Content Comparison

Grand Avenue Software has multiple possible approaches for organizing documents per project or product line. This article discusses the advantages and disadvantages of each method.

Option 1: Document Collections

Advantages:

• Documents associated with multiple projects/products can be in multiple document collections.

• The “Search for Documents” page already has a selection list for Included in Document Collections?, so no special configuration is needed to use this feature.

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Search for Documents in Collections

To find all documents associated with for a specific project or product line, select the associated document collection(s) from the dropdown list.

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Option 2: Configurable “Project” Field

Advantage:

• The configurable “Project” field on documents can be defined as a required field, so no documents can be created without them being assigned to a project (even if that project is “N/A”).

Disadvantages:

• Documents cannot be assigned to multiple projects/products.

• Requires a Document Control Administrator to define a configurable “Project” field on documents and specify the list of valid projects/products.

Define a Configurable Document Field

These steps must be performed by a Document Control Administrator.

1. Click Document Control > Configure Document Control

2. Click Configure Document Control Fields

3. Scroll to the “Configurable Fields for Documents” table

4. Click “Edit” on the first available coding field that is not already assigned a Field Name

5. Define the coding field

   1. Name: “Project” or “Product Line”

   2. Explanation: Can be left at the default value

   3. Display Order: Can be left at the default value

   4. Is Required?: Yes

   5. Assistance Type: Can be left at the default value

   6. Click “Edit Valid Values”

      1. Automatically add N/A to values?: Can be left at the default value

      2. Source for Values: Comma separated list of values

      3. Field Valid Values: List the valid project names or product lines
         Example:

         Image Added

      4. Click “Save”

   7. Click “Save”

Search for Documents in Projects

To find all documents for a specific project or product line, select the project/product from the dropdown list.

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