Assigning documents to a routing sheet

Unless customized, you must manually select multiple documents in Meridian Enterprise if you want to route them all in the same workflow, even if the documents are related to one another using reference types. That can be tedious to do, especially with larger numbers of documents. You can route entire folders of documents in one operation but they must all use the same workflow and there is no way to exclude exceptions from the operation. Even using other methods to select the documents rely on you remembering which documents to select. Routing sheets make ad-hoc selections of documents easier to route together and they only need to be set up once.

In traditional hardcopy document management, a routing sheet (or route sheet) is a list or map of the steps that a document must go through to be revised, approved, and released. A Meridian REFSYS routing sheet is simply a number that is assigned to a set of documents. When a workflow is started for one of the documents in the set, customization in the vault will prompt you to route all of the documents with the same routing sheet number, workflow status, and to-do person at the same time. The list of documents that are assigned to the routing sheet number is maintained by Meridian REFSYS so that you don't have to.

Note    This feature is available for documents in the Asset Documentation document type group. By default, this includes the Plant Drawing, Plant Document, and Plant Model document types. For more information about the document types available in the vault, see a System Administrator.

Meridian REFSYS automatically generates routing sheet numbers using the following naming convention:

RS-<YourFirstName>-<SequentialNumber>

You may override this number with one of your own. A special navigation view named Routing Sheet is provided that lists the routing sheet numbers and the documents that are assigned to them.

To assign documents to a routing sheet:

1. In PowerUser, select the documents that you want to assign to a routing sheet. This is the same as selecting the documents to route them except that they will not be routed by the command. You must do that separately. This step only needs to be performed once for each routing sheet.
2. Right-click any selected document in the current navigation view and select Assign Routing Sheet from the shortcut menu that appears. A BlueCielo Meridian Enterprise dialog appears.
3. Accept the default routing sheet number or type a different one and then click OK. This number will be applied to the document that you right-clicked. The Assign Routing Sheet dialog appears. To assign the routing sheet number to all documents in the current selection, select Apply for all other documents of this type.
4. Click Finish.

You may now view the list of documents that are assigned to the routing sheet by opening the Routing Sheet navigation view. You may also route any one of the documents in a workflow and you will be prompted to route the rest of the documents.

You may also assign documents to a routing sheet by entering the number on the Project Info property page.