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Kaos vs. Control: The Use of

Folder Templates in EPDM

Jeff Barker, PDM Consultant

InFlow Technology

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Introduction

Kaos versus Control - Defined

Components of a controlled template environment Examples of folder structure

The relationship between folder and workflow permissions

Utilizing Admin

Template Input Cards

Putting it all together

Review

Q&A

Agenda

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My Background…

PDM Consultant for InFlow Technology (a division of Computer Aided Technology)

InFlow Technology

• Focused exclusively on process related solutions including PDM and PLM

• 200+ Active PDM/PLM customers

• Full service solutions provider

• Project Planning

• Implementation Services

• User/Admin Training

• Support

• System Customization

4 years of experience as an EPDM Administrator/Implementation Project Manager

8 years of PDM/PLM experience

Dell BPI (Business Process Improvement) Green Belt certification

Purpose of this presentation

In this presentation we will cover the key components of well defined folder templates to demonstrate high-level concepts for their application to create an EPDM environment that sustains control of folder structure while allowing users to conduct their daily business.

Introduction

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Kaos versus Control

(Get Smart with your EPDM environment)

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Undisciplined folder structure

• Leave best practice interpretation to the user

• Inconsistent view becomes confusing to the users

• Diminishes or eliminates the ability to search for information

and files

• Administration becomes difficult if not impossible to maintain

• Reduces overall efficiency

KAOS - An international organization of evil

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Disciplined folder structure

• Removes the guess work for best practices

• Consistent folder views builds trust in users

• Expands the ability to browse or search for information

and files

• Administration is set to Auto Pilot

• Will improve efficiency due to ease of use

CONTROL - A U.S. counter intelligence agency

(code name “EPDM Templates”)

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Well defined folder structure

Project vs Product vs Process vs Department

Best Practices of folder structure

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The minimum permissions that a user must have

to see a file checked in to the vault are:

• Permissions per Folder tab

• Read file contents

• Show working versions of files

• State Permissions tab

• Read file contents

Understand the association between folder and workflow

permissions

For example, to allow a user to add a file to a folder, on the Permissions per Folder tab,

you must also give the user the “Add or rename file” permission for that folder and on

the State Permissions tab for the initial state of the file in its workflow.

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Quick Demo

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Set minimum folder permissions

• Set minimum folder

permissions.

• Use in combination with

workflow permissions.

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Starting your template

• Set template

name or create a

string to nest your

templates in the

menu pick.

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An Enterprise PDM vault has a special Admin user

account, with administrative privileges that no

other user accounts have.

The Admin user account: • Is the only active user account in a new vault.

• Cannot be disabled, renamed, or deleted in a vault.

• Is the only user that can search and view files that are currently in another user's private state (i.e. added files that have never been checked in).

• Can delete a file that is checked out by another user or in another vault view.

• Can check in (or undo check out) a file that is checked out by another user.

• Has access to all search favorites.

To make it easier to troubleshoot permissions issues: Assign the Admin user full permissions to all folders and states in a vault.

• Do not include the Admin user in any group.

Utilizing Admin (The Chief)

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Utilizing Admin

• Use Admin

permissions to

create files and

folders where

others can’t

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• Use Lists whenever possible for consistency in data

• Fields prompt the user to enter the required information

Template Input Cards (A source of Control)

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Control By Variable Control for Smart Lists

• Using “Controlled by

variable” to select smart

lists and prevent invalid

data combinations.

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Lists for Control

• Examples of lists to

create.

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Template variables aka Template Variables

• Uniquely identify template

variables from system variables

to help with troubleshooting.

• Values can be created from

formulas, input card variables,

serial numbers.

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Create a Project Serial Number

• Utilize serial numbers to avoid project

duplication and manual entry.

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Folder Structure and Top Secret Files

• Leverage template

variables to name

folders and files.

• Consistently

create folder

structure.

• Set the stage for

detailed control of

permissions.

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• Set Explicit rights for folder

permissions.

• Set variables in the folder cards.

Folder properties in templates

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Folder Properties

• Repurpose template

variables to populate

folder card variable

properties.

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Agent 99 Icons

• Select an icon to

display in the template

menu.

• NOTE: Any icon can

be selected for folder

templates.

HOWEVER…

• The proper SolidWorks

icons must be used for

SolidWorks files to

display in the

SolidWorks “New File”

tabs.

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Enlist Your Agents

• Final step will be to

select who has

permissions to use

your folder

templates.

• Set at the group

level and don’t

forget Admin.

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GET

Well Defined Folder Structure

Remember Minimum permissions

Utilize Admin

Use Input cards for Required information

Templates, Templates, Templates

Review

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Questions? Please visit http://www.cati.com/sww2013/ for info on all CATI SWW2013 Presentations

Kaos versus Control