a tangible system, either as single components, completeitems or systems, or sub-sets of these. Such items are either procured, designed, fabricated, warehoused,assembled, distributed or maintained by the enterprise. In eB, a physical item may be hardware,software or firmware, which is used, built, operated or maintained as part of the Enterprise process. TheItem Manager plug-in is needed for the purpose of managing physical items, lists, and baselines.You can select the Items explorer in the Navigation pane to expose all physical items in a tree structure,as shown in the following image.

Physical items may also be exposed in the Content pane as a result of a search for that type of eB object.Fields that may be searched on are Description, Number and Approval status. The wildcard character %can be used in any field. With all fields blank and Status set to Any, the search returns the complete setof physical items that exist.Tip: A check box in the search dialog can be checked to exclude obsolete items.The following image shows a typical detail sheet of a physical item (in this example, the productMicroStation):


In addition to the tabulated details shown, many additional topics may be appended. If the physical itemexposed is classed as a component, the Where Used topic can be expanded to show all structurescontaining this component.

Editing Physical ItemsUsers having the required permission may edit a physical item by clicking the Edit button in the Taskpane. Mandatory fields in the edit form are flagged with a warning symbol.All of the topics in the pane below this main edit form are potentially editable, also, by expanding themand adding information.When editing is complete, click the Save or Save and Close button.

Physical Item ManagementEditing Physical Items


Most of the edit fields are self-explanatory, but some need a little explanation:Number (required) Item numbers are not constrained to a particular format, but they must be

unique.Configuration Item This yes/no toggle, if checked, indicates that the item is designed in-house, as

opposed to procured. Any item that has a breakdown (children in a PhysicalItem List) must be flagged as a Configuration Item.

Class This field is not free-form. It auto-completes, and is restricted to classes thathave already been created to facilitate searches.

Serialized A serialized item is one that has many instances, but the instances are not asinterchangeable as paper clips. Each instance is allocated a serial number sothat it may be tracked individually, and documents may be associated with it.

Main Equipment If toggled on, flags the item as the top parent item in a structure or assembly.Phantom A phantom is a procured item that appears on a bill of materials but is not, or

not yet, actually purchased.Build or buy(required)

This list can have the values Sub-contracted, Fabricated, or Procured only.

Physical Item ManagementEditing Physical Items


To Copy a Physical ItemUsers having the required permission can make a copy of a physical item.1. Expose the item in the Content pane, either by selecting it in the navigator or by searching for it.2. Click the Copy icon or link in the Task pane.

The Copy dialog opens in a separate window. See Making a Copy of a Document on page 46 fordetails.

To Create a BaselineA baseline is like a snapshot of a physical item's configuration, including all supporting documentation,stored for use at some future date for the purpose of comparing the baseline with the item's then-current configuration.eB recognizes two types of baseline:• A physical item baseline, containing all approved documents relating to the item• A product baseline, encompassing all physical item baselines in a defined structureAn item baseline is automatically created on approval of the item, but either type may be createdmanually.1. Click on the Create Baseline icon or link in the Task pane.

The Create Baseline dialog opens.

The Physical Item Baseline option is selected by default.2. Do one of the following:

To create a physical item baseline, keep Physical Item Baseline selected.orTo create a product baseline, select Product Baseline and then select an option from the ProductStructure Type list.The Approve Physical Items if needed option should only be checked if you want to proceedwithout monitoring whether all physical items in the structure are in fact approved.

3. Click Create.

Physical Item ManagementTo Copy a Physical Item


Baselines appear as a topic in the Content pane. Expanding the topic, you should see that a new baselinewith document status “Current” has been created. Previous baselines are flagged “Historic”.The baseline itself can now be called into the Content pane by clicking on its underlined referencenumber link. All baselines in the system are also accessible in a tree structure from the Documentnavigator, with child documents listed under the “Structure” topic.Note: A Product baseline is created as an unapproved document, to allow editing before final approval.

To Create a Physical Item ListItem lists are also a topic in the Content pane of a physical item. By exposing the full list of child items,you can inspect each individual item by clicking on its underlined Item No.1. Click the Create Physical Item List icon or link in the Task pane.

The Create Physical Item List dialog opens.

2. Select the necessary item from the Item List.3. Click Create.

To Create a Physical ItemNew physical items in eB Web can only be created from an existing template.1.

In the Navigation pane, click the Add Object button. 2. Expand the Items folder, and then the Templates folder one level down.3. Select the template to be used for the new item.

The template format is displayed in the Content pane.4. Click the Create instance icon or link in the task pane.

A complete item definition form opens.5. Complete all necessary information and click the Update or Update and Close button.

Physical Item ManagementTo Create a Physical Item List


Serialized Item List ManagementSerialized item lists are managed the same as individual item lists (see To Create a Physical Item List onpage 89).

Physical Item ManagementSerialized Item List Management


Using the Brava! Viewer 7Brava! is a file viewer from Informative Graphics which your administrator can install and integratewith eB Web. When integration is configured, you can open files from eB Web into the Brava viewer forviewing, markup, and comparison.Important: The first time you attempt to view a file in Brava from eB Web, you will be prompted todownload the Brava Viewer ActiveX Control. You must have permissions to install ActiveX controls inorder to download the Brava Viewer ActiveX Control. Also, while eB Web supports various browsers,only Internet Explorer 8 and 9 are supported when using the Brava viewer in eB Web.

Note: This section only discusses the Brava viewer's features where they directly affect eB. See theBrava user documentation for any other information not documented here.You can select to view a file using the Files menu on any file in a document.

Selecting View File in Brava! opens a new window containing an action bar and (in the lower section)the viewer control. In the upper action bar, the message “Queuing files” displays next to a progress bar.At this stage the integration is sending the file to Brava to display, and once the files are queued, theviewer is opened. The viewer can take a few seconds to a minute to appear if Internet Explorer needs todownload the control from the Brava website.

Viewer ModeOnce the Brava control is loaded, it contacts the Brava server and downloads the file that you queued. Itthen displays it as shown in the following image.


In this mode, the viewer displays a single file at any time. If you launch the file viewer by clicking ViewFiles in Brava! from the document tasks or from a search result set rather than from a particular file,the file name selector list in the upper-left corner of the viewer will contain the files in the document.You can use the back and forward buttons to the left and to the right of the list to page through the files.

Metadata DisplayWhen looking at a file, you can switch the view to see the file's metadata by clicking the Metadatabutton of the display mode group:

The metadata display also lets you access commands that manipulate the file.

Markup Layers ModeThe Markup Layers mode shows the markup layer files for the file that are visible to the user. Eachtime the user saves a markup, a new markup file is created that is associated to the file being displayed.You can also access this screen using the popup menu next to a file in the Files view (select the MarkupLayers option). Markup files are not displayed directly against the document.

Using the Brava! ViewerMetadata Display


Marking Up FilesMarkups are stored as individual files against the image that is marked up within a document. Eachimage file can have multiple markups created by different people. When you start to mark up you canchoose to load an existing markup file or create a new one. Once you are done with the markup file yougive it a unique name.

To Create a Markup

1. Open (view) the file you want to markup in the Brava viewer.2. Click the markup menu button and click New.

The markup tools appear and you can use them to mark up the file. See the Brava documentation fora description of the tools.After marking up the file, you must save the markup data to eB in order to preserve it.

3. Click the Save button, or use the markup menu and select Save or Save As menu options (both workthe same for a new markup).

4. When prompted, enter a name for the markup and click OK.The markup is saved. There is no other prompt that this has happened, but the Save icon is disableduntil you change the markup again.If you change the markup up at this point, clicking the Save button replaces the markup in eB withthe new one without prompting you for a name.

5. When finished, close the window.

To Load an Existing Markup

1. Open a file in the viewer and look for a red exclamation point at the left of the tool bar.

Using the Brava! ViewerMarking Up Files


This exclamation point indicates that markups are available on the file.2. Click the markup menu and select Open.

A dialog opens with a list of saved markups that you are allowed to see.

3. Select a markup from the list and click OK.The markup displays in the viewer. You can proceed to edit the markup and save it by clicking on thesave icon, or by selecting Save from the markup menu. You can use Save As to save the markup witha new name.Tip: You cannot delete a markup from within the viewer, but you can delete a markup from themarkup list screen.

Comparing FilesThe Compare Files option is available from the popup menu that is available next to each file listed inthe Files relationship.The Compare Files window contains two lists which are used to select the two files that are beingcompared. You select a file and another file to compare it with. If the document has multiple revisions,you can select which revision you want to select files from; this lets you compare versions of a filebetween revisions of a document. By default the file you launched the compare files window from isselected in the Left File menu. If the document has multiple revisions the same file in the previousrevision is selected in the Right File menu. After two files are selected, click the Compare button.

Using the Brava! ViewerComparing Files


Once you click Compare, the screen will queue and load both files and will then display a comparisonmode. If you compare two image files, differences will be highlighted graphically using colors. If youcompare two text files, a special side-by-side comparison is used to show differences.

Note: You will get an error if you try to compare a file with itself.

Note: You cannot compare markups in this screen unless they are burned into the image.

Using the Brava! ViewerComparing Files


Markup LayersThe markup layers screen lets you edit the names of markup files, delete markups, and modify security.To get to the markup layers screen, either select Markup Layers from the popup menu next to a file, orwith the file open in the viewer, click the Markup Layers button.

The Markup Layers screen consists of a list of markup files and a section that lets you create a newmarkup file with a predefined name. The latter is provided for administrators who want to createshared markups or to pre-create markup files for their users.

Markup ListThe markup files list consists of a table that displays each of the markups that are visible to the user. Bydefault each markup is saved so that it is private to the user that created it. An option in the web.configfile allows a security group to be specified that also has access to the markup.The list of files contains the name of the markup copy, and extra remarks (the remarks can only be seenin this view and are meant for administrators to make notes). The user can select a markup or markupsusing a check box and then click Delete selected markups to delete them.Clicking the + icon next to a markup shows the security editor for the file. You can use this editor to addor remove security principals and to change their access to the markup. The security editor worksidentically to the edit screen on other eB objects.

TroubleshootingThe following are some common errors when using Brava.

Errors When Sending the File to Brava!

The first stage of viewing a file involves sending it to the Brava! server to be queued for processing. Atthis stage the user interface displays the “Queuing Files” message. If a problem occurs during theprocess the following error is displayed:

Using the Brava! ViewerMarkup Layers


In this case all that the eB software was able to determine was that a 500 error occurred when sendingthe file to Brava!. You can find more details by looking at the Brava Service log which is available bygoing to the URL http://yourcomputername/BravaServer/status.aspx on the computer that has Brava!installed.

Errors Opening the File in Brava!

Net-It Enterprise error: Unable to load file: 1

This error means that the Brava! server was not able to load or process the file that you tried to view. Itis typically seen when the file is an Office file (like Word) and Office is not installed on the Brava! viewerserver.

Using the Brava! ViewerTroubleshooting


Using the Brava! ViewerTroubleshooting



Using eB Engineering Designer Functionality in eBWeb 8

eB Engineering Designer is a desktop application used to view and maintain engineering-focusedinformation including engineering documentation such as drawings, procedures, manuals. eBEngineering Designer users can participate in engineering change processes, view engineering dataincluding tags, equipment and documentation.If your administrator has installed the eB Engineering Designer Web Plug-in on the eB Web Server, thena subset of eB Engineering Designer functionality will be available in eB Web which lets you:• create and edit tags• create documents• create physical items• create virtual items

Navigation ViewsThe eB Engineering Designer Web plug-in adds three navigation views:• Plant Assembly• Manufacturers• Locations

Plant Assembly View

The Plant Assembly navigation view displays plant structure containing Virtual Item Groups ,Grouped Virtual Items , Tags , and Physical Items .


The Plant Assembly view uses Explorer Preferences settings:

Manufacturers View

The Manufacturers navigation view displays available installable equipment. It consists ofOrganizations (Manufacturers) , Physical Items , and Serial Items .

Using eB Engineering Designer Functionality in eB WebNavigation Views


Locations View

The Locations navigation view displays locations with tags. The Locations tree lets you find functionallocations (tags) by the building, room and elevation in which they are located. It consists of Locations

and Tags .

Creating Objects Using WizardsIn the Create new eB Objects > Add Object section there are four menu items that initiate wizards forDocument, Physical Item, Tag, Virtual Item Group creation.

Using eB Engineering Designer Functionality in eB WebCreating Objects Using Wizards


To Create a Tag

1. Click the Create New eB Objects icon.

The Navigation pane changes to display the Add Object list.In the Content pane, the default scope is selected to be used in creating the object.

2. In the Content pane, leave the default scope selected, or select a different scope.3. In the Add Object list, click the Tag object.

4. Select a tag template from the list.



You can filter the list of available templates by name, description or classification.5. Click Next.6. Fill out the fields and the attributes for the tag:

Option Description

Component Id This is the unique identifier given to a tag. This can be the functional location/component number, Loop ID for instrumentation or prototype number.Configuration management rules in eB do not allow this number to be duplicatedwithin the same facility, for identification of another tag.There are two ways a component ID can be calculated:The first case is when only a mask is specified in the configuration of the template.When the check box is checked, you can either manually enter the value in thisfield or you can let the value be automatically calculated from a mask.Another case is when a template has a calculated mask in its configuration. In thiscase, you cannot modify the value in the Component Id field.

Revision Revision can be entered manually when there is no revision rule set specified forthe template. When there is one, default value will be used and revision rule setwill be used when a new revision of the object is created.

ServiceDescription

This is a description of the tag.

System This identifies the primary function of the system that this tag belongs to.Attributes Attribute values can be included in calculated masks. You can enter values for

those attributes in the "Please fill out the attributes below:" section. This sectionwill only be available when at least one attribute is specified in the ObjectCreation setting on the template's class configuration (classes and templates canbe configured using eB Director). Only attributes included in the Object Creationsetting will be displayed here.

7. When all the required information is filled out, click the Create and Edit button to create the tag.



Tag template with Mask and without Object Creation attributes

Tag template with Calculated Mask and with Object Creation attributes

To Create a Document





2. In the Content pane, leave the default scope selected, or select a different scope.3. In the Add Object list, click the Document object.

4. Select a document template from the list.You can filter the list of available templates by name, description or classification.

5. Click Next.6. Fill out the fields and the attributes for the document:

Option Description

Number There are two ways a number can be calculated:The first case is when only a mask is specified in the configuration of the template.When the Number check box is checked, you can either manually enter the value inthis field or you can let the value be automatically calculated from a mask.

Another case is when a template has a calculated mask in its configuration. In thiscase, you cannot modify the value in the Number field.

Revision Revision can be entered manually when there is no revision rule set specified for thetemplate. When there is one, default value will be used and revision rule set will beused when a new revision of the object is created.



Option Description

Title The Document title shown is a description of the content maintained within thedocument object. In the case of drawings, the document title matches the title of thedrawing.

Class A non-editable field defining the class the new document will belong to.DateEffective

The effectivity of a document is defined by the effective and obsolete dates. Inpractice, the effective date is normally the same date as the approval date of thedocument.

Synopsis Lets you add a summary of the document.Remarks Lets you add extra descriptive information about the document.Attributes Attribute values can be included in calculated masks. You can enter values for those

attributes in the "Please fill out the attributes below:" section. This section will onlybe available when at least one attribute is specified in the Object Creation setting onthe template's class configuration (classes and templates can be configured using eBDirector). Only attributes included in the Object Creation setting will be displayedhere.

7. When all the required information is filled out, click the Create and Edit button to create thedocument.

Document template with Mask and without Object Creation attributes



Document with Calculated Mask and with Object Creation attributes

To Create a Virtual Item Group



2. In the Content pane, leave the default scope selected, or select a different scope.3. In the Add Object list, click the Virtual Item Group object.



4. Select a virtual item group template from the list.You can filter the list of available templates by name, description or classification.

5. Click Next.6. Fill out the fields and the attributes for the virtual item group:

Option Description

GroupNumber

There are two ways a group number can be calculated.The first case is when only a mask is specified in the configuration of the template.When the Group Number check box is checked, you can either manually enter thevalue in this field or you can let the value be automatically calculated from a mask.

Another case is when a template has a calculated mask in its configuration. In thiscase, you cannot modify the value in the Group Number field.

Revision Revision can be entered manually when there is no revision rule set specified forthe template. When there is one, default value will be used and revision rule set willbe used when a new revision of the object is created.

GroupDescription

Description of the group.

Attributes Attribute values can be included in calculated masks. You can enter values for thoseattributes in the "Please fill out the attributes below:" section. This section will onlybe available when at least one attribute is specified in the Object Creation settingon the template's class configuration (classes and templates can be configuredusing eB Director). Only attributes included in the Object Creation setting will bedisplayed here.

7. When all the required information is filled out, click the Create and Edit button to create the virtualitem group.



Virtual item group template with Mask and without Object Creation attributes

Virtual item group with Calculated Mask and with Object Creation attributes

To Create a Physical Item


The Navigation pane changes to display the Add Object list.



In the Content pane, the default scope is selected to be used in creating the object.2. In the Content pane, leave the default scope selected, or select a different scope.3. In the Add Object list, click the Physical Item object.

4. Select a physical item template from the list.You can filter the list of available templates by name, description or classification.

5. Click Next.6. Fill out the fields and the attributes for the physical item.

Option Description

Number This is the unique identifier given to a physical item. This is the number assignedto the equipment by the owner of the facility. This number is normally differentfrom the number assigned to the equipment by the manufacturer/vendor. Thisnumber is also known as catalog ID, part number, or equipment number.The rules in eB do not allow this number to be duplicated for identification ofanother physical item.There are two ways a number can be calculated:The first case is when only a mask is specified in the configuration of the template.When the Number check box is checked, you can either manually enter the valuein this field or you can let the value be automatically calculated from a mask.

Another case is when a template has a calculated mask in its configuration. In thiscase, you cannot modify the value in the Number field.

Version Version can be entered manually.Manufacturer Manufacturer of the Physical Item.Model number Number assigned to the physical item/equipment by the manufacturer/vendor.



Option Description

Description This is a description of the physical item or equipment. This descriptionsummarizes the capabilities or function of the equipment.

Attributes Attribute values can be included in calculated masks. You can enter values forthose attributes in the "Please fill out the attributes below:" section. This sectionwill only be available when at least one attribute is specified in the ObjectCreation setting on the template's class configuration (classes and templates canbe configured using eB Director). Only attributes included in the Object Creationsetting will be displayed here.

7. When all the required information is filled out, click the Create and Edit button to create thephysical item.

Physical item template with Mask and without "Object Creation" attributes



Physical item with Calculated Mask and with "Object Creation" attributes

Editing Tag PropertiesA tag is a single standalone entity with specific functional characteristics. A tag can be broken down intoother tags (subcomponents) in accordance with a specific configuration.Site/Plant/Facility equipment and its components such as mechanical, electrical, electronic, hydraulicand pneumatic parts are classified as tags. The terms functional location and component can also be usedas alternatives to tag.

Using eB Engineering Designer Functionality in eB WebEditing Tag Properties


Property Description

Component Id This is the unique identifier given to a tag. This can be the functional location/component number, Loop ID for instrumentation or prototype number.Configuration Management rules in eB do not allow this number to be duplicated,within the same facility, for identification of another Tag.

Revision Change-controlled tags are revised using a change request. Every revision is a copyof the previous revision, plus changes.

ServiceDescription

This is a description of the tag. Service Description is a familiar term in the plantworld. In eB Engineering Designer, these terms can be changed to suit the industryusing the eB layout editor.

System This identifies the primary function of the system that this tag belongs to.Unit Code The unit code is the physical item that this tag is a part of. For components in a plant

these are normally the plant unit or train. This Unit typically describes thegeographic decomposition of the plant. For example, 'Level 3 pump equipmentroom.'

OperationalStatus

Operational status is the “as-designed” status of a component. For example, acomponent can be designed to be “installed” or “abandoned in place”. The valuesprovided are:• Abandoned in Place• Operational• Planned• Removed

Approval Status The approval status identifies the tag configuration state. Either the tag is 'NotApproved' or it is 'Approved.' Only approved tags can be affected objects on a



Property Description

change request. This approval status is maintained and controlled by a businessprocess or by an assigned group or role.

Effective/Obsolete Date

The effectivity of a tag is defined by the effective and obsolete dates. In practice, theeffective date is normally the same date as the approval date of the tag. A tag'seffectivity may be important for temporary changes- for example, when scaffoldingis temporarily installed in support of a construction project.

Class The class identifies the nature of the tag in terms of what attributes can be assignedto it. This field is also used to define where the component falls in the Classhierarchy.

ExtraDescription

The extra description field (shown as Ex. Description) can be used to furtheridentify a tag or to provide more informational details.

Change-controlled

The configuration control measures that are required in order to make changes tothe Tag. If a tag is marked as change-controlled a new revision is required in orderto make changes. Tags can also be 'Not change-controlled' which means thatupdates are only subject to the permission model.

InstalledEquipment

Installed equipment is selected from the approved alternative equipment list.Changes to the installed equipment do not require a change request, but are subjectto permission control. Modify permission on the tag is required.

Fitted SerialNumber

This is the currently fitted equipment instance that is derived from the installedequipment in the previous field and is typically the number that is assigned by themanufacturer to uniquely identify this in the real world. To add a serial number,select Serial object from the drop down list. In order to populate this field, the UnitCode must be a Serialized Physical Item with an assigned Serial Number. Only Serialobjects from Physical Items listed in the Equipment list are available for this field.

Tag Relationships

The following are the relationships that can be added to a tag.



Topic Description

Files A standard eB topic for attaching files to an object.Affected Change Requests Used to create a relationship between a tag and an existing change

request.Documents Used to create a relationship between a tag and an existing document.Keywords Used to manage keywords of the tag.Locations Used to create a relationship between a tag and an existing location.Responsibilities Used to manage responsibilities for a tag.Related Tags Used to create a non-controlled relationship between this tag and other

existing tags.



Topic Description

Where Used Used to create a controlled relationship between this tag and anotherexisting parent tag.

Tag List Used to create a controlled relationship between this tag and anotherexisting child tag.

Security Used to manage security for the tag.Work Orders Used to create a relationship between a tag and an existing work order.Virtual Item Groups Used to create a relationship between a tag and an existing virtual item

group.Grouped Virtual Items Used to create a relationship between a tag and an existing grouped

virtual item.Physical Items Used to create a relationship between a tag and an existing physical item.Cross References Used to manage a tag's cross references.Organizations Used to create a relationship between a tag and an existing organization.Equipment Used to create a list of compatible equipment that can be installed for this

tag.Alternative Numbers Used to add alternative numbers to a tag.Prototypes Topic Displays a list of prototypes of the tag. (Only available in View mode.)Other Revisions Topic Displays a list of other revisions of the object. This topic is available for

tags and documents. (Only available in View mode.)

Change ManagementWhen objects are subject to change control, you are restricted in changing any descriptive data orassociated data after the object has been approved. Changes can only be made to these objects byinitiating the eB change process. It is not possible to edit the change controlled tag directly, except for itsInstalled Equipment, Fitted Serial, Date Effective, and Date Obsolete properties.A change process is initiated through a change request. When a change request is established, you canidentify documents, tags and/or physical items to which the change is proposed.The change process for a tag usually consists of the following steps (each step can be performed by adifferent responsible person):1. Adding a change package to an approved tag by clicking Add Change Packages.

Using eB Engineering Designer Functionality in eB WebChange Management


2. Creating a prototype of the affected tag, using the menu in the Affected Tags topic of the ChangeRequest (Package).

3. Editing/filling the prototype with the changed data.



4. Approving or expediting the change request (package).5. Implement the change request (create the new revision of the tag).



6. Merging changes from the prototype into the new revision.

7. Approving the new revision of the tag.



Note the following navigation options for the prototype:• Open Change Request - navigates to the change request that this prototype belongs to.• Open Disposition - navigates to the containing disposition of the change package.• Open Source - navigates to the tag that this prototype originated from.



Navigation options available for the prototype

Workflow MenuThe Workflow menu is available for documents and tags that have an active approval workflowassociated to them.Approval workflows have multiple steps assigned to multiple people with different responsibilities.When a person has an active approval work task for an object, you can click the Worksteps button.

Using eB Engineering Designer Functionality in eB WebWorkflow Menu


This opens the workflow menu.

Accept, Rework, Skip, Reject and Complete actions are available for different stages of the tasks in theworkflow depending on your role and workflow configuration.

Using eB Engineering Designer Functionality in eB WebWorkflow Menu


Contextual ReportsA Contextual Reports topic is available for all types of objects if there are any contextual reportsassigned to the class of the object. Clicking the link of the contextual report name launches the report forthe object.

Using eB Engineering Designer Functionality in eB WebContextual Reports


Using eB Engineering Designer Functionality in eB WebContextual Reports



Viewing i-models in Visual Navigator 9Visual Navigator lets eB Web users view and navigate i-models stored in eB.Visual Navigator assumes that there is a relationship between the tags in your community and the tagswithin the i-models in your community. The mapping of tags is configured by your administrator. Oncemapped, you can locate the i-model you want to open by searching for one of the related tags in eB. Youcan also open an i-model simply by locating the eB document that contains it.Note: Visual Navigator uses the Bentley DGN Navigator Control (an ActiveX control), and is supportedon Internet Explorer 8 and 9. You will be prompted to download the Bentley DGN Navigator Control thefirst time you select Display in Visual Navigator for a document or tag. Once the control is installed,you will not be prompted about it again. To allow the Bentley DGN Navigator Control to work in general,and to avoid security prompts from Internet Explorer, add the current eB website to the Trusted Siteslist in Internet Explorer.

To Open an i-model into Visual Navigator1. Locate the i-model you want to open by:

Searching or browsing the community for the document containing i-model(s) you want to open.orSearching or browsing the community for the tag(s) related to the i-models you want to open.orGoing to your basket, if the relevant documents or tags are already in your basket.

2. Select the relevant document or tag, then select Display in Visual Navigator.For example:In the search results list, check the check box next to a document or tag, then click the Display inVisual Navigator link in the Media section of the Task pane. This opens another page for you toselect the specific i-model you want to open. Go to step 3.orWith a document's details open in the content pane, expand the Files topic. Find the row containingthe i-model you want to open and in the Actions column, place your pointer over the Actions iconand select Display in Visual Navigator. The selected i-model opens in Visual Navigator.orIn your basket, check the check box next to the document or tag and select Media > Display inVisual Navigator. This opens another page for you to select the specific i-model you want to open.Go to step 3.

3. If an additional selection page opens, click the name of the specific i-model you want to open.The selected i-model opens in Visual Navigator.


When you open an i-model into Visual Navigator by selecting one of the i-model's related eB tags, theviewer inside Visual Navigator automatically highlights and zooms in on the related tag in the model.When you open an i-model into Visual Navigator by selecting the document containing the i-model, theviewer inside Visual Navigator displays the model in its default perspective (the perspective the i-modelwas created with).All of the i-model's related eB tags are listed hierarchically in the Tree View pane. You can click any tagin this pane and it will highlight and zoom in on the related tag in the model. Selecting items in themodel displays information about that item on the tabs below the viewer.When Visual Navigator opens, it replaces the current eB Web window. When you are ready to close thei-model and return to the eB Web window, click the Switch to eB view button in the upper right cornerof Visual Navigator.

Visual Navigator Window LayoutThe Visual Navigator interface is divided into three parts:• A Tree View pane (left) to display the list of tags in the model• A viewer pane (right) to display the actual i-model• An item information pane (below the viewer) with (potentially) three tabs to display specific

information of the selected item

Tree View Pane

The Tree View can be structured as a document-relation displaying the document as the root node withthe current document's related items organized in child nodes.When the tree is displayed in a document-centric mode, the tagged items related to the document areorganized by class and all related classes are displayed as child nodes to the document.

Viewing i-models in Visual NavigatorVisual Navigator Window Layout


Expanding a class node displays the tags related to the document that falls within that class. The nodelists are paged to prevent overloading the user and the interface.

When a tag is expanded, related tags and i-model files owned by related documents are displayed aschild nodes.Note: The currently loaded i-model is not displayed even if it is related to the tag.



Viewer Pane

The viewer pane displays the i-model, and contains basic view navigation controls.The header above the viewer shows the name of the current focus item. The focus item is the item isdisplayed in the item information pane. This is typically the same as the item selected in the view.

Note: If an item in the viewer cannot be located in eB or if Visual Navigator has been loaded from adocument or file object and no item has been selected in the viewer it could be a different item.

Using the View Controls Inside the ViewerThe viewer contains a set of view controls to assist in viewing and navigating the i-model. Right-clickinside the viewer to select a view control from a menu. You can also click a view control from thetoolbar across the top of the viewer.The following view controls are available:To Select

Select an item in the model.

Element Selection

View a different part of the design withoutchanging the view magnification.

Pan View

Navigate the camera by walking in theactive view.

Walk

Navigate the camera by flying in the activeview.

Fly



To Select

Rotate the view.

Rotate View

Increase / decrease the magnification of aview.

Zoom In / Zoom Out

Window an area in a view.

Window Area

Display all displayable elements in theactive design and attached references in aview.

Fit View

Undo the last viewing operation.

View Previous

Redo the last undone viewing operation.

View Next

Measure the distance between two points.

Measure Distance

Print the current view of the model.

Print

Item Information Pane

Displays information related to the current focus item.• Properties tab - Displays the eB properties of the current focus item.



• Related Items tab - Displays items related to the current focus object, organized by relationshiptype (for example: documents, prototypes, tags).

Expand a topic to see all related items of that relationship type.

• Relationships tab - Displays the road maps to the locations of the graphical item. In this example, /TEE4 of BRANCH /1"-AI-60-4072-Ac/B1 (N/A) is found in two locations for the current focusitem.



Selecting Items in Visual NavigatorWhen you select a particular item in the model within the viewer, the related item is highlighted in theTree View pane, and the item information pane displays details about the selected item.If the item is found, the item becomes the new focus item. The header, item information pane, and treepane update with the new item's information and position in the hierarchy.Note: If eB finds more than one eB item, this message appears and the first matching item is shown asthe focus object.

Note: If eB cannot locate the selected item, this message appears:

When you select an item in the Tree View pane, the viewer pane highlights and zooms in on theselected item in the model, and the item information pane displays details about the selected item.

Viewing i-models in Visual NavigatorSelecting Items in Visual Navigator


Depending on the object type of the item selected in the Tree View pane, navigation is handled based onthe tagged item, document, i-model file, or other object.Tagged itemsThe web page instructs the user to search for the selected object.If... Then...

a match is found the object is selected and zoomed into the viewer.no match is found an error message appears.more than one object isfound

an error message appears and the first matching object is selected.

Note: Regardless of whether the object is found in the i-model, it becomes the new focus object. Theheader, item information pane, and tree panes are updated with the new item's information andposition in the hierarchy.DocumentsIf the selected document has only one i-model, the new i-model is loaded for display in Visual Navigator.

Viewing i-models in Visual NavigatorSelecting Items in Visual Navigator


If selected document ... Then ...

has only one i-model the new model is loaded for display in VisualNavigator.

has more than one i-model the intermediate i-model selection page appears.The new i-model is loaded once a selection hasbeen made.

is in the context of a tagged item (e.g., a documentlink from the related items display for a particulartag)

the new page is zoomed into the tagged viewwhen it load the new i-model.

i-model filesThe new i-model is loaded for display in Visual Navigator. If the file is selected in the context of a taggeditem, the new page is zoomed into the tagged item when it loads the new i-model.All Other ObjectsThe Web page opens a new tab in the browser to display the object in the default eB Web view.

Selecting Items in the ViewerWhen you select an item in the viewer, Visual Navigator searches eB for the item.

Resizing the Visual Navigator WindowYou can resize any pane in Visual Navigator by selecting and dragging the borders between the frames.Visual Navigator retains the relative pane size when a pane is collapsed/expanded, or if the whole

Viewing i-models in Visual NavigatorSelecting Items in the Viewer


window is resized. Pane size is not retained if you reload Visual Navigator or if you navigate to anotherpage.

Click the collapse button in either the Tree View pane or item information pane to minimize thatpane and expand the view in the viewer. After collapsing the pane, the direction of the arrow button

changes. To expand the pane again, click the expand button.Click the Fullscreen button in the upper right corner of the Visual Navigator window to collapse boththe Tree View pan and the Item Information pane at the same time. Click the Fullscreen button again toexpand both panes at the same time.Click the Switch to eB view button in the upper right corner of the Visual Navigator window to closeVisual Navigator and return to the eB Web window.

Viewing i-models in Visual NavigatorResizing the Visual Navigator Window


Setting User Preferences in eB Web 10Each eB Web user has their own default set of preferences for using eB Web, which they can change asneeded.To view or change your preferences, click the eB logo in the upper left corner of the window. The MyPreferences pane, to the right, contains your current preferences.To change a particular preference, expand a category, change a setting, and click Save.

There are also three buttons across the top of the My Preferences pane:Change My Password

Require Password at log in

About this Web Application - opens a window listing the plug-ins being used by this instance of eBWeb:


Preference CategoriesExpand a topic to see its settings.Document Distribution

Lets you set up a default distribution pattern for your documents — addressees, comments, etc.eB Director Specific

eB Web

Lets you set or reset default eB Web options such as Navigator, Search Type, etc.File Options

Lets you set your default document checkout path.Filters

Contains several options for configuration of the Explorer tree, and provision is made for excludingirrelevant documents if your database becomes cluttered with historic data versions that you neverneed to see.Publish Options

Setting User Preferences in eB WebPreference Categories


Lets you set the default destination for files to be published. Your administrator may have set up otheroptions.Paging

Default and maximum search result lists, and possibly other options, may be set here.System Default - User Account

E-mail triggering is one typical option in this topic. Your administrator may have set up other options.



Index

AAdd Document 33Adding Files 39Audit Details 44

Bbaseline 88Baseline

create 88Basket 26Brava! Viewer 91, 92Bulk Import/Export 21, 22

CChange Control 73Change Effects Analysis 77Change Management 73, 116Change Request

copy 83delete 84edit 82implement 79initiate 74status 76tracking 75

Check Out 40Child Locations, edit 38Compare Objects 54Comparing Files 94Contextual Reports 123Creating Objects 31

DData Scope 12Directory 16Distribution 17Document

check out 40Document Creation Wizard 104

Document History 44Document Manager 31Documents

adding files to 39Download 41

EeB Engineering Designer Web

Plug-in 99Editing

physical items 86Email 50Export 41

FFile

download 41File Open / Launch 40File Plans 21File Transfer 41Files, adding to eB 39Folders

create 48delete 48

GGet Local Copy 41

HHistory, Document 44

Ii-model

open in Visual Navigator125

Import/Export, Bulk 21, 22

LLaunch 40Location, new 37Locations 101Logging In 9

MManufacturers 100Markup 93My eB 28

NNavigation 11, 15

OObject, Compare 54Objects

create 31Open

i-model, from search orbasket 125

Organization, new 37

PPerson, new 36Physical Item

copy 88create 89

Physical Item Listcreate 89

Physical Itemsediting 86

Plant Assembly 99Plug-ins

eB Engineering Designer 99Preferences 135, 136Product Baseline 88Publisher 22


QQuickLinks 55

RRegister SharePoint File 20Renditions 43Reports 57

SScope 12Searches 63

Serialized Item List 89, 90SharePoint

de-sync a file 21register file 20

Subscribe 51Switch to eB View (from Visual

Navigator) 133

TTags 112, 114

Vviewing a file 39

Virtual Item Group 107Visual Navigator

close and return to eB 133full screen 133Tree View Pane 126window layout 126

WWork Order 55Workflow Menu 121
