Below you can find answers to frequently asked questions regarding the tools and functionalities used for Asset and Maintenance Management at CERN. These can help solve your issues and/or setup and use the tools in a correct way.
If this page is not helpful to solve your problems or clarify your doubts, please contact the support using the request form or the email provided in the Support. We will try to answer your query as soon as possible.
The EDMS document tab is available directly from our normal screens in EAM. This tab allows you to consult existing documentation as well as creating, attaching or detaching EDMS documents directly from the corresponding object.
EDMS documents can currently be attached to:
This functionality allows easy access to user manuals, photos of a particular piece of equipment or a detailed test report attached to a Work Order.
Please note that CDD (CERN Drawing Directory) is an integral part of EDMS which means that any existing drawing also easily can be attached the corresponding equipment in EAM.
If you upload documents of the type "Illustration/Picture", the latest image uploaded will be shown as a thumbnail image in the EDMS Document tab.
The EDMS Documents Tab is also available in EAM Light, with a more modern interface, allowing you to drag and drop files in this place.
At the top of the EDMS Document tab you will find all documents attached directly to the EAM object that you are working on.
If scrolling further down on the EDMS Document tab it is however also possible to access documentation related to surrounding objects or entities in the system.
If for example working with an Asset, this allows you to directly access documents attached to its Functional Position, its Parent Asset, Category, Location, or Work Orders.
If you would like to create a new document or attach an existing one, please access the EDMS Documents tab and click on the corresponding button; “Create new document” or “Attach document”.
You will have a window popping up where you can fill in the details about your document.
After it, if you scroll down, you can drag and drop a document to this window and click on "Create" for it to be attached to that Asset
All documents created in the EDMS Documents tab are physically stored in EDMS and are then linked to your equipment or your Work Order.
In order to find it in EDMS, you can use the standard search on the EDMS Portal (https://edms.cern.ch) page by for example using the EDMS document number or the document description.
From the EDMS Document page, you can also easily see to which equipment it is attached. Please note that one single document can be attached to several pieces of equipment.
By default, all documents created in the EDMS Documents tab are accessible by all identified EDMS users. If you would need to store confidential documents, this can easily be done by using an alternative EDMS Context. An EDMS Context has standard rules already preset that allow you to configure the same access rights for any document that has that specific context. For more details about your available EDMS Contexts and assistance to create a new one, please contact your local EDMS administrator. The list of local EDMS administrators can be found on the EDMS Portal page (https://edms.cern.ch) under the “Information” menu by clicking on “Local administrators”.
By default all documents created from within Infor EAM are associated with the EDMS Context “CMMS General”, which provides a very public set of access rights, allowing most CERN Users to view your documents. If you would like to use another Context (meaning different access rights etc), you simply select another in the corresponding field in the Document creation window. Please note that the available Contexts depend on your privileges in EDMS that are managed by your local EDMS administrator.
Note that a Service Unit in EAM can be linked to an EDMS Context, making sure that when you create a document for it, it will have this EDMS Context as its default instead.
The EDMS Micado import mechanism allows massive creation or attachment of documents to objects in Infor EAM using pre-defined Excel Templates.
Once the Excel Templates have been completed correctly, an Import Request can be registered directly from the EDMS Portal by clicking on "Equipment - Register Import Request".
After an Import Request has been created, you need to submit your Excel Template by clicking on the "Put File" function and then launch an online validation of the file by clicking on "Validate Import" under the "Approval & Comments" tab on the EDMS Document's page.
Following a successful online validation, the data will be imported during the 3h following the timetable indicated on the page.
In case of errors during the import, you will receive an email and an XML file will be uploaded to your Import Request Document with details about the data to be corrected. Once it has been corrected, you can change the document status to "Ready to Import" again. This import request will then be treated during the next scheduled batch import.
If you do not have sufficient privileges to create an Import Request, please contact EDMS.Support@cern.ch.