4.1 Creating a New Aras Document

Creating a new Aras Document allows you to create a new Office file while making use of company-standard processes such as templates and numbering. To create a new Aras Document, click the New Aras Document command on the Aras ribbon. The following dialog will appear:

Aras Office Integration 1.0

The logical flow of filling out this dialog is from top to bottom, then left to right, as described below:

Document Type

The selected Document Type drives the behavior of all the other options. The Document Types available to you will be set by your administrator, but examples are provided with the connector, such as "Product", "Project", and "General". For example a "Product" Document should be something that describes a product you are designing at your company, while a "Project" Document describes some aspect of a project you are working on. Here is an example of the selection list for Document Type:

Aras Office Integration 1.0

Document Template

Based on your selection of Document Type, the selection list for "Document Template" will show all available templates for that type. Templates need to be defined prior to using New Aras Document, and may be defined by your administrator or by other users including yourself. See section 8 for details on how to create templates. Be aware that your administrator can define specific Document Types to require the use of a template, so that in these cases you will not be able to exit the dialog without selecting a template. Even if a template is NOT required for a given Document Type, you can still select one if you want. Here is an example of the selection list for "Document Template":

Aras Office Integration 1.0

The entries in the list show the Document Number and Name of the available templates in Aras.

Link to

Based on your selection of Document Type, the selection list for "Link to" will show all available Aras item types that you can link your document to. For example, you may be able to link a "Product" Document only to Parts, and a "Project" Document to Projects and Activities. Links are also known as Relationships in Aras terminology, and the advantage to creating them at the time of document creation is that the item you link to can drive numbering. For example, if you are creating a Product Document and linking it to Part P12345, then the filename could be automatically set to something like "P12345-DOC-1.docx". Links are never required for any Document Type. Here is an example of the selection list for "Link to":

Aras Office Integration 1.0

Once you have selected the item type to link to, then you must click the browse button Aras Office Integration 1.0 to bring up a search dialog to select the specific item in Aras:

Aras Office Integration 1.0

Capabilities within this Search dialog include:

  • Enter search criteria in the top search row (standard Aras simple search)
  • Execute search with Run Search button
  • Clear search criteria with Clear Search Criteria button
  • Select an existing Aras Saved Search from the list
  • Column sorting by clicking on a column header

Once you have located the desired item, either double-click on it, or select it and pick OK. It will now appear in the main dialog as the "Link to" item.

At this point, after making selections in the left column of the dialog, it will look something like this:

Aras Office Integration 1.0

Title and Properties

Now you may enter a Title for your document, and optionally any other Properties that may be configured in your environment. Be aware that Office and Aras use different nomenclature for standard property names, so the value you enter for "Title" may appear as the "Name" in Aras. The values displayed here in the Properties dialog reflect the Office naming.

Aras Office Integration 1.0

When you are complete with any property entry, click OK to exit the Properties dialog, and then click OK in the main dialog to complete the process. The connector will then automatically create a new open file within the Office application, and this file will also be saved locally in the connector's working directory, using the filename automatically determined by the connector. If you are using a template, the initial content of the file will come from the template file, otherwise it will be blank.

Below is an example of what you will see in the Office application at this step. The file has been created and saved locally; in this case the automatically generated filename includes the "Title" value. Because the file has not yet been stored to Aras, no values are displayed for the Aras Document properties, and if you have these properties imbedded in your document (such as in the file header below) they will not be updated yet.

Aras Office Integration 1.0

At this point you are able to start editing your file. If you want to finish the complete process of saving the file into Aras, you can now use the Save to Aras command. After picking this command, you will see that the properties are updated because the file is saved into Aras.

Aras Office Integration 1.0

If you now locate the Document in Aras, this is what the Form looks like:

Aras Office Integration 1.0