Projects:Documentmanagement/Specifications

Contents 1 Document Management – Functional Specifications 1.1 Functional Scope 1.1.1 Contract Repository 1.1.2 Document Management 1.2 Functional GAP Description 1.2.1 System Set up 1.2.2 New functionalities to develop 1.2.2.1 Document Management 1.2.2.1.1 New Document Management window 1.2.2.1.2 Header tab 1.2.2.1.3 Lines tab 1.2.2.1.4 Changes in Product window 1.2.2.1.5 Header tab

Document Management – Functional Specifications

Functional Scope

Main management processes which will be built are:

• Contract Repository
• Document Management
• New Partnership Acquisition
• Partnership Renewal
• New Professional Subscription
• Add new Concurrent Users
• Add new Modules
• Professional Subscription Renewal

Now we will explain in detail each of this processes.

Contract Repository

Document Management

In order to be able to display Accept Terms & Conditions text during following workflows, we need to have a repository of documents where the text for each product is stored. Moreover each document will be able to have different versions in case this text needs to be modified or updated.

Functional GAP Description

To cover all workflow’s functionality new Windows, forms and processes will have to be built at OB@OB.

System Set up

New functionalities to develop

A new template and module will be created to include new functionalities. This module will be translated to Spanish. Spanish translations can be found in definition in brackets.

Document Management

New Document Management window

We will create a new window called “Document Management”. A new Menu item to access to this window will be created and placed in Master Data Management folder.

Header tab

This new window will have a header tab that will include following fields:

Field	Type	Relation	Mandatory	Description
Documento No. (Id.)	Numeric	yes	yes	It will be an automatic generated sequence
Name	String	yes	yes	User will assign a name to the document
Parent Document	Selector	yes	yes	It will be a selector of Documents (Table reference to this same table
Document Type	List	yes	yes	Reference to a list with following values:(Professional Subscription Partnership)

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Lines tab

A document may need to have changes and adjustments. For this purpose, we will be able to create different versions for a single document.

Field	Type	Relation	Mandatory	Description
Valid From Date	Date	yes	yes	nformative start date
Valid To Date	Date	yes	yes	Informative end date
Document Status	List	yes	yes	Reference to a list including following values:(Draft, Active, Obsolete) Default value will be “Draft”
Text	Text box (2000)	yes	no	User will paste plain text for the document version.
URL	URL	yes	no	User will register the URL corresponding to the section in the Partner Portal were this document is publish.

• Further considerations about this tab:

Maintenance of active Version: Only one version of the same document will be able to be active. So, we will need a trigger in this table, that, when inserting a new version or updating the status of an existing one, will check if there’s any other version for this document which is Active. In that case, we will display a text such as: “Only one version for this document can be active. Currently the active version is: Release.” (“Sólo una version del documento puede estar activo. Actualmente la version activa es: Release”).

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Changes in Product window

We will add new created “Document” entity to the products.

Header tab

We will creat a new field as follows:

Field	Type	Relation	Mandatory	Description
Document	Tabledir	yes	no	It will be a reference to new Document table with no validation