Project Setup: Quick List of Steps

Every project setup in DocBoss follows the same four basic steps:

In addition, there are two optional steps that can be taken at the time of project creation:

• Add a compilation
• Add an index (SDI) report

• Click the pencil icon under tools to the company profile
  • If the company is not already in the system,  click the "+" icon (top right of grid) to add.
• From company profile:
  • Add/update doc code list
    • Click the "+ Add List" button (top right of page) to add a new list
      • Note: Doc code lists are commonly named using the first and last doc code (e.g., A01 - Z09)
    • Click the "+" button (top right of grid) to add doc codes to a new or pre-existing list
    • Adjust doc code details by clicking directly in the grid
  • Add/update return status list
    • Click the "+ Add List" button (top right of page) to add a new list
      • Note: Return status lists are commonly named using the statuses they contain (e.g., A/B/C/D)
    • Click the "+ Add Status" button (top right of grid) to add a status to a new or pre-existing list
    • Adjust status details by clicking directly in the grid

• Select a project config. template to use
• Fill in/select all required values (indicated with an asterisk (*)). Key required fields are as follows:
  • Project Profile:
    • Affiliate name and address (if applicable), sales order number, order date, project name, customer name and address, PO number
    • Note: Project name should be entered as indicated by the customer
  • Lists, Users, and Custom Fields:
    • Doc code list, customer return status list, project users
• Once saved, additional options will appear and can be configured if desired. Additional options include:
  • Document auto-numbering (for customer and internal doc no.)
  • Templates (cover page, stamp, transmittal)
  • Output formats (e.g., outgoing file name, headers/footers, etc.)

• Individual upload
  • Click the "+ Add" button (top right above the grid) to add a new equipment unit
  • Fill in/select all required values (indicated with an asterisk (*)). Key required fields are as follows:
    • Line no. ([supplier]), item/model, tag no., sub-supplier
• Bulk upload
  • Click the "Import" button (bottom right below the grid) and download the template (.csv or .xlsx)
  • Fill in all required fields (indicated with an asterisk (*) and re-upload to the Import > Upload File drop zone

• Add doc codes
  • Click the "+ Add" button (top right above the grid) and select the applicable doc codes for the project
    • If a new doc code is required, click the "+ Add" button from the pop-up to add a new doc code
    • Note: The new doc code will be added to the customer doc code list to be used on future projects
• Configure the doc code list
  • Set the level for each doc code to auto-generate the appropriate number of cards
    • Custom levels can be created if/when needed, and manual cards can be used as an advanced option when additional flexibility is required
      • Note: Manual cards are typically used for suppliers of equipment that is engineered-to-order
    • Set not applicable codes to "N/A"
    • Codes that are included as part of another code can be identified from the "Included in" field
  • Set the type for each doc code
    • Generated (customer, internal, sub-supplier)
      • Documents specific to the project (assigned via incoming documents)
    • Compilation
      • Databooks and the databook table of contents (assigned via code list)
    • SDI Report:
      • Index report (assigned via code list)
    • Published:
      • Library documents (assigned via card list (or in bulk via code list))
  • Set the stage list (i.e., issue purpose steps) for each doc code
    • If a new stage list is required, add a new list (either at admin or directly on the project)
  • Set the initial submission dates for each doc code using the "Delivery days" and "Reference date" fields
    • Delivery days: Number of working days before/after the reference
    • Reference date: The specific date used (e.g., shipment date, order date, etc.)
  • Optional - Add a query to mark cards as required/unrequired
    • Select the codes from the grid that will use the query
    • Click "Actions" above the grid and select the "Set Query" option
    • Choose the appropriate query 
      • If a new query is required, create a query from System Menu > Admin > Queries List or directly from the card list (see video for details: Trimming Auto-Created Registers)

Add a compilation

• Create a compilation
  • Click the "+" button (top right above the grid), enter a name, and choose a pre-configured compilation layout (optional)
• Configure the compilation settings
  • Select the templates to be used in the compilation
  • Create the compilation structure by adding the applicable doc codes/sections, and a compilation cover page if required
    • A table of contents will be included automatically
    • Enable/disable section and doc code title pages as needed
  • Adjust the table of contents/bookmark depth/numbering and organization, as well as other formatting options
  • Configure additional options as needed
• Link the compilation to the compilation doc code

Add an index (SDI) report

• Create an index (SDI) report
  • Click the "+" button (top right above the grid), enter a name, choose the template type (i.e., document index), and indicate which PDF and/or CSV/XLS template to use
    • Note: In most cases, the same template would be used for both PDF and CSV/XLS
  • Enable/disable additional options as needed
• Link the index (SDI) to the SDI doc code