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:
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 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:
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 standard examples are provided with the connector, such as “Document / Product”, “Document / Project”, and “Document / General”. For example a “Document / Product” Document should be something that describes a product you are designing at your company, while a “Document / Project” Document describes some aspect of a project you are working on. Here is an example of the selection list for Document Type:
The entries in the list show the Document Number and Name of the available templates in Aras.
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":
Once you have selected the item type to link to, then you must click the browse button to bring up a search dialog to select the specific item in Aras:
Capabilities within this Search dialog include:
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:
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.
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.
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.
If you now locate the Document in Aras, this is what the Form looks like: