= IDP Vendor Document Updates =


= IDP Vendor Documents - Summary of Proposed DrawMGT Updates =

<<TableOfContents>>


= Introduction =

This section contains a list of proposed updates for the IDP DrawMGT system, for implementing new features in DrawMGT for managing ''vendor document''.

Notes:

 1. The '''Specification''' referenced below is the document: '''SXS-T-000381''', stored in the tracking system.

= Version Upgrade =

 1. Upgrade IDP DrawMGT test and production systems from V11.3 to V11.5

= Updates For Vendor Portal =

== Database Model Update ==

 1. Alter Table '''Submittals'''

    Include all classification fields:
    * projectPhaseId
    * workCategoryId
    * documentTypeId
    * categoryId
    * locationId
    * workTypeId
    * siteClassification1Id
    * siteClassification2Id
    * siteClassification3Id
    * siteClassification4Id

 1. New Table '''Group``Classification'''

    Contains classification sets to be used on filtering transmittals for group members

    Fields:
    * groupClassificationId
    * groupId
    * projectPhaseId
    * workCategoryId
    * documentTypeId
    * categoryId
    * locationId
    * workTypeId
    * siteClassification1Id
    * siteClassification2Id
    * siteClassification3Id
    * siteClassification4Id

 1. New Table '''Uploaded``Files'''

    Contains metadata for files uploaded by vendors

    Fields:
    * uploadedFileId -- key field
    * contractId -- contractId, groupId and sequenceNo are an alternate key
    * groupId
    * sequenceNo
    * fileName
    * fileTypeId
    * fileSize
    * statusId -- foreign key to new table Uploaded``File``Status``Ref

== Configuration ==

 1. Create a ''Vendor'' contract
 1. Create a Group for all procurement package
 1. Create a ''Vendor'' role
 1. Create a ''Vendor Admin'' role
 1. New ObjectType: ''File''

== Menu ==

In the left-hand menu:

 * '''Vendor'''
   *  '''''Vendor-1'''''
      * ''Incoming Files'' -- starts 'list incoming folder' transaction 
      * ''Outgoing Files'' -- starts 'list outgoing folder' transaction
      * ''Upload File'' -- starts file upload transaction
   *  '''''Vendor-2'''''
      * ''Incoming Files''
      * ''Outgoing Files''
      * ''Upload File''
   *  '''''Vendor-3...'''''

== Business Transactions ==
 
 1. 'List Incoming folder' transaction. The list includes:
     * Upload date
     * (ZIP) file name, with link for downloading file 
     * Description (optional)
    * Status (which can only be set by the administrator) – example values: uploaded, processed. The status is set to uploaded when the vendor uploads the file

 1. 'File detail'
    * 'Set status' (for Vendor Admin)
    * 'History' (for Vendor Admin)
    * 'Delete uploaded file' (for Vendor Admin)

 1. File upload transaction. 
    * Site configuration setting for:
      * to set the file types that can be uploaded (only ZIP files for IDP) 
      * defining the upload file naming convention. Works like a transmital code. Suggested naming convention for IDP:
        * '''''{staticTextPrefix}-{procurementPackageCode}-{sequenceNo}''''' 
    * The upload form:
      * Shows the procurement package code (which might also be the group code)
      * Shows the expected upload file name (including he correct sequence number)
      * Has a check box that causes the file to be renamed when it is uploaded
      * File select field

 1. 'List Outgoing folder' transaction. An entry only appears in the list when the transmittal is sent. The list includes:
    * Transmittal date
    * Transmittal code
    * (ZIP) file name, with link for downloading file
    * Transmittal subject line

 1. Update transmittal transactions:
    * Add classification field blocks to input and detail display forms
    * Create site specific input and detail display blocks for IDP that only have ''Procurement Package'' field in the classification block.


Notes:
 1. Update the transmittal processing transaction so that it places a file entry, including the download link to transmittal ZIP file, in the download folder???
 1. When ZIP files are uploaded, downloaded, deleted or have there status changed, then a record is made in the file’s history

== Data Migration (IPD only) ==

 1. Assign procurement package to submittal records based on the transmittal code


== Event Handler ==

 1. Send emails on File events

= Documents =


== Document Code Configuration ==

See ''Specification'' section 12

Implement new classification values ''Unknown'' for the following classification fields:

  1. Engineering Discipline (Category``Ref)
  1. Vendor Document Type (Site``Classification1``Ref)

The classification value should be, if possible, a series of question mark characters.

== Search ==

Add a new search screen that looks similar to the drawing code entry form of Document New. A user should be able to enter part of a drawing code and the search will be based on the corresponding classification codes.

== Document List ==

Add new report layout: Vendor Report. See ''Specification'' section 4

Display a warning if the user presses the ''Replace Basket'' button and the basket contains more than n items (when n is a system configuration variable). See ''Specification'' section 13, point 3

=== External Key processing ===

 1. In V11.3 the field ''externalKey'' is in the Summary list format (type=1)
 1. Update the default report so that the external key for the revision is displayed
 1. Migrate all the external keys associated with the document, to the revision (This item has been completed)

== Document Detail ==

  1. Eliminate the classification fields that appear in the document code from the classification block.

Add new list or all transmittals in which a revision the document was included. Sort by the revision, date (descending), with the newest revision, date at the top.

The transmittal list has the following columns:

  1. Revision (and file version)
  1. Date
  1. Transmittal code
  1. Transmittal status(?)
  1. Transmittal subject line

== Document/Revision New/Update ==

  1. Set a pink background color for required fields in the input form. See ''Specification'' section 13, point 11
  1. Fix ''Get Next Sequence Number'' so that it always starts checking from the value one. See ''Specification'' section 6) ('''DONE''')
  1. Enable gaps in revision numbers and allow the initial revision number to be larger than one. See ''Specification'' section 13, point 5
  1. Make it possible to enter earlier revisions into the gaps. See ''Specification'' section 13, point 5
  1. Make external key revision a required field
  1. Allow document codes to be changed. Provided: (See ''Specification'' section 13, point 6)
     - No workflow steps have been completed
     - No file revision files have been uploaded
     - The user has administrator role(?)

Implement custom revision workflow ''Vendor Document Review''

  1. Model steps as Receive-Check
  1. Check step should be named Review
  1. Configure check status values. See ''Specification''  lits in section 5 for allowed check status values and their mappings to the standard values

== Revision File Upload ==

  1. Eliminate the confirm step in the file upload. See ''Specification'' section 13, point 7
  1. Investigate to see if the size of the upload file can be increased to approximately 250 MB. See ''Specification'' section 13, point 2.

== Document/Revision Metadata Upload ==

  1. Define metadata spreadsheet format. See ''Specification'' section 13, point 9

Metadata upload requirements:

  1. Document data can be created
  1. Document data can by updated – Subject to restrictions ('''to be defined''')
  1. Revision data can be created
  1. Revision data can be updated


= Tasks =

== Task Configuration ==

  1. Add a new task type ''Document Control''. See ''Specification'' section 10

== Task Input ==

  1. Set a pink background color for required fields in the input form. See ''Specification'' section 13, point 11


= Named Baskets =

== Named Basket List ==

  1. Sort the named basket contents. See ''Specification'' section 13, point 10
     - Document baskets: Sort by document code
     - User basket: Sort by last name, or based on site configuration, by first name
     - Task Basket: Sort by comment code, or based on configuration by comment number
  1. Allow for alternate display formats, like document/task lists(?)


= Transmittals =

== Transmittal Search ==

  1. Search by recipient email address, or part of email address
  1. Other search capabilities required? Procurement package, vendor company, recipient name

== Transmittal List ==


== Transmittal Detail ==

  1. Add ‘Buttons operate on All/Selected’ radio buttons to allow adding to/replacing basket

== Transmittal New ==

  1. Set a pink background color for required fields in the input form. See ''Specification'' section 13, point 11
  1. Allow transmittals of up to 250 documents. See ''Specification'' section 13, point 2.
  1. Add ''Buttons operate on All/Selected'' radio buttons to allow efficient removal of all documents

== Transmittal Cover Sheet Template ==

  1. Add Hatch logo
  1. Implement template selection based on transmittal type

== Transmittal Email Template ==

  1. Implement template selection based on transmittal type

== Transmittal ZIP File ==

  1. Put a copy of the cover sheet PDF in the transmittal ZIP file


= Users =

== User Login ==

  1. Disable the user account locking caused by failed logins. Settings: MaxNumberOfFailedLogins. See ''Specification'' section 13, point 4

== User List ==

  1. Set default sort order to sort by First Name

== User Detail ==

  1. Display a list of the user lists to which the user is assigned to

== User New ==

  1. Set a pink background color for required fields in the input form. See ''Specification'' section 13, point 11
  1. Send vendor ''welcome email'' when a new user is created that has a ''Vendor Portal vendor'' role. The email should include a link to a PDF file that explains how vendors log into and use the Vendor Portal

= History =

  1. Where possible display links for the items displayed in history screens (this may cause finite state machine errors)


= Event Daemon and Apache =

== WebDAV ==

  1. Make sure that users with the file upload permission are allocated a WebDAV login. See ''Specification'' section 3.2 and section 13, point 9

== File Upload ==

  1. When a file is uploaded, rename the file so that ‘DONE’ is in the filename, and then delete the file after a timeout. Use a configuration variable, defaulted to 2 hours(?)


= Data Migration =

== Data Migration – Documents ==

  1. Clean unused fields