Lets get your documents setup! First you will need to go to Standard work/Documents tab on the left sided menu, and click on Documents.
• Click ‘Add New’ located in the upper right corner on the ‘Documents’ Bar. When adding/editing a Document, the first screen you'll fill out is the Document Detail screen. Enter in a Name, Description, and choose a Category. Note: A category must be created before you can create a document.
• Make sure ‘Active’ is checked
If you are one of multiple locations within the same company that uses L2L, you have the ability to share documents across sites, provided all of those sites are on the same server.
If you are one of multiple locations within the same company that uses L2L, you now have the ability to share documents across sites, provided all of those sites are on the same server.
To get started, click into a document on your site. You'll now see a section called 'Share Documents'.
Click the 'edit' button at the bottom, and select the checkbox below 'Share Documents'. Save. Now, go back into the document and you'll see that 'Share Documents' is set to true.
Now that you've shared it with another site, let's go look at another site.
You'll see there is a new Category under the Document Center tab for 'Shared Documents'. This is where the shared documents will live. Let's click into one.
You'll notice that you can't edit any of the fields at the top (name, description, category, active). These fields are managed by the site that owns/created the document. However, you can change the options under 'Link this Document to' and 'Automatically attach to Dispatches'. All of your site information can be found under those drop downs, not the owner site information.
Shared Documents can be attached to Scheduled Events, Skills, Work Orders, Products, Product Orders, Build Sequences, the Lean Tools Modules, and Dispatches. When trying to add a document to these modules, you'll find it within the Document list labeled (shared) or under the header 'Shared Documents' at the bottom of the list.
Note: Documents cannot be shared if they have selections defined for 'Launch a Dispatch if values exceed the Reject Limits' or 'Launch a Dispatch on yes/no answers'. This is because sites often use different Dispatch Types or Reject Limits.
Note: Please also note that when you create documents, the numbering protocol is different than the previous numbering protocol for standalone sites. For example, if there is only one customer site on a single server, documents cannot be shared across sites on the same server because there is only one site. Conversely, if you enable cross site document sharing, the document numbering must change so that duplicate document numbers are not created.
So, if you are in site ABC-123, and you are creating multiple documents in succession, your numbering may not be sequentially uninterrupted. Say you create three (3) Wash Station Documents. Since it is highly unlikely that you will publish all three documents at precisely the exact same moment in time, someone in a sister site may also publish a document in the midst of your document creation. Therefore, your documents may be numbered 123, 124, and 127. Documents 125 and 126 exist and reside in another sister site on the same server.
Please note that Inactivated documents cannot be shared across sites by design. This is to prevent documents that are not the most current revision from being shared inadvertently.
The 'Owner site' of a document controls that document. So, even if the Owner Site RE-activates a document so it can be shared, then shares it, then RE-Inactivates that document, it will no longer be accessible to other sites.
Here document approvers can be added directly to a document. Documents without approvers will inherit from the Document Category. (click this link for more information on the document approval process.) Be sure to check the box for One approval required to publish.
Linking a Document:
Link this Document to: This document will be linked by machines. This makes the document available in the documents library using the add/remove button on the Dispatch.
Note: When Area(s), Line(s), Machine(s) or Technology(s) are selected it will associate document to machines based on selections. For example, if Line A and Technology Weld are selected the code would apply to all machines on Line A and all machines tied to Weld technology across the entire site. Or if Area(s) is selected it will associate a document with every machine in selected Area(s)
- Also note that if this is a document that will be used in the scheduler, you might not associate it to any machine and let the scheduler pull the document and associate it to the correct dispatch event and machine. An example might be for PM's and Audits.
Automatically Attach to a New Dispatch:
This document will be automatically attached to any new dispatches that match any of the following criteria. To automatically attach documents to dispatch events based on Area(s), Line(s), Machine(s), Technology(s) and/or Dispatch Type(s) select applicable items from selection lists.
Note: When Area(s), Line(s), Machine(s), Technology(s), etc. are selected it will automatically link document to machine(s) dispatches based on selections. For example, if Line A and Technology Weld are selected the document will be automatically attached to all dispatches for machines on Line A and all machines tied to Weld technology across the entire site. If Dispatch type(s) is selected it will only automatically attach documents to the selected Dispatch Type(s) on selected Lines, Machine and Technologies. If Code Red Dispatch Type was selected along with criteria in the previous example the document would be attached to machines on Line A and Machines in Weld Technology but only on Code Reds events.
Attachment Criteria: Match Any vs Match All
Although it sounds a little confusing, this is actually pretty straightforward. The 'Match Any Condition' and 'Match All Conditions' apply to automatically attaching documents to new Dispatches.
If you select 'Match Any Condition', the selected document will automatically be attached to ANY Dispatches that fit any of the criteria you've selected within Areas, Machines, Lines, Technologies, and/or Dispatch Types. If ANY of those criteria are satisfied, the document will automatically be attached to the Dispatch.
If you select 'Match ALL Conditions', then only those Dispatches that satisfy ALL of the requirements you have selected will have the document automatically attached.
The logic behind this was the need to make the 'Automatically Attach Documents' feature function so that the Dispatch Type is independent of the Area/Line/Machine/Technology fields.
For example, if a Code Red Dispatch Type had associated documents that would automatically attach previously, you can now narrow down the Code Red auto-attach instances to specified Area / Line / Machine / Technology configurations by selecting Match All Conditions.
Conversely, if you still want certain documents to auto-attach to ALL Code Red Dispatch Type occurrences, you would select Match Any Conditions.
Many customers have found this enhancement to be quite beneficial. We hope you do, too!
- The drop-down lists turn grey when an item is selected. To remove the selection, simply click it again. Use the filter to narrow your search. Use the checkmark when you've narrowed your results and want to select them all, or if you want to select the entire dropdown list. The X button will remove your selections. To see the items selected from the list without scrolling through the list, Save any changes on the Edit Document Detail screen and return to the view version of the Document Detail screen; all items selected from the dropdown should be listed in this version of the screen:
Save and Create Revision:
Click ‘Save & Create Revision’. This will take you to the Document Update screen.
Option 1 – Upload a file to L2L: Use this option to upload a document from local PC to Leading2Lean cloud for storage. Most file types are acceptable including video files under 20-Mb in size.
- Click Choose File.
- Select File from a Drive location
- Click Upload File.
Note: We suggest using PDF format when possible.
Option 2 – Create a checklist Template: Use this option to create user Checklist documents. Checklists are also stored in Leading2Lean cloud.
• Click on ‘Create/Edit Checklist’ from Create Document Revision screen (above)
• Click ‘Edit Template’. For more information on the edit template screen see the article Checklist Edit Template Screen
• Enter a description of Revision changes. If initial revision enter ‘Initial Revision’
• Click ‘Save as New Revision’
Option 3 - Link to an existing file on the web: Use this option if you already have a standard repository for documents and you just want to link to an existing file or if you’d like to link to a website. This can be helpful for linking to vendor manuals and spec sheets present on a vendor website
(Example: http://industrial.panasonic.com/ww/i_e/25000/minas_a_e/minas_a_e.pdf or to associate to internal document server: \\ server.name\path-to-file). For additional information on linking documents on an internal network see - http://support.leading2lean.com/questions/58/in-document-center-how-do-i-link-to-files-on-my-local-network
If you've already created the document, there is another set of features.
Associated Active Skills will show you any skills that this document is attached to.
Revision Changes will show you the most recent revisions' comments on changes made or if a document is pending approval/publishing.
History will give you the last updated, created on and published on dates and user that made the changes.
Buttons: Edit, Cancel, Create Revision, View Associations. (Note: View associations allows you to see all ASSOCIATED Work Orders, Dispatches, etc. )
Checklist Only Buttons: View Template, Fill Out New Checklist: allows you to fill out a checklist unrelated to an event, View Open/Closed Checklists: Allows you to view checklists that are in process or completed, Copy Checklist: You can copy the checklist, change the name of the new one and add or delete tasks as needed. Please note that you cannot have a description beyond 255 characters when copying checklists.
Note, if you are using the Technician Portal, you can add a document to a specific dispatch from there as well. Click here to read more about the document options for the Technician Portal.
Pro Tip - Checklist failed to Save Error for Trade/Dispatch Type
Checklists are so handy! You've really started using them to make sure everything's getting taken care of and you're collecting great data! You're composing one of said Checklists or editing an existing Checklist. You've added tasks and want to save your work. Suddenly, this error message appears:
What? Failed to save my Checklist? L2L is telling me I must select a valid Trade when a Dispatch Type is selected. I don't even remember selecting a Dispatch Type.
Although it may not seem like it, you did. By default, you specified a Dispatch Type when you entered numeric values, including Out of Tolerance and Reject Limits: you 'specified' a Dispatch Type by asking the system to launch a particular Dispatch Type in response to values you defined.
When creating and editing Checklists, specifying a Dispatch Type also requires selecting a Trade. And vice versa. When you create or edit a Checklist, if you've specified a Trade, you must also designate a Dispatch Type (see the screenshot below).
Now that you understand how this works, hopefully you won't run into this again in the future. But if you do, now you know what steps to take to make sure your Checklist details save as desired.