BLUECIELO MERIDIAN ASSET MANAGEMENT MODULE 2014

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1 BLUECIELO MERIDIAN ASSET MANAGEMENT MODULE 2014 User's Guide Manual BlueCielo ECM Solutions bluecieloecm.com December

2 LEGAL NOTICE 2014 BlueCielo ECM Solutions B. V. Polarisavenue JH Hoofddorp The Netherlands All rights reserved. The names BlueCielo and InnoCielo are registered in the U.S. Patent and Trademark Office and in many countries around the world by BlueCielo ECM Solutions Holding B.V. All other brand names and product names mentioned in this document are trademarks or registered trademarks of their respective owners. The information contained in this document is subject to change without notice. This publication or parts thereof may only be reproduced if its source is explicitly mentioned. BlueCielo ECM Solutions makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. BlueCielo ECM Solutions, or any of its subsidiaries, shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material. i

3 CONTENTS Legal Notice Contents i ii 1 Introducing the Meridian Asset Management Module What s in this guide Who should read this guide Understanding the typographic conventions Finding new features in this release Getting technical support 4 2 About working in Meridian Enterprise About the integration with Meridian Enterprise About linked objects and documents About working in PowerUser Working with documents Viewing linked objects Building a report of linked objects Linking objects to a document Unlinking objects from a document Creating new objects Working with asset tags Viewing asset tags Viewing and editing object properties Creating objects from asset tags Linking and unlinking documents and objects Updating asset tag hotspots Working with objects Searching for objects Viewing linked documents Building a report of linked documents Linking documents to an object Unlinking documents from an object 20 ii

4 Linking an object to other objects Unlinking an object from other objects Working with folders Creating and linking proxy documents Working with main objects About working in Web Access Working with documents Viewing linked objects Linking objects to a document Unlinking objects from a document Creating new objects Working with objects Viewing linked documents Linking documents to an object Unlinking documents from an object 29 3 About working in AutoCAD Updating the drawing tag list Analyzing drawing tags Updating asset tag hotspots Working in AutoCAD P&ID 32 4 About working in the maintenance management system About the integration with Maximo About the integration with other maintenance management systems 33 5 About working in Meridian Explorer Using view pages Using the results pane Navigating the results list Filtering the results list Changing the column layout About property pages Using the Properties page 39 iii

5 5.2.2 Using the Revisions page Using a content page Using a references page Using a related items page Using the Feedback page Using a custom properties page Using an external page Working with documents Viewing documents Setting printing options Installing third-party viewers Changing viewers Downloading files Uploading files Exporting document metadata Hyperlinking to items Configuring personal preferences Configuring download options 47 Index 49 iv

6 1 INTRODUCING THE MERIDIAN ASSET MANAGEMENT MODULE The BlueCielo Meridian Asset Management Module provides a link between asset information stored in a maintenance management system and document information stored in a Meridian Enterprise vault. Users of either system can view and link to information in the other system, but the assets (called objects in Meridian Enterprise) remain under the ownership of the maintenance management system and the documents remain under the ownership of Meridian Enterprise. Maintenance management system users cannot create new documents in a vault without the approval of Meridian Enterprise users (engineering). Meridian Enterprise users cannot create new assets in the maintenance management system without the approval of maintenance management system users. The recommended overall process of linking documents to assets is as follows: 1. Maintenance management system users create and maintain assets 2. The Asset Management Module synchronizes asset proxies (essentially, document objects without content) in the Meridian Enterprise vault with new or updated asset data from the maintenance management system. 3. Meridian Enterprise users link vault documents to the asset proxies. Linking assets to other assets is also possible. 4. Maintenance management system users can then view documents that are related to the assets that they maintain. The documents are shown in Meridian Explorer in a web browser. The users can optionally initiate electronic change requests for the related documents. The Asset Management Module can integrate with most maintenance management systems, including but not limited to: IBM Maximo SAP/Plant Maintenance Ultimo FAMIS 1

7 1.1 What s in this guide This guide describes how to use Meridian Asset Management Module to find and view information about items stored in a repository. Installing, configuring, and administering Meridian Asset Management Module is documented in the BlueCielo Meridian Asset Management Module Administrator s Guide. This guide explains how to: Browse, navigate, and search Asset Management Module repositories for documents and object tags. Search for text contained within documents. Export document lists to Microsoft Excel. Save searches for reuse and delete them. View, draft print, download, and hyperlink to documents. Redline and type feedback about documents for review by Meridian Enterprise users. This guide is available in the formats and locations described in the following table unless otherwise noted. Documentation formats Option Adobe PDF (LTR & A4 sizes) Description The Meridian Enterprise extensions share. In Meridian Enterprise PowerUser, these files are listed on the Help menu under the Printable Documentation item. By default, the location is: C:\BC-Meridian Extensions\Printable Documentation\Modules\Explorer Web help This format is shown in a browser window when you click the Help button. These files must be installed by a system administrator. 1.2 Who should read this guide This guide is intended for Meridian Asset Management Module repository information consumers who are familiar with, and have experience in: General personal computing concepts The use of various document types in everyday business situations Basic document control methodologies such as revision control The Windows operating system, including its use in a network environment 1.3 Understanding the typographic conventions The table below describes the typographic conventions used throughout this manual. 2

8 Typographic conventions Convention Example Description bold File Named user interface elements: menu items, button names, dialog box titles, dialog box options, icons, and so on. italic BlueCielo Meridian Asset Management Module Administrator s Guide Names of other documents. monospace Document.DisplayName Programming code, configuration file settings, and file system paths and folder names. Also userdefined code elements appearing in the narrative text. light blue background Call WinMsgBox ( Hello, world! ) Programming examples that include sample data and are not intended to be used without modification. bold Document.Log(Line) Named code elements: events, procedures, functions, objects, classes, methods, object properties, constants, and so on appearing in the narrative text except user-defined code elements. Variables and parameters appear in italic type. italic local workspace Introduction of a new term and its definition. Many terms can also be found in the Glossary if one is included in the guide. bold monospace regsvr32 /u Command-line commands and parameters. default font F5, Ctrl+O Key names, combinations, and sequences. italic <DocumentName> Placeholders bold+blue Note Note Related information that is not directly applicable to the adjacent text or might be useful under uncommon circumstances, supplemental, an aside. Tip Information for intermediate to advanced users on how to use the adjacent text in a more efficient or productive way. Warning Information that, if not heeded, could result in lost data or accidents. bold DisplayName Meridian Asset Management Module property names 1.4 Finding new features in this release Features that are new to a BlueCielo Meridian Asset Management Module release are indicated with special icons in the documentation that accompanies that release. The new feature icons are described in the 3

9 following table. New features icons Icon Description Appear in the online help Contents tree to indicate topics that describe any new product features. NEW Appears next to text that describes a feature that is new in this release. Note These icons do not indicate the only text that is new in this document. New or changed text for existing features is not indicated by any distinguishing marks. 1.5 Getting technical support Technical support for BlueCielo products is available from a variety of sources if you have an active support contract. Your first source of support is the authorized contacts designated by your company to participate in the support contract. They are the persons that are responsible for resolving problems with BlueCielo software before contacting outside sources of support. If your company works with a BlueCielo Partner, that partner is your second source of support. BlueCielo Partners are responsible for providing technical support to their customers in order to maintain their status as BlueCielo Partners. BlueCielo will assist the partner company, if necessary, to help resolve your problem. If your company is a direct BlueCielo customer, your authorized contacts may communicate directly with BlueCielo to resolve your problem. BlueCielo Partners and direct customers have access to all of these BlueCielo technical support resources: Online Issue Registration System Around the clock support issue entry, update, and status. Knowledge bases Continuously updated product-related problem solutions, hotfixes, and howto articles about advanced techniques. FTP server Downloadable versions of all BlueCielo products and an upload area for files to assist with problem resolution. notifications Immediate alerts to support issue status changes and new or changed knowledge base articles. Telephone support Direct access to highly qualified software support engineers with extensive experience in BlueCielo products. BlueCielo customer forum Online user-led discussions about BlueCielo products. The available support contract options, terms, and other details are described in these documents that are available from your BlueCielo Partner. 4

10 2 ABOUT WORKING IN MERIDIAN ENTERPRISE The Asset Management Module links asset information obtained from a maintenance management system with the documents shown in Meridian Enterprise. This provides convenient access to asset data to engineering users to manage the links. Maintenance management system users should read the topics in About working in the maintenance management system on page 33 that describe how to use the Asset Management Module from within your maintenance management system. The following topics describe how to create, find, and link objects (assets) to documents for viewing by maintenance management system users. Note Many of the following topics instruct you to click the Manage Links button on property pages in PowerUser to create and edit the relationships with objects. Typically, to edit the information shown on property pages, you must first click the Edit button on the property page. This is not necessary for the Asset Management Module property pages in PowerUser. However, it is necessary to first click the Edit button on the property page in the Meridian Enterprise Web Client. In the Web Client, the links are created or removed immediately after clicking the appropriate button, not after clicking OK or Apply as is usual. Also, clicking Cancel in the Web Client does not revoke the actions that you have taken while in edit mode. 2.1 About the integration with Meridian Enterprise In PowerUser, the Asset Management Module appears as an additional property page for documents: Objects Shows the assets that are linked to a selected document. This page is also used to find and link objects to documents. And one or more additional property pages for objects (assets): Where Used Shows the documents that are linked to a selected object. This page is also used to find and link documents to objects. Objects Shows the other objects that are linked to a selected object. This page is also used to find and link objects to objects. This page is optional and must be registered and configured in the vault by a system administrator as described in the BlueCielo Meridian Asset Management Module Administrator's Guide. The Asset Management Module also provides a Find Objects command that can be used to perform simple searches for objects. In the Meridian Enterprise Web Client, the same Objects and Where Used pages are available if configured by a system administrator. Note The columns and search fields that are shown by the Asset Management Module are configured by a system administrator. For more information about module configuration, see the BlueCielo Meridian Asset Management Module Administrator's Guide. Using each of the Asset Management Module features is described in the following topics. 2.2 About linked objects and documents The objects (assets) that are shown on the Objects page reside in the Meridian Enterprise vault and can be related to the documents or other objects. The objects act as proxies for the maintenance management system assets. The objects are created and periodically updated by the Asset Management Module from data that resides in the maintenance management system. You explicitly link them to documents in 5

11 Meridian Enterprise based on the relationships between the document data and object data. You can link documents or objects to objects or vice versa; both methods are supported. The configuration of the linking is done in Meridian Enterprise Configurator by a system administrator. The information that is shown on the Objects and Where Used pages and working with the objects and documents is described in the following topics. 2.3 About working in PowerUser The following topics describe working with the Asset Management Module in Meridian Enterprise Power- User. For information about working in the Meridian Enterprise Web Client, see About working in Web Access on page 24. Note Many of the following topics instruct you to click the Manage Links button on property pages in PowerUser to create and edit the relationships with objects. Typically, to edit the information shown on property pages, you must first click the Edit button on the property page. This is not necessary for the Asset Management Module property pages in PowerUser Working with documents Frequent Meridian Enterprise users and those involved in engineering activities are the most familiar with documents and may find that working with objects from the perspective of the vault documents is more intuitive. You can also work with documents from the perspective of the vault objects as described in Working with objects on page 27. The following topics describe how to work with documents to view, create, link, and unlink objects Viewing linked objects Objects that are already linked to a selected document or object appear on the Objects page similar to the following figure. The object information appears in tabular format so that you can easily identify many objects. 6

12 To sort the objects: 1. Click the header of the column by which you want to sort the objects. To reverse the sort order, click the header again. To filter the objects by property values: 1. Click the arrowhead button in the column header by which you want to filter the objects and then select a predefined filter from the list that appears. You may select filters in multiple columns. To clear a filter, select the All filter. To view linked object information in property pages instead of tabular format: 1. Double-click the row of the object that you want to view or select the row and click Go to Object. The selected object becomes the active object and you can view its property pages Building a report of linked objects The Asset Management Module can build a report in Microsoft Excel that lists the objects that are linked to a selected document. Before you begin You must have Microsoft Excel installed on your computer to build a report. 7

13 To build a report of linked objects: 1. View the Objects page for the document upon which you want to build the report as described in Viewing linked objects on page Select any row in the objects list. The command buttons become enabled. 3. Click Report. Microsoft Excel opens and the object data appears in a new worksheet similar to the following figure. 4. You may format, print, and save the worksheet to meet your needs Linking objects to a document Linking an object to a document creates a Meridian Enterprise reference between the selected document and the selected objects in the vault. The reference is made with the TagObject Reference type. The reference becomes the link between document data in the vault and asset data in the maintenance management system that enables users of either system to view the data in the other system. Tip Linking objects to a document and linking documents to an object as described in Linking documents to an object on page 19 accomplish the same thing. The only difference is the point of reference, an object or a document. You can use either method depending on which is more convenient for you. 8

14 To link objects to a document: 1. Select the document to which you want to link objects. For information on finding documents, see the BlueCielo Meridian Enterprise User s Guide. 2. View the objects that are currently linked to the document as described in Viewing linked objects on page 6. Confirm that the objects that you want to link are not already linked. 3. Click Manage Links. The Manage Document Links dialog box appears similar to the following figure. The dialog contains three sections. You use the top section to search for objects to link. The middle section shows all of the objects that match the search criteria and that are not yet linked to the selected document. The bottom section shows the currently linked objects. 4. Type search criteria in the top section of the dialog. If an Enable filtering checkbox is visible in the top section, you can select it to filter the results using criteria that have been configured by a system administrator. This can be helpful to exclude non-relevant documents. Click Find. Any matching objects appear in the middle section. Only the first 250 objects are shown. To view more objects, click Next. 5. Select the objects in the middle section of the dialog that you want to link to the selected document and click Create Link. The objects are moved to the bottom section of the dialog. Tip Press and hold the Ctrl key while clicking to add or remove objects from your selection. Press and hold the Shift key while clicking to select consecutive objects. 6. When you are finished linking objects, click Close. 9

15 Unlinking objects from a document Unlinking an object from a document removes the reference to the object so that the document will no longer appear on the Linked Documents page of the object in the maintenance management system. To unlink an object from a document: OR 1. Select the document to which the object is linked that you want to unlink. 2. View the objects that are currently linked to the document as described in Viewing linked objects on page 6. Confirm that the object that you want to unlink is listed. 3. Click Manage Links. The Manage Document Links dialog box appears. 4. Select the objects that you want to unlink and click Remove Link. The object is removed from the list. Tip Press and hold the Ctrl key while clicking to add or remove objects from your selection. Press and hold the Shift key while clicking to select consecutive objects. 4. Double-click the object that you want to unlink. The object is removed from the list. 5. When you are finished unlinking objects, click Close Creating new objects Creating a new object in the vault creates a new proxy to represent an asset. However, the new object will not be synchronized with the maintenance management system and will not be available to maintenance users. Therefore, you should contact a maintenance management system user to add the desired object to the system for you. The object will then become available in the Meridian Enterprise vault after the next synchronization with the maintenance management system. To create a new object: 1. Confirm that the object does not already exist. For this, you can use the Find Objects command described in Searching for objects on page Select the document in PowerUser to which you want to link the object that you will create. 3. View the objects that are currently linked to the document as described in Viewing linked objects on page Click Manage Links. The Manage Document Links dialog box appears. 5. Click New Object. New object data appears in the linked objects list. You can add data to the object in a later step. 6. When you are finished creating objects, click Close. 7. When you are finished working with the objects that are linked to the selected document, Click OK to save your changes. The last object that you created becomes the selected object. 8. To add information to the new object, click Edit. The property pages become editable. 9. Select or type information just as you would for a document. 10. When you are finished adding information, Click OK to save your changes. 10

16 Working with asset tags If your documents contain asset tag IDs either as plain text or as AutoCAD attributes, the Asset Management Module can extract that information (if configured by a system administrator) and store it in the vault. The information is stored as a tag list for each document. The information can then be used to match objects that also reside in the vault. You can link the matching objects to the document that contains the tags or create new objects that are missing in the vault. The Asset Management Module can also generate graphical hotspots (in AutoCAD drawings only) for the tags in the viewer window that you can click to navigate to linked objects in the vault. Specifying how tag information is extracted and stored and how it relates to objects in the vault must be configured by a system administrator as described in the BlueCielo Meridian Asset Management Module Administrator's Guide. Working with asset tags is described in the following topics Viewing asset tags Viewing asset tags is easy and is the first step before you can link objects to vault documents. To view the current tag information for a document: 1. Select the document in PowerUser that contains tag information that you want to view. For information on finding documents, see the BlueCielo Meridian Enterprise User s Guide. 2. Click the Objects tab in Properties pane. The Objects property page appears. 3. To view the tags found as block attributes in an AutoCAD drawing, click Drawing Tags. NEW To view the tags found as plain text in other file types (if configured by a system administrator), click Text Tags.The corresponding dialog box appears and shows the tags that are found in the document. Tag columns The following table contains descriptions of each column. Column Object Nr. Type Status Inserted Linked Object Description The text or attribute value found in current document by the last tag extraction. The value might have a prefix or postfix applied as configured by a system administrator. Consult a system administrator for the names of blocks and attributes or text patterns that are configured for asset tag extraction. The tag type assigned to the asset. The status of the asset tag in relation to a matching vault object. The possible values are described in the following table. Indicates an asset tag that was found in the current document. Indicates that the current document is linked to the matching vault object. The name of a matching vault object. These names are the same as the objects listed on the Objects property page. The following table contains descriptions of the possible Status column values. 11

17 Status columns Value No matching object found Not linked Mismatch found Description An asset tag exists for which no matching object could be found. To create and link a matching object, see Creating objects from asset tags on page 13. An asset tag with a matching object was found but the document has not yet been linked. To link the matching object, see Linking and unlinking documents and objects on page 13. An asset tag with a matching object was found but the vault object is not linked to the document and the tag type assigned to the vault object does not match the asset tag type. NEW To ignore the tag type comparison, disable Compare tag types. To correct the vault object type, see Viewing and editing object properties on page 12. Ok Mismatch referenced The asset tag and vault object correctly match and the document is linked. The vault object is linked to the document, but the tag type assigned to the vault object does not match the asset tag type. NEW To ignore the tag type comparison, disable Compare tag types. To correct the vault object type, see Viewing and editing object properties on page 12. Only in vault An asset tag with a matching object was found but the vault object is not linked to the document and the tag type assigned to the vault object does not match the asset tag type. To correct the vault object type, see Viewing and editing object properties on page 12. Note By default, a document's tag list is updated whenever the document is saved in AutoCAD or the Text Tags or Drawing Tags dialog is shown. To view updated Status information, such as after editing object properties, click Refresh. Tip To filter the list of tags on a specific value, select the value from the column heading's list. 4. When you are finished viewing asset tags, click Close Viewing and editing object properties After documents and objects have been linked as described in Linking and unlinking documents and objects on page 13, you can use asset tags to identify and then view and edit the properties of the corresponding objects. To view or edit the properties of a vault object that is already linked to the current document: 1. Select the document in PowerUser that contains the tag information that you want to view. For information on finding documents, see the BlueCielo Meridian Enterprise User s Guide. 2. Display the asset tags as described in Viewing asset tags on page Select a row that contains a vault object that you want to view or edit. 4. Click Properties. The property pages for the selected vault object appear. 12

18 5. To edit the properties, click Edit. The property pages become editable. 6. Modify the properties as you normally would and click OK to save your changes Creating objects from asset tags If you want to link documents to objects in the vault that represent asset tags in the document, the objects must exist first. Depending on its configuration, the Asset Management Module might create objects automatically from data in your maintenance management system. If not, you will need to create them manually. The Asset Management Module makes this relatively easy by using the information that is stored in the asset tags. To create vault objects from asset tags: 1. Select the document in PowerUser that contains the asset tags for which you want to create vault objects. For information on finding documents, see the BlueCieloMeridian Enterprise User s Guide. 2. Display the asset tags as described in Viewing asset tags on page Select the rows that contains the tags for which you want to create vault objects. Tip To select multiple rows: Hold down the Ctrl key and click to select individual tags. Select one row and then hold down the Shift key and click another row to select a range of rows. Click and drag the pointer across rows. 4. Click New Object. If the vault object type is configured to show a property wizard for new objects, the wizard appears for the first new object to be created. 5. Select or type the appropriate values in the property wizard. If you selected multiple rows and you want the values to be applied to all of the new objects, select Skip this wizard for all other objects of this type. 6. If present, click Next and complete the remaining pages of the wizard. 7. When you are finished entering values on the last page of the wizard, click Finish. A new object is created using the property values that you typed in the wizard. The name of the new object appears in the Object column and the checkbox in the Ref column is selected to indicate that a link (Meridian Enterprise reference) has been created between the object and the current document. The Status value of the asset tag displays OK. If you selected Skip this wizard for all other objects of this type, new objects are created for each of the selected rows using identical property values that you typed in the wizard. If not, the wizard reappears for each new object so that you can type values for that object. No further action is necessary to link the objects to the current document. 8. When you are finished creating new objects, click Close Linking and unlinking documents and objects When the Asset Management Module extracts asset tag information, it searches the vault for matching objects. The objects that it finds might or might not be linked to the current document. They might be 13

19 linked if the object was created from the tag information as described in Creating objects from asset tags on page 13 or they might be linked because another user performed the following procedure. To link or unlink a document from objects that match asset tags: 1. Select the document in PowerUser that contains the asset tags that you want to use. For information on finding documents, see the BlueCieloMeridian Enterprise User s Guide. 2. Display the asset tags as described in Viewing asset tags on page Select the rows that contain matching objects that you want to link to or unlink from the current document. Tip To select multiple rows: Hold down the Ctrl key and click to select individual documents. Select one row and then hold down the Shift key and click another row to select a range of rows. Click and drag the pointer across rows. 4. To link the selected objects: a. Click Create Link. The objects are linked to the selected document. The checkbox in the Linked column is selected to indicate that a link (Meridian Enterprise reference) has been created between the object and the current document. The Status value of the asset tag displays OK. 5. To unlink the selected objects: a. Click Remove Unlink. The objects are unlinked from the selected document. The checkbox in the Linked column is cleared to indicate that the links (Meridian Enterprise references) have been removed between the objects and the current document. The Status value of the asset tags display Not linked. 6. Click Close. The list of objects on the Objects page refreshes to show the resulting links Updating asset tag hotspots A hotspot is an area in a document that can perform some action when the mouse cursor is moved into that area. The Asset Management Module can create graphical hotspots where blocks that represent plant equipment have been inserted in AutoCAD drawings. The blocks must contain an attribute that represents the equipment's physical tag. These hotspots can be shown in the PowerUser viewer window and users can click them to navigate to the vault objects that represent the asset. Before you begin The AutoCAD blocks for which you want to create hotspots must be configured correctly in the Asset Management Module settings of the vault by a system administrator as described in the BlueCielo Meridian Asset Management Module Administrator's Guide. Note Viewing hotspots requires that AutoVue be the active viewer for the selected document. To update asset tag hotspots: 1. Select the document in PowerUser that contains the asset tags for which you want to update the hotspots. For information on finding documents, see the BlueCieloMeridian Enterprise User s 14

20 Guide. 2. Display the asset tags as described in Viewing asset tags on page Click Update Hotspots. 4. Click Close Working with objects Occasional Meridian Enterprise users and those involved in maintenance activities are the most familiar with objects (assets) and may find that working with engineering documents from the perspective of the vault objects is more intuitive. You can also work with objects from the perspective of the documents as described in Working with documents on page 24. The following topics describe how to work with documents to view, create, link, and unlink objects Searching for objects You can search for objects using several methods, depending on what information you know about the objects that you want to find and your preferences: If you know values for the properties that are available in the Quick Find list in the Find toolbar, you can search with that method as described in the BlueCielo Meridian Enterprise User s Guide. If you don t want to use the Quick Find list in the Find toolbar and you want to use more powerful search features, you can search with the Find command as described in the BlueCielo Meridian Enterprise User s Guide. If you want to find objects in the same way as in the Manage Document Links dialog, you can search with the Find Objects command as described in the remainder of this topic. To search for objects with the Find Objects command: 1. From anywhere in the vault, on the Tools menu click Find Objects. The Find Objects dialog box appears similar to the following figure. 2. Type search criteria in the text boxes in the top part of the dialog and click Find. Any matching objects appear in the lower part of the dialog. 3. To make one of the objects the selected object, double-click the object in the list or select the object in the list and click Go to Object. The dialog closes and the selected object becomes the selected object. 15

21 Note If this property is part of a Field-Path definition, it is possible that when this command is used for the first time, the full list is not shown. In this case, first select a document in the Meridian Enterprise PowerUser and retry the Find Objects command Viewing linked documents Documents that are already linked to the selected object appear on the object s Where Used page similar to the following figure. The document information appears in tabular format so that you can easily identify many documents. The current path filter is shown below the document list. 16

22 To filter the documents by a different path: Click Path Filter and select the folder that contains the documents that you want to see. The new path filter appears in the text box and the list of linked documents is updated to show only the documents that reside in the selected path and its sub-folders. To sort the documents: Click the header of the column by which you want to sort the documents. To reverse the sort order, click the header again. To filter the documents by property values: Click the arrow head button in the column header by which you want to filter the documents and then select a predefined filter from the list that appears. You may select filters in multiple columns. To clear a filter, select the All filter. To view document information in property pages instead of tabular format: Double-click the row of the document that you want to view or select the row and click Go to Document. The selected document becomes the selected document and you may view its property pages. 17

23 To view selected documents in a viewer window: 1. Select the row of a document that you want to view. 2. Click Show Viewer. A viewer window opens with the selected document loaded. The viewer window will remain open until you close it and it will show whichever document you select in the Where Used page. To close the viewer window, click Hide Viewer. To prevent the viewer window from being hidden behind other windows: a. Right-click the title bar of the viewer window. A shortcut menu appears. b. Click Always on top. To view a document full-screen: 1. Select the row of a document that you want to view. 2. Click View Full-Screen. A viewer window opens full-screen with the selected document loaded. 3. To close the viewer window and return to PowerUser, click the Close button Building a report of linked documents The Asset Management Module can build a report in Microsoft Excel that lists the documents that are linked to a selected object. Before you begin You must have Microsoft Excel installed on your computer to build a report. To build a report of linked documents: 1. View the Where Used page for the object upon which you want to build the report as described in Viewing linked documents on page Select any row in the documents list. The command buttons become enabled. 3. Click Report. Microsoft Excel opens and the document data appears in a new worksheet similar to the following figure. 18

24 4. You may format, print, and save the worksheet to meet your needs Linking documents to an object Linking a document to an object creates a Meridian Enterprise reference between the selected object and the selected documents in the vault. The reference is made with the TagObject Reference type. The reference becomes the link between document data in the vault and asset data in the maintenance management system that enables users of either system to view the data in the other system. Tip Linking documents to an object and linking objects to a document as described in Linking objects to a document on page 8 accomplish the same thing. The only difference is the point of reference, an object or a document. You can use either method depending on which is more convenient for you. To link documents to an object: 1. Select the object in PowerUser to which you want to link documents. For information on finding objects, see Searching for objects on page Click the Where Used tab. The Where Used property page lists the documents that are already linked to the selected object. Confirm that the documents that you want to link are not already linked. 3. Click Manage Links. The Manage Object Links dialog box appears similar to the following figure. 19

25 The dialog contains three sections. You use the top section to search for documents to link. The middle section shows all of the documents that match the search criteria and that are not yet linked to the selected object. The bottom section shows the currently linked documents. 4. Type search criteria in the top section of the dialog box. NEW If an Enable filtering checkbox is visible in the top section, you can select it to filter the results using criteria that have been configured by a system administrator. This can be helpful to exclude non-relevant documents.and click Find. Any matching documents appear in the middle section. 5. Select the documents in the middle section of the dialog that you want to link to the selected object and click Create Link. The documents are moved to the bottom section of the dialog. Tip Press and hold the Ctrl key while clicking to add or remove documents from your selection. Press and hold the Shift key while clicking to select consecutive documents. 6. When you are finished linking documents, click Close Unlinking documents from an object Unlinking a document from an object removes the reference to the document so that the document will no longer appear on the Linked Documents page of the object in the maintenance management system. 20

26 To unlink a document from an object: 1. Select the object in PowerUser to which the document is linked that you want to unlink. 2. View the documents that are currently linked to the object as described in Viewing linked documents on page 16. Confirm that the document that you want to unlink is listed. 3. Click Manage Links. The Manage Document Links dialog box appears. 4. Select the documents that you want to unlink and click Remove Link. The documents are removed from the list. Tip Press and hold the Ctrl key while clicking to add or remove documents from your selection. Press and hold the Shift key while clicking to select consecutive documents. 5. When you are finished unlinking documents, click Close Linking an object to other objects Linking one object to another object creates a Meridian Enterprise reference between the objects in the vault. The reference is made with the TagObject Reference type. The reference becomes the link between object data in the vault and asset data in the maintenance management system that enables users of either system to view the data in the other system. Note Linking objects to one another requires an optional PowerUser extension that must be registered and configured in the vault by a system administrator as described in the BlueCielo Meridian Asset Management Module Administrator's Guide.. To link one object to another object: 1. Select the object in PowerUser to which you want to link other objects. For information on finding objects, see Searching for objects on page Click the Objects tab. This Objects property page is similar to, but different than, the Objects property page that appears when a document is selected. This Objects property page shows additional columns that include a column that indicates the direction of the references between the objects, either incoming or outgoing. The page lists the other objects that are already linked to the selected object. Confirm that the object that you want to link is not already linked. 3. Click Manage Links. The Manage Object to Object Links dialog box appears similar to the following figure. The dialog contains three sections. You use the top section to search for documents to link. The middle section shows all of the documents that match the search criteria and that are not yet linked to the selected object. The bottom section shows the currently linked documents. 21

27 4. Type search criteria in the top section of the dialog and click Find. Any matching objects appear in the middle section. 5. Select the objects in the middle section of the dialog that you want to link to the selected object and click Create Incoming Links or Create Outgoing Links. The objects are moved to the bottom section of the dialog. Tip Press and hold the Ctrl key while clicking to add or remove documents from your selection. Press and hold the Shift key while clicking to select consecutive objects. 6. When you are finished linking objects, click Close Unlinking an object from other objects Unlinking one object from another object removes the reference between the objects. To unlink one object from another object: 1. Select the object in PowerUser to which the object is linked that you want to unlink. 2. View the objects that are currently linked to the object as described in Viewing linked objects on page 6. Confirm that the object that you want to unlink is listed. 3. Click Manage Links. The Manage Object to Object Links dialog box appears. 4. Select the objects that you want to unlink and click Remove Links. The objects are removed from the list. 22

28 Tip Press and hold the Ctrl key while clicking to add or remove objects from your selection. Press and hold the Shift key while clicking to select consecutive objects. 5. When you are finished unlinking documents, click Close Working with folders If the objects in a vault are organized in a folder structure that reflects a plant breakdown structure (PBS) and if the objects in each folder are typically related to the same document, it might be more efficient to manage the links between the objects and the document using the objects' parent folder. The Asset Management Module supports implicitly linking a document to all of the objects that reside in the same folder. This feature requires that the vault be properly configured by a system administrator. The Asset Management Module provides this functionality through a main object that resides in any folder that contains other objects. You manually link the main object to the document (that typically resides elsewhere in the vault) that you also want to be linked to the other objects that reside in the same folder with the main object. The main object acts in the place of the folder in the relationships with the objects. This is because references are not supported for folders in Meridian Enterprise. Then, when you add or remove objects from the folder, they are assumed by the Asset Management Module to also be linked to the document. No literal references exist between the normal objects and the document. It is only by the association of the normal objects with the parent folder that the references are implied. The reverse is also possible. That is, linking an object to all of the documents that reside in the same folder. This scenario is supported by the presence of a special proxy document in a folder that contains other documents. The proxy document does not necessarily need to be an actual document. For example, it can be a virtual document that is not actually part of the set of other documents in the same folder. Working with main objects and proxy documents is described in the following topics Creating and linking proxy documents A proxy document represents its parent folder in relationships with asset objects. You can also think of the proxy document as representing all of the normal documents that are contained within the parent folder. Objects that you link to the proxy document are considered by the Asset Management Module to be linked to the parent folder and thereby to all of the normal documents that reside in that folder. To create and link a proxy document: 1. In the folder that you want to link to a set of objects, create a new document of the proxy document type. Consult with a system administrator if you do not know which document type to use. Create only one proxy document in any folder. For more information about creating documents from document types, see the BlueCielo Meridian Enterprise User's Guide. 2. Link the proxy document to the objects that are related to all of the other documents that will reside in the same folder as the proxy document. For more information on linking documents to objects, see Linking objects to a document on page 8. The objects that are listed on the Objects page of the proxy document should also now appear on the Objects page of the parent folder. Every non-proxy document that resides in the folder (including new documents) will now be associated with the same set of objects as are linked to the proxy document. This is even though the Objects page does not appear for the normal documents. You can manage the links to the proxy document by clicking the Manage Links button on the Objects page of either the folder or the proxy document itself. 23

29 To locate the proxy document for a specific folder: 1. In the Explorer view, select the folder for which you want to find its proxy document. 2. On the Objects property page, click Go to Proxy Document. Focus shifts to the proxy document Working with main objects A system administrator may have configured your vault to use main objects. A main object is typically one object within a folder that is considered the most important or that is the parent of the other objects. The precise definition of a main object depends on the design of your environment. Consult a system administrator if you do not know how main objects are used in your organization. When a vault is configured to support main objects, besides being shown for the objects themselves, the Where Used property page is shown for the parent folder of the main object. The page lists the documents to which the main object is linked. You can click the Go to Main Object button on the page to shift focus to the main object. You can manage the document links of the main object with the Manage Links button on the Where Used page of either the folder or the main object itself. For more information about managing links, see Linking objects to a document on page 8 and Linking documents to an object on page About working in Web Access Delete this text and replace it with your own content. Note Unlike the PowerUser client, to create and edit the relationships with objects in the Meridian Enterprise Web Client, it is necessary to first click the Edit button on the property page Working with documents Frequent Meridian Enterprise users and those involved in engineering activities are the most familiar with documents and may find that working with objects from the perspective of the vault documents is more intuitive. You can also work with documents from the perspective of the vault objects as described in Working with objects on page 27. The following topics describe how to work with documents to view, create, link, and unlink objects Viewing linked objects Objects that are already linked to a selected document or other object appear on the Objects page similar to the following figure. The object information appears in tabular format so that you can easily identify many objects. 24

30 Linking objects to a document Linking an object to a document creates a Meridian Enterprise reference between the selected document and the selected objects in the vault. The reference is made with the TagObject Reference type. The reference becomes the link between document data in the vault and asset data in the maintenance management system that enables users of either system to view the data in the other system. Tip Linking objects to a document and linking documents to an object as described in Linking documents to an object on page 28 accomplish the same thing. The only difference is the point of reference, an object or a document. You can use either method depending on which is more convenient for you. To link objects to a document: 1. Select the document to which you want to link objects. For information on finding documents, see the BlueCielo Meridian Enterprise User s Guide. 2. View the objects that are currently linked to the document as described in Viewing linked objects on page 24. Confirm that the objects that you want to link are not already linked. 3. Click Edit. The page becomes editable. 4. Click Find Objects. The page shows the object search fields similar to the following figure. The page contains two sections. You use the top section to search for objects to link to the current document. The bottom section shows all of the objects that match the search criteria and that are not yet linked to the current document. 25

31 5. Type search criteria in the top section of the page and click Find. Any matching objects appear in the bottom section. Only the first 10 objects are shown. To view more objects, select a quantity from Page size or click Next. 6. Select the objects in the bottom section of the page that you want to link to the current document and click Link. The objects are removed from the bottom section of the page. Tip Select the checkbox in the header row to add or remove all of the found objects from your selection. Note The links are created immediately after clicking the button, not after clicking OK or Apply as is usual. Also, clicking Cancel does not revoke the actions that you have taken while in edit mode. 7. When you are finished linking objects, click OK or click View linked objects Unlinking objects from a document Unlinking an object from a document removes the reference to the object so that the document will no longer appear on the Linked Documents page of the object in the maintenance management system. 26

32 To unlink an object from a document: 1. Select the document to which the object is linked that you want to unlink. 2. View the objects that are currently linked to the document as described in Viewing linked objects on page 24. Confirm that the object that you want to unlink is listed. 3. Click Edit. The page becomes editable. 4. Select the objects that you want to unlink and click Unlink. The objects are removed from the list. Select the checkbox in the header row to add or remove all of the objects from your selec- Tip tion. Note The links are removed immediately after clicking the button, not after clicking OK or Apply as is usual. Also, clicking Cancel does not revoke the actions that you have taken while in edit mode. 5. When you are finished unlinking objects, click OK Creating new objects Creating a new object in the vault creates a new proxy to represent an asset. However, the new object will not be synchronized with the maintenance management system and will not be available to maintenance users. Therefore, you should contact a maintenance management system user to add the desired object to the system for you. The object will then become available in the Meridian Enterprise vault after the next synchronization with the maintenance management system. To create a new object: 1. Create a new document using the document type that is assigned to asset objects in your vault configuration. If you are unsure which document type to use, consult a system administrator. For more information about creating documents, see the BlueCielo Meridian Enterprise User's Guide Working with objects Occasional Meridian Enterprise users and those involved in maintenance activities are the most familiar with objects (assets) and may find that working with engineering documents from the perspective of the vault objects is more intuitive. You can also work with objects from the perspective of the documents as described in Working with documents on page 24. The following topics describe how to work with documents to view, create, link, and unlink objects Viewing linked documents Documents that are already linked to the selected object appear on the object s Where Used page similar to the following figure. The document information appears in tabular format so that you can easily identify many documents. 27

33 Linking documents to an object Linking a document to an object creates a Meridian Enterprise reference between the selected document and the current object in the vault. The reference is made with the TagObject Reference type. The reference becomes the link between document data in the vault and asset data in the maintenance management system that enables users of either system to view the data in the other system. Tip Linking documents to an object and linking objects to a document as described in Linking objects to a document on page 25 accomplish the same thing. The only difference is the point of reference, an object or a document. You can use either method depending on which is more convenient for you. To link documents to an object: 1. Select the object to which you want to link documents. For information on finding objects, see the BlueCielo Meridian Enterprise User s Guide. 2. View the documents that are currently linked to the object as described in Viewing linked documents on page 27. Confirm that the documents that you want to link are not already linked. 3. Click Edit. The page becomes editable. 4. Click Find Documents. The page shows the document search fields similar to the following figure. The page contains two sections. You use the top section to search for documents to link to the current object. The bottom section shows all of the documents that match the search criteria and that are not yet linked to the current object. 28

34 5. Type search criteria in the top section of the page and click Find. Any matching documents appear in the bottom section. Only the first 10 documents are shown. To view more documents, select a quantity from Page size or click Next. 6. Select the documents in the bottom section of the page that you want to link to the current object and click Link. The documents are removed from the bottom section of the page. Tip Select the checkbox in the header row to add or remove all of the found documents from your selection. Note The links are created immediately after clicking the button, not after clicking OK or Apply as is usual. Also, clicking Cancel does not revoke the actions that you have taken while in edit mode. 7. When you are finished linking documents, click OK or click View linked documents Unlinking documents from an object Unlinking a document from an object removes the reference to the document so that the document will no longer appear on the Linked Documents page of the object in the maintenance management system. 29

35 To unlink a document from an object: 1. Select the object to which the document is linked that you want to unlink. 2. View the documents that are currently linked to the object as described in Viewing linked documents on page 27. Confirm that the document that you want to unlink is listed. 3. Click Edit. The page becomes editable. 4. Select the documents that you want to unlink and click Unlink. The documents are removed from the list. Tip Select the checkbox in the header row to add or remove all of the documents from your selection. Note The links are removed immediately after clicking the button, not after clicking OK or Apply as is usual. Also, clicking Cancel does not revoke the actions that you have taken while in edit mode. 5. When you are finished unlinking documents, click OK. 30

36 3 ABOUT WORKING IN AUTOCAD The Asset Management Module provides drawing tag management commands in AutoCAD that help when working with drawing tags in Meridian Enterprise. The commands are installed in AutoCAD when the Asset Management Module components are selected during Meridian Enterprise installation on your computer. Using each of the drawing tag management commands is described in the following topics. Note When any of these commands are used, a Meridian Asset Management Module Client Extension license is claimed. 3.1 Updating the drawing tag list The Meridian Enterprise vault stores a drawing tag list for each AutoCAD drawing that contains attribute tags that are configured to use drawing tag integration as described in Working with asset tags on page 11. You can update a drawing's list from within PowerUser as described in Viewing asset tags on page 11 or you can update the list from within AutoCAD. Updating the list from within AutoCAD ensures that the next user to view the drawing tags in Meridian Enterprise will immediately see all of the current tags and not have to refresh the list first (if the Asset Management Module is configured to not update the list every time a drawing is saved). To update a drawing's tag list: 1. With the drawing open in AutoCAD, on the BlueCielo menu, select Update Tag List. The Update Tag List dialog shows the results. 2. Click OK. 3.2 Analyzing drawing tags Whenever drawing tag information is extracted from drawings, the Asset Management Module logs which tags have matching vault objects and which tags do not. You can display this information to confirm that the drawing tag integration is configured properly and that the tags contain the correct information. To analyze a drawings tags: 1. With the drawing open in AutoCAD, on the BlueCielo menu, select Analyze Tags. The Analyze Tags dialog shows the results. 2. Click OK. 3.3 Updating asset tag hotspots A hotspot is an area in a document that can perform some action when the mouse cursor is moved into that area. The Asset Management Module can create graphical hotspots where blocks that represent plant equipment have been inserted in AutoCAD drawings. The blocks must contain an attribute that represents the equipment's physical tag. These hotspots can be shown in the PowerUser viewer window and users can click them to navigate to the vault objects that represent the asset. Before you begin The AutoCAD blocks for which you want to create hotspots must be configured correctly in the Asset Management Module settings of the vault by a system administrator as described in the BlueCielo Meridian Asset Management Module Administrator's Guide. Note Viewing hotspots requires that AutoVue be the active viewer for the selected document. 31

37 To update asset tag hotspots: 1. Select the document in PowerUser that contains the asset tags for which you want to update the hotspots. For information on finding documents, see the BlueCieloMeridian Enterprise User s Guide. 2. Display the asset tags as described in Viewing asset tags on page Click Update Hotspots. 4. Click Close. 3.4 Working in AutoCAD P&ID A special link for AutoCAD P&ID is also installed when the Asset Management Module extensions option is installed on your PC. After the link has been configured to load in AutoCAD P&ID as described in the BlueCielo Meridian Asset Management Module Administrator's Guide, additional commands are available to you besides those in the base AutoCAD P&ID link. The synchronization commands are designed to work specifically with the tags created by AutoCAD P&ID when they are linked to tag objects in the Asset Management Module. AutoCAD P&ID commands Command Synchronize Folder Structure Tags Dialog Synchronize Properties to Assets Synchronize Properties from Assets Description Creates missing subfolders in the (local or shared) workspace location to match the folder structure of the project in the vault. Opens the Tags dialog box so that you can view the status of the drawing tags as described in Viewing asset tags on page 11. Synchronizes the tags in the drawing from the corresponding asset objects in the vault. The tag properties must be mapped to Meridian Enterprise properties by a system administrator. Synchronizes the asset objects in the vault from the corresponding tags in the drawing. The tag properties must be mapped to Meridian Enterprise properties by a system administrator. 32

38 4 ABOUT WORKING IN THE MAINTENANCE MANAGEMENT SYSTEM The Asset Management Module links Meridian Explorer with the user interface of a maintenance management system. This provides convenient access to engineering documents by maintenance management system users. Engineering users should read the topics in About working in Meridian Enterprise on page 5 that describe how to use the Asset Management Module from within Meridian Enterprise. This chapter covers working with the Asset Management Module from within a maintenance management system. In a maintenance management system integrated with the Asset Management Module, you can view documentation that resides in a Meridian Explorer repository that is related to objects in the maintenance management system. You can also see document revision histories, view previous revisions of documents, add documents to print queues for processing, and optionally initiate requests for changes to documents. All of these tasks are described in the following topics. Note Your ability to perform these actions is subject to your Meridian Explorer privileges. 4.1 About the integration with Maximo Even without the Asset Management Module, Maximo provides a Linked Documents page that shows documents that are linked to the selected object. However, Maximo provides no formal revision control, workflow, or approval processes for these documents. You are never sure if you are looking at an up-todate or obsolete document. This can lead to costly errors in both the maintenance and engineering departments because the incorrect revision of a document can been linked. Meridian Enterprise provides the necessary control over documents, their revisions, workflow, and approval along with managing links to externally referenced documents. When integrated with a maintenance management system, the two systems work together to provide a comprehensive solution that eliminates costly errors caused by working with incorrect or obsolete object information or documents. If you are a maintenance department user, little change to your work methods is required; you can continue to use Maximo normally. But you will notice additional information on the Attached Documents or Linked Documents page or an Engineering Documents button on certain Maximo forms. When the button is clicked, the related document information is shown in Meridian Explorer in a web browser window as described in About working in Meridian Explorer on page 34. This additional functionality is provided by the Asset Management Module and the information that is shown resides in a Meridian Explorer repository that is synchronized with a Meridian Enterprise vault. Note In the remainder of this document, the term Linked Documents refers to the corresponding page described above, depending on the version of Maximo installed by your organization. The integration and configuration of Maximo with Meridian Enterprise is described in the BlueCielo Meridian Asset Management Module Administrator's Guide. This guide only describes the Asset Management Module features that are shown in Maximo. This functionality may be similar to or may be absent from other maintenance management systems integrated with the Asset Management Module. 4.2 About the integration with other maintenance management systems The integration of the Asset Management Module with maintenance management systems other than Maximo (for example, SAP Plant Maintenance or Ultimo) is much the same as for Maximo. Instead of a Linked Documents page, typically a Linked Documents button is added to one or more other pages. When the button is clicked, the related document information is shown in Meridian Explorer in a web browser window as described in About working in Meridian Explorer on page 34. Note Integration of the Asset Management Module is specific to each maintenance management system. Therefore professional services are needed to meet your organization s specific requirements. 33

39 5 ABOUT WORKING IN MERIDIAN EXPLORER When you click an Engineering Documents button in the maintenance management system to view the documents that are related to an asset, the documents are shown in Meridian Explorer. Which documents are shown and how they appear is configured by a system administrator. The following topics describe how to work with these documents within Meridian Explorer. Some of the features described might not be applicable to how your system is configured. 5.1 Using view pages Each view page includes a navigation pane, a results pane, and a detail pane where indicated in the following figure. You use the navigation pane to explore and search the repository. As you explore, the contents of the current selection in the navigation pane are shown in the results pane. Selecting an item in the results list shows the item's details in the detail pane. Note When Meridian Asset Management Module is opened by another application, such as a maintenance management system when the Meridian Asset Management Module is installed, the features that are available and the documents that are shown in the results pane are determined by the application that opened the window. The following table describes the major features of a view page and refers to other topics that describe the features in more detail. 34

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