Creating Document References in the Plex Document Control System (DCS)

The Plex Document Control System (DCS) allows users to efficiently manage documents by creating references to a single master document. This feature is particularly useful for work instructions and work centers that require access to the same document without duplicating it. Below, we outline how to create a reference link for a document and explain the benefits of using this method.

Benefits of Creating Document References

Creating references to a single document rather than multiple instances offers several advantages:

• Minimized Storage Space: By referencing a master document, you avoid unnecessary duplication, which conserves file storage space.
• Ease of Maintenance: Any updates made to the master document are automatically reflected in all references. This ensures that all users have access to the most current version without needing to update multiple files.
• Consistent Security: References inherit the security settings of the master document, ensuring that access controls are consistently applied.

How to Create a Reference Link for a Document

To create a reference link to a document in the DCS, follow these steps:

1. Access the DCS Screen: Log in to the Plex DCS and navigate to the folder where you want to create the reference.
2. Select the Refer to Existing Document Option:
   • Click on the "Add" button in the action bar.
   • Choose "Refer to Existing Document" from the dropdown menu.
3. Locate the Master Document:
   • In the Document Picker dialog, search for or navigate to the master document you wish to reference.
   • Select the document from the grid.
4. Create the Reference:
   • Click the "Choose Document" button to create the reference link.
   • The reference is now established, pointing to the original master document.

Important Considerations

• Dependent Relationship: Since references point to the master document, you cannot delete the master document if references to it still exist in the DCS. This ensures that all linked documents remain accessible.
• Editing and Updates: If a reference allows editing, any changes made will affect the master document. This means that the master document is the only true instance in the system, and all modifications are centralized.
• Security Inheritance: A reference inherits the security settings of its master document. However, it does not inherit the security settings of the master document's parent folder. Changes made to the security of a document reference will apply to all references of that document as well as the master.

Example Scenario

Consider an administrator who adds a document named Safety_Workcenter_Instructions.pdf to the DCS. The administrator then navigates to various work centers where these instructions apply and attaches them using the "Refer to Existing Document" action.

A month later, the administrator revises the Safety_Workcenter_Instructions.pdf document and re-uploads it. The changes made to the master document are instantly reflected across all work centers that have a reference to that document, ensuring that all users have access to the most up-to-date instructions.

Conclusion

Using the reference feature in the Plex DCS is an effective way to manage documents across multiple work instructions and work centers. By creating references, you can streamline document management, reduce storage needs, and ensure that all users are working with the latest information.

For further assistance or questions about using the DCS, please contact your system administrator or support team.