How to Migrate Technical Documentation (Closeout)

Drag and drop the selected document onto the CPFM icon in the CPFM vault.

• This is the same procedure whether you are choosing a document from your desktop/shared file or from the Migration vault.

When you drop the document onto the CPFM icon in the vault, it triggers the Select Document Type screen to open.

• For Closeout Documentation, always select Project-Buildings.

After you select your Document Type, the properties Wizard for the document will open.

• The Wizard will open up in the Project Building tab.
• Fields in bold, red text are required properties and must be filled out.
• The fields are optional.

You can click on the Magnifying Glass symbol next to any property in the Wizard to open up a list of searchable choices.

Enter the Project Source.

• This is usually already populated with the source CAPITAL.
• For Closeout Documentation, you will leave this property as CAPTIAL.

Enter the Project number

• The Project number should be listed on the Closeout Documentation.
• If not, contact the Document Management Office.

Enter the Site

• This field will automatically populate with the Site information associated with the project when you enter the Project number.

Enter the Building

• This field will automatically populate with the building associated with the project when you enter the Project number.

Enter the Floor(s)

• Click on the magnifying glass symbol to open up a list of searchable choices.
• Depending on the Project number, this list of choices will vary.
• You can also choose NA or TBD if no floor is indicated in the import file information.

Click on the Classification tab

Enter the Responsible Group

• For Closeout Documentation, always choose the CLOSEOUT group.

Enter the Document Class

• For Closeout Documentation, always choose TECHNICAL DOCUMENT.
• If this is a drawing, please go to the How to Migrate Drawing Documentation (Closeout) instructions.

Enter the Sub Class

• The Sub Class should be listed in the file name of the import document.
• If not, it should be listed in the document itself.

Check the Use Master Format box

• If the document does not list the Master Format code, do not click this box.

Enter Master Format Level 1

• You can enter the number directly into the field and it will automatically populate the description field.
• You can also click on the Magnifying Glass symbol to get a list of choices.

Enter Level 2

• You can enter the number directly into the field and it will automatically populate the description field.
• You can also click on the Magnifying Glass symbol to get a list of choices.

Enter Level 3

• You can enter the number directly into the field and it will automatically populate the description field.
• You can also click on the Magnifying Glass symbol to get a list of choices.

Click on the General tab

Enter the Description
     Copy and paste the description from the Original File Name into the Description field, omitting the .pdf and the leading Master
     Format numbers. You just want the file description.

Example
     Org. File Name: _O_M - 28 31 00 - FIRE ALARM SYSTEM - 6 - AS-BUILT VOLTAGE DROP BATTERY CALCULATIONS.pdf
     Description: FIRE ALARM SYSTEM - 6 - AS-BUILT VOLTAGE DROP BATTERY CALCULATIONS

Enter the File Suffix

• Shorten the Description to make it fit into the field
  • Description: FIRE ALARM SYSTEM - 6 - AS-BUILT VOLTAGE DROP BATTERY CALCULATIONS
  • File Suffix: FIRE ALARM SYS-6-VOLTAGE DROP
  • Make sure to keep the File Suffix’s consistent within the same group of documents.
    
    • File Suffix: FIRE ALARM SYS-8-SPARE PARTS
    • File Suffix: FIRE ALARM SYS-6-VOLTAGE DROP

Enter the Revision Level

• This is usually already populated with the level 0.
• You do not usually have to change this.

Enter the Security Level

• The usual Security Level for closeout documents is STANDARD.

Enter the Originator Type

• This is usually already populated with the type INTERNAL

• The other choice is the type EXTERNAL.

• If you know the vendor for the product, select EXTERNAL.
• You will then need to enter the Company.
• Click on the magnifying glass symbol to open up a list of searchable choices.

Enter the Asset Class

• This is usually already populated with the class EQUIP.

• Change this to TBD.
• The Metadata Approver for Closeout Documents will fill this in when reviewing the documents.

Click on the Notes tab

• This is a free-form field for any additional information regarding the document.
• This should be used rarely.

Click on the Finish button at the bottom.