Configuring the Secondary Format

The Secondary Format option is used to determine how end users will view the native file that is checked into the Document record; for example, converting an engineering file to PDF so that the end user does not need to have the engineering application license to view the document. The following options are available in Document Management:

Disabled - Secondary format will not be used which means that the file will be viewed in its native format.
Enabled - Secondary format will be used, however, the secondary file must be converted and checked in manually by the document owner.
Auto Sync - Secondary format will be used to automatically convert the native file into PDF format for viewing (This is the recommended setting).
When secondary format in document type is set to AutoSync, SmartComm generates the primary format file into a Portable Document Format (PDF) file. The PDF file is automatically checked into the Document Management vault as the secondary format.
The Registry table contains the different file types that SmartComm can convert to a PDF file. The different file types are called Multipurpose Internet Mail Extensions (Mime) type files. An application plugin is used to convert the Mime type into a PDF file.

NOTE: For additional information about configuring the registry, see Smartcomm PDF Rendering in the SmartSolve Utilities and Settings Help System.

Auto Sync the Secondary Format

The secondary format is updated in one of three ways to ensure that any edits to the document profile or primary file content are included in the secondary format:

The secondary format is updated through the Synchronize Secondary Format function. For additional information, see Synching the Secondary Format.
The secondary format is updated each time the document review is started.
The secondary format is updated when the document status is not INWORKS, and one of the following items are changed in the document profile:
Effective date
Expiration date
References

When the document is checked out, the Secondary Format Status field, in the Document record, displays OutofSync. The secondary format is then synchronized when the document is routed for review or the Resynchronize checkbox in the Document record is checked.

Viewing the Secondary Format

If the secondary format is set to Enabled or AutoSync and the Secondary Format Status is not Empty, the secondary format displays when the View button is clicked in the Document record or the View link is clicked from the Document Repository.

If the secondary format is disabled and the Secondary Format Status is Empty, the secondary format is displayed when the View button is clicked in the Document record or the View link is clicked from the Document Repository.

Configuring the Document Cover Page

When the document's Secondary Format is AutoSync, a PDF cover sheet titled Document Detail is generated with the secondary file. This cover page becomes the first or last page of the secondary file and includes all the pertinent information contained in the document profile, such as:

Document Type
Document Number
Title
Owner
Status
Effective Date
References
Revision Notes
Reviews, Reviewers, and their Associated Review Responses

As the secondary file is viewed by the document reviewers, this cover sheet provides the reviewers with the information they need regarding the document without having to open the record in Document Management.

Example Cover Page (configured with additional information such as training requirements):

The cover page can be modified using Crystal Report Writer which is not provided with SmartSolve. For additional information, see Crystal Reports in the Reporting and Analytics Help System.

For additional information, see Smartcomm PDF Rendering in the SmartSolve Utilities and Settings Help System.