<< Click to Display Table of Contents >> Navigation:  The Portal from the Issuer's Perspective > Repository > Add file

To add a new file to the repository, Click on the “Add” button.
 
1. Users may just add the file to the repository without updating any specifications yet.
 
2. Users may also decide to add the file to existing specifications. Users will follow a wizard to select specifications and then criteria to which the file should be attached.
 

Note: Issuers may only add a file to the specification(s) in the "On hold" or "Accepted" status. This is typically done by the issuers who uses Supplier's Guide without using the SpecPDM. Adding or updating a file in an accepted specification, will create a new version of the specification with a status "Draft". Supplier must then release the specification (in order to agree with the file attached by the issuer).

 

Wizard - screen no. 1

 

Drag and drop the file that you want to upload inside the area bounded by the dashed line. Alternatively, click on the Browse button and select the file from your computer.

 

Valid from date is filled in automatically, but you can select another day in the future. Valid until date is not mandatory by default. You may be asked to provide the Valid until date later, depending on the criteria setup.

 

If the user checks the “Update file in the existing specifications” and the button “Next”, then the user is forwarded to the Screen 2.

 

Wizard - screen no. 2

 

It is possible to add a file to active (latest version) specifications only. The history, the previous versions of specifications are excluded from the available selection of specifications. Only specifications in the status "On hold" or "Accepted" may be selected.

 

On the screen no. 2, the user is asked to select the specification in which he would like to upload the file. This is typically done in 3 steps.

 

Step 1 - Search the specifications in which you want to update the documents by using the filters.

 

Step 2 - Select the specifications in which you want to update the documents by checking the checkbox. You may select multiple specifications. You can do another search afterwards while the checkboxes from previous checking remain.

 

Step 3 - To view the selected specifications click on the cart button “To update (n)”. The number in the button represents the number of specifications selected. After clicking on the button, specifications selected to be updated are listed on the screen. All other filters will be reset.

 

Wizard - screen no. 3

 

The screen lists criteria with a Document field from all specifications selected on the previous screen.

 

If the criterion exists in multiple selected specifications, it is listed only once. The selected criterion will be updated in all selected specifications.
 

Technical note: If the specifications selected on the previous screen are created from multiple master forms, then the criteria are grouped by Issuer + Section + Category + Code.
The aim is to list the same criterion just once. For example, if the criterion with the same Code, is named “Bio certificate” in one master form and it is called “Upload Bio certificate”, it is the same criterion just with different text, therefore it is shown as one criterion on the Screen no. 3. On the other hand, there might be criteria with the same Code C0001 in specs from different issuers. In that case, the criteria will be listed as separate criteria.

 

Upload file steps:

 

Step 1 - If needed, use search to find criteria that you want to update.

Step 2 - Select the criteria for which you want to update the documents by checking the checkbox.

Step 3 - If the criterion has no file attached yet, then you may add one. If the criterion has file(s) attached already, then decide whether the existing files should be kept (by default) or removed.

 

Replace - select “Replace” if you want to replace the existing file with the file that you have uploaded on the Screen no. 1. The (old) file that is being replaced will stay in the repository. It will not be linked to the specification criterion anymore. If you do not need the file, you may delete it later on from the repository.

 

Add new - select “Add new” if you want to upload the file uploaded on the Screen no. 1 to this criterion. The file(s) already attached to this criterion will stay unchanged.

 

In case there have been more files already attached, and you want to add a new file. You have the option to remove the existing files. You can also keep the already attached file(s) and add the new file.

 

 

Wizard - screen no. 4

 

On the screen no. 4, a user gets to a confirmation page. A user sees a list of specifications and criteria that will be updated. No changes are done yet and the user may go back by clicking on the Back button and adjust the specifications or criteria that will be updated.
 
If the specification has not been accepted yet, then the file will be simply updated. If the specification has been already accepted, then a new version of the specification will be created and the new version will be automatically released by the user who made the file update.
 
If a released specification was selected, then the specification will get status “Denied”, a new version will be created and the specification will be released by the person who made the file update.

 

An icon “New” appears for the specifications that will have a new version created, if the user gives a confirmation on this page.

 

The files that have the “Valid until” date set in the future are marked with a green icon.