Before any documents can be created, supporting objects may need to be available. For example, the Company object is required due to the use of the company originator code in ISO 19650 and the Project object for the same reason.

You can create a new Company: from the task panel on the left, by right-clicking in a view, or by clicking the Create button at the top right.



Please be aware, if you create a new object within a virtual folder view, it will inherit view properties. This can be beneficial when want to create similar objects with those inherited properties. However, you should check that properties are not added inadvertently.


When you select New > Company, a wizard dialog will be displayed. The fields marked with an asterisk are mandatory whilst the rest are optional.


The default mandatory fields for a Company Object are:


  • Company Name (name of the company)
  • Company Type (whether the company is internal or external)
  • Originator Code (the company originator code as required in the BS 1192/ISO 19650 standards)


Some properties, for example Company Type will display a list of values, from which a choice is made (Internal should be selected for your own company locations, External should be selected for all external contractors\clients etc.), others are considered “free text” and accept typed information. Free text properties may be subject to validation such as the number of characters and checks for duplicate entries where appropriate. You will be notified if an entry fails validation.




ISO 19650 file naming


Description

Project

Originator

Functional

Spatial

Form

Discipline

Sequence

extension

Example

PRJ01

PEN

XX

ZZ

CO

A

0001

docx


Contacts can be created in a similar manner to companies; a contact has different metadata assigned to it as shown below.



The default mandatory fields for a Contact are:


  • Owner (a contact is a sub object of a Company; select the company this contact is a member of)
  • First Name (first name of the contact)
  • Last Name (last name of the contact)
  • Contact Name (this is auto generated using the first and last name)
  • Initials (initials of the contact)


If a contact has a user account in PentagonDocs Assistant, this should be linked to the contact with the M-Files User metadata field.


When a contact is created for an internal company, additional metadata is made available as the contact is recognised as staff, such as ‘Job Experience, Key skills etc.’: