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:
1. Click on the New Aras Document button on the Aras ribbon. This opens a New Aras Document dialog.
2. Fill out the dialog with required details. The logical flow of filling out this dialog is from top to bottom, then left to right, as described below:
The selected Document Type drives the behavior of all the other options. The Document Types available to the user will be set by his/her administrator, but standard examples are provided with the connector, such as “Document / Product”, “Document / Project”, and “Document / General”. For example a “Document / Product” Document describes a product the user is designing in the company, while a “Document / Project” Document describes an aspect of a project the user is working on. An example of the selection list for Document Type is shown below:
Based on the selection of Document Type, the 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 the administrator or by other users. Refer to section 8.1 Creating Document Templates for details on how to create templates.Note: The user has to be aware that the administrator can define specific Document Types to require the use of a template. So in these cases the user will not be able to exit the dialog without selecting a template. Even if a template is NOT required for a given Document Type, the user can select one.
An example of the selection list for Document Template is shown below:
The entries in the list show the Document Number and Name of the available templates in Aras.
Based on the selection of Document Type, the selection list for Link to shows the available Aras ItemTypes that can be linked to your document. For example, the user will 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. The advantage of 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”. Note that your administrator can set “Link to” as required for a given Document Type, meaning you will have to select a linked item before proceeding. An example of the selection list for Link to is shown below:
Once you have selected the item type to link to, click on the browse button to open a search dialog to select the specific item in Aras:
Capabilities within this Search dialog include:
Once you have located the desired item, select it and click Ok. It will now appear in the main dialog as the “Link to” item.
After making selections in the left column of the dialog, the New Aras Document dialog will appear as shown below:
Enter a title for your document, and optionally any other Properties that may be configured in your environment.
Note: 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.
When you are complete with any property entry, click OK to exit the Properties dialog,
3. Click OK in the main dialog to complete the process
The connector automatically creates 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.
The figure below shows an example of an Office application at this step. The file has been created and saved locally; in this case the automatically generated filename includes the “Title” value. Since the file has not yet been stored to Aras, values are not 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.
At this point the user will be able to make any edits to the file.
4. To finish the complete process of saving the file into Aras, click on the Save to Aras button. The user now sees that the properties are updated because the file is saved into Aras.
If the Document is located in Aras Innovator, the user sees the Form as shown below: