The following terms and their definitions describe the information you need to enter into the input fields when you Add a New Document or Edit a Document in My Publications.
Document Number: You must enter a document number that contains alpha characters entered as upper or lower case and/or numeric characters. After the document information is saved to the database, you will be able to use the document number, as well as the short name or acronym you enter in the Organization field, as search criteria for the document when you perform a search.
Publication Date: Enter the date the document was published or last updated using mm/dd/yyyy as the format for the date.
Status: Each document must have a status (Active, Discontinued, Draft-Obsolete, Draft, and so on). The default status is Active. To change the status, click the down arrow in the field, and then select the appropriate status.
Language: Each document must be identified with a language. The default language is English.
Title: Enter a brief description of the document. Once the document is saved in the database, you can search for the document title using keywords or text contained in the description you enter in this field.
Document URL: Enter a URL in this field that begins with http:// or https:// to link the indexed document information in Standards Expert to the location of the document on your company’s server.
Authorized users will see a View icon in the results page of the Search tab of Standards Expert. When they click the View icon, the link will take them to the document.
Group Code: Each document must have a Group Code. If a Group Code is not associated with your account, a default group will be automatically assigned. The Group Code provides access to authorized subaccounts associated within the current account and can be used when you search for specific account documents using the Advanced Filter for IHS Segments on the Search tab of Standards Expert. If the Group Code is not set up and a document is added, a default group will be automatically assigned.
Page Count: Enter the number of pages for the document. If the number of pages is not entered, the value defaults to 0.
Organization: Enter a short name or, preferably, a unique acronym that identifies a document to a specific document set. When you use this field, the information you enter will be displayed on the Document Details page. In addition, you can use the name or acronym as search criteria when you perform a search for a Document Number or Organization.
Organization Name: Use this field in conjunction with the Organization field to provide additional information such as a point of contact or an address. Information you enter in this field will be displayed in the Document Details page.
Alternate Designations: Enter other names or aliases for the document in this field. Separate each individual entry by a comma. This will be used with other names and aliases when you perform a search for the Document Number.
Keywords: Enter keywords that have specific meaning to this document and could help users locate the publication. Keywords are used when you search Abstracts and All Document text. In addition, keywords are displayed on the Document Details page. Be sure to separate each individual entry by a comma.
Abstract: Enter a summary of the content contained in a document. Standards Expert Abstract information is searchable and will also be displayed within search results.