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8/10/2019 EDocs Editor Manual English_1

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1- 1 -CHAPTER 1Revision: 0Understanding Controlled

Manuals15-OCT-2011What is a "Controlled

Document"?

eDocs Editor Manual

"eDocs Editor"Manual

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1- 2 -CHAPTER 1Revision: 0Understanding Controlled

Manuals15-OCT-2011What is a "Controlled

Document"?

eDocs Editor Manual

1. Understanding Controlled ManualsThe eDocs editor is designed to create professional literature in the form of "Controlled Manuals".

1.1. What is a "Controlled Document"?

A "Controlled Document" is an official document of operating procedures.

A "Controlled Document" is subject to methodologies that provide for positive control of content, revision,publication, distribution, availability and preservation.

Documentation is necessary for an operator to ensure that systems, programs, policies, processes,procedures and plans are implemented in a standardized manner, and to further ensure that suchstandardized implementation is sustained on an on-going basis.

Documentation provides the standards that govern the way personnel perform tasks within the managementsystem, and during operation.

Such documented standards are necessary so that an operator can provide continuity in the flow ofinformation to personnel.

1.2. Content of a Controlled Manual

A Controlled Manualis characterized by the following:

1. Manual Name.2. Table of Contents.3. Distribution List.

4. Record of Revisions and Date.5. Record of Temporary Revisions and Date.6. List of effective pages.7. Professional page numbering.

All of the above are automatically created by "eDocs Editor".

1.3. How to handle Revisions?

The first edition of a Manual is called "Revision 0" or "R0".

At this stage all pages of the Manual will be marked with "Revision 0" and with the same "Date".

After a period of time the Manual will probably need to be updated.

The update will be named "Revision 1" (R1), for example, (although you can allocate any other number), anda new Date.

Only the pages that have been updated need to be amended to "R1", with the new Date.

All other pages in the Manual will remain "R0" with the original Date.

The Manual will now be named "Revision 1" plus the new Date even if the amendment affects only onepage!!

If you scroll down the "Revision 1 Manual" you will see that most of the pages remain marked as "Revision 0"with the original Date, and only the amended pages will be marked "Revision 1" with the new Date.


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2- 1 -CHAPTER 2Revision: 0How a Book is Constructed15-OCT-2011Chapter 0General

eDocs Editor Manual

2. How a Book is Constructed

By opening a "New Book" with "eDocs Editor", two chapters are automatically generated:

Chapter 0"General"an automatic chapter.Chapter 1Uses the Name allocated.

2.1. Chapter 0General

The "General" Chapter contains the following:1. Book Cover(see the picture above)with the Book Name, as this appears in the completed Form.2. Record of Revision TableAutomatic recording table.3. Record of Temporary RevisionsAutomatic recording table.

4. Revision Notification Tabletable to be completed by you.5. Distribution Listtable to be completed by you.6. Table of ContentsAutomatic table that obtains data from the Chapters.7. List of Effective PagesAutomatic table that obtains the updated data from each page.

The "General" Chapter cannot be deleted, as most of its content is inserted Automatically.


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0- 2 -CHAPTER 0Revision: 015-OCT-2011Chapter 1

eDocs Editor Manual

2.2. Chapter 1

Chapter 1 gets its name from the Form you complete when opening a New Book.

All Chapters contain an automatically generated "Table of Contents" which appears on one of the first pages.

The next pages appear as follows:


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3- 1 -CHAPTER 3Revision: 0Quick Start15-OCT-2011Chapter 1

eDocs Editor Manual

3. Quick Start"Quick Start" provides a recommended order of actions to be used to create and edit a Controlled Manualusing the "eDocs Editor".

The "eDocs Editor" uses large amounts of automation to create internal links and cross-reference updates.This automation process saves time and errors, and ensures that the rules of Controlled Manualare met.

To better understand all the functions of "eDocs Editor" it is highly recommended to read the "CompleteManual" Chapter.

3.1.1. Click on the "eDocs Editor" button (1) then "Create Book" (2):

3.1.2. Complete the Book details and "Save":

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eDocs Editor Manual

3.1.3. Open your Book from the Book List .

3.1.4. This is the way it will appear initially :

1. Book Editorused to control revisions, add and delete chapters.2. Page Editorused to edit and control pages.

3. Open Another Chapterused to navigate between Chapters.Notethe "General" Chapter is already available.

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eDocs Editor Manual

3.1.5. Detailed view

1. Automatic Chapter Number, Name and Heading 2 Name.

2. Automatic professional Page Numbering, Revision Number and Date.

3. Heading 2note that Heading 1 is the Chapterso no Heading 1 button is required!!

4. Heading 3numbering is automatic (Heading 4 is also available).

5. Heading ButtonsUsed to insert new Headings on the page. Using the "Heading 2 Top Page" will

create "Heading 2" at the top of the new page.

6. Editing Buttonshovering over a button with your mouse causes the button function to pop up.

7. Revision Mark buttona designated button to mark revisions.

Notepressing this button will affect the Page Revision Number and Date. Learn more about it in

the "Complete Manual" Chapter.

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4- 1 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Open/Edit Book

eDocs Editor Manual

4. Complete Manual

Refer to Chapter 2"How a Book is Constructed " for a better understanding of the process.

4.1. Open/Edit Book

1. Press the icon to enter the Book List

2. Create a Book buttonPress to create a new Book.

3. Press to open a Book for contentediting.

4. Editpress to open and Edit Book Details.

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4- 2 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Book Details

eDocs Editor Manual

4.2. Book Details

Press "New Book" or "Edit" buttons to enter Book Details

1. Titlethe Book Name will appear in the Book List and on the Front Cover of the Book.2. Revision/Temporary Revisionfor a new Bookuse "0" or "R0" (zero)Revision Number will

appear automatically on every page.3. Revision Daterevision date will appear automatically on every page.4. Free text for the Left side of the Footer.5. Free text for the Right side of the FooterAlign the text to the Rightfor better results.6. Company LogoUse Logo 150x60 pixels for best performance.7. Save, Preview, DeleteDelete will delete the Book with all its contents!!

8. First Chapter NameWill appear when opening a new Bookthe name will appear on theHeader of every page in Chapter 1.

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4- 3 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Inside the Book

eDocs Editor Manual

4.3. Inside the Book

Normal Page View

1. Book EditorControls Revisions, Dates and Chapters.

2. Page EditorControls Page Editing.

3. Open Another ChapterChapter Navigator.

4. HeaderAutomatically created and maintained by "eDocs Editor".

5. FooterFree text zone, to be entered from the "Edit" button of the Book List.

6. Publish and Save functions.

7. Headings 1 and 2.

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4- 4 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Book Editor

eDocs Editor Manual

4.4. Book EditorThis is the Book Editor after all the + buttons have been clicked.

1. Book namethis can be edited from the "Book Details" page.

2. Initials- this can be edited from the "Book Details" page.

3. Revisionthe current revision of the book.

Datethe current Date of the Book.

4. New revisionGive Name or Number (for example: "R1") and press "GO"The Revision Number will be updated to the new Number, and the Book will be referred as "R1" (for

example)The amendment will affect only pages that are edited after the Revision amendment!!The outcome of the amendment is that most of the pages in the book will be Revision "0" (forexample) and the pages that have been amended will get the new Revision mark in the Header.

5. New TR(Temporary Revision)allocate a Name or Number for the TR and press "GO".

The amended pages will receive the TR number.

6. New Rev/TR DateSet the Date for the new Rev/TRthis will affect pages that are edited.

7. Add/Delete ChapterGive a new Chapter Name and press "GO" (row 7)

8. Delete ChapterDelete the current Chapter.

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4- 6 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Revision Function

eDocs Editor Manual

4.6. Revision Function

By setting a New Revision (or TR) and a New Date, all the pages that are edited, or affected by anyamendment, will receive the new Revision mark, and the new Date this process is conductedautomaticallyby the software.

In the General Chapter - the List of Effective Pages and the List of Revisions are also updatedautomatically.

Example:

Your Book contains 200 pages and is currently marked as Revision "0" (first edition).All of the pages in the Book will be marked "R0" and will have the same Date.

After a certain period revision is required for only 2 pagespage 15 and page 120.

You will set the New Revision to "R1" and give a new Datenow you are ready to amend the pages (whichwill, in all likelihood, appear in different chapters).

When you Save" the Book you will notice that the Revision Number and Date are updated on these 2pages.Note if you have inserted a new paragraph on the pages the amendment may also affectsubsequent pages. In that event the subsequent pages will also bear the new Revision Number andDate.

The outcome: Book Revision and Date are amended in the new Revision. Most of the pages will remain withthe previous Revision and Date. Only the amended Pages will be designated with the new Revision.


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4- 7 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Revision Function

eDocs Editor Manual

4.6.1. Mark Revision Function

The "Mark Revision" function enables you to indicate which Row or Rows were revised during editing.

This is done by selecting the rows that have been altered and pressing the "Mark Revision" button.

The letter "R" will appear on the right side of the text to signify that this row was revised.

Note - Adding "Mark Revision" to a row on a page that was not revised will change the Revision Number ofthat page!

4.6.2. Why "Mark Revision" is conducted manually?

Automatic Revision marks in other word-processing programs tend to mark every single keystroke, enter ormovement of rows and paragraphs, even if no significant amendment has been made.

This process fills the page with considerable revision marksmost of which are unnecessary.

By indicating the Revised rows manually you gain full control over the process, and only the real changes willbe marked.

This is one place where the human touchis better than Automation.


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4- 8 -CHAPTER 4Revision: 0Complete Manual15-OCT-2011Save and Publish

eDocs Editor Manual

4.7. Save and Publish

The "Save" function works constantly to save your work. In order to "Save Now" press the "Save" buttonmanually.

"Save As" lets you to save your Book under a different name. By doing this a copy of your original Book ispreserved, for further use.

"Publish to PDF"press the "Publish to PDF" button to create a PDF copy of your Book.Notethis process can take up to 20 min., depending on the length of the Book.Do not close the webpage during this process - however, you may open other pages to work with.

edocs editor manual english_1

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