CHAPTER 1

UnderstandingControlled
Manuals
What is a "Controlled
Document"?

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eDocs Editor Manual

CHAPTER 1
UnderstandingControlled
Manuals
What is a "Controlled
Document"?

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Understanding Controlled Manuals

1.

The eDocs editor is designed to create professional literature in the form of "Controlled Manuals".

1.1.

What is a "Controlled Document"?

A "Controlled Document" is an official document of operating procedures.

A "Controlled Document" is subject to methodologies that provide for positive control of content, revision,
publication, distribution, availability and preservation.
Documentation is necessary for an operator to ensure that systems, programs, policies, processes,
procedures and plans are implemented in a standardized manner, and to further ensure that such
standardized implementation is sustained on an on-going basis.
Documentation provides the standards that govern the way personnel perform tasks within the management
system, and during operation.
Such documented standards are necessary so that an operator can provide continuity in the flow of
information to personnel.

1.2.

Content of a ControlledManual

A ControlledManual is characterized by the following:

1.
2.
3.
4.
5.
6.
7.

Manual Name.
Table of Contents.
Distribution List.
Record of Revisions and Date.
Record of Temporary Revisions and Date.
List of effective pages.
Professional page numbering.

All of the above are automatically created by "eDocs Editor".

1.3.

How to handle Revisions?

The first edition of a Manual is called "Revision 0" or "R0".

At this stage all pages of the Manual will be marked with "Revision 0" and with the same "Date".
After a period of time the Manual will probably need to be updated.
The update will be named "Revision 1" (R1), for example, (although you can allocate any other number), and
a new Date.
Only the pages that have been updated need to be amended to "R1", with the new Date.
All other pages in the Manual will remain "R0" with the original Date.
The Manual will now be named "Revision 1" plus the new Date even if the amendment affects only one
page!!
If you scroll down the "Revision 1 Manual" you will see that most of the pages remain marked as "Revision 0"
with the original Date, and only the amended pages will be marked "Revision 1" with the new Date.

eDocs Editor Manual

CHAPTER 1
UnderstandingControlled
Manuals
Temporary Revision (TR)

1.4.

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Temporary Revision (TR)

The same rules as any other "Revision" apply to "Temporary Revisions".

"Temporary Revisions" are revisions that bear a time restriction, or may be used for a quick update prior to
fully amending the book as a new Revision.
"Temporary Revision" does not affect the "Revision" name of the Manual.
For example the Manual may be named:
"Ground Operations Manual" R2 12-jan-2010, TR1 20-jul-2010.

1.5.

List of Effective Pages

The List of Effective Pages is a legal requirement for every ControlledManual.

The List of Effective Pages (LEP) includes all of the pages in the Manual.
Each Page is imprinted with a Page Number, Date and Revision" or "Temporary Revision".
"eDocs Editor" monitors all pages of the Manual, and automatically issues a "List of Effective Pages".

eDocs Editor Manual

CHAPTER 2
How a Book is Constructed
Chapter 0 General

2.

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How a Book is Constructed

By opening a "New Book" with "eDocs Editor", two chapters are automatically generated:
Chapter 0 "General" an automatic chapter.
Chapter 1 Uses the Name allocated.

2.1.

Chapter 0 General

The "General" Chapter contains the following:

1. Book Cover (see the picture above) with the Book Name, as this appears in the completed Form.
2. Record of Revision Table Automatic recording table.
3. Record of Temporary Revisions Automatic recording table.
4. Revision Notification Table table to be completed by you.
5. Distribution List table to be completed by you.
6. Table of Contents Automatic table that obtains data from the Chapters.
7. List of Effective Pages Automatic table that obtains the updated data from each page.

The "General" Chapter cannot be deleted, as most of its content is inserted Automatically.

eDocs Editor Manual

CHAPTER 0
Chapter 1

2.2.

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Chapter 1

Chapter 1 gets its name from the Form you complete when opening a New Book.
All Chapters contain an automatically generated "Table of Contents" which appears on one of the first pages.

The next pages appear as follows:

eDocs Editor Manual

CHAPTER 3
Quick Start
Chapter 1

3.

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Quick Start

"Quick Start" provides a recommended order of actions to be used to create and edit a ControlledManual
using the "eDocs Editor".
The "eDocs Editor" uses large amounts of automation to create internal links and cross-reference updates.
This automation process saves time and errors, and ensures that the rules of ControlledManual are met.
To better understand all the functions of "eDocs Editor" it is highly recommended to read the "Complete
Manual" Chapter.

3.1.1.

Click on the "eDocs Editor" button (1) then "Create Book" (2):
1

3.1.2.

Complete the Book details and "Save":

eDocs Editor Manual

CHAPTER 3
Quick Start
Chapter 1

3.1.3.

Open your Book from the Book List .

3.1.4.

This is the way it will appear initially :

1. Book Editor used to control revisions, add and delete chapters.

2. Page Editor used to edit and control pages.
3. Open Another Chapter used to navigate between Chapters.
Note the "General" Chapter is already available.

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CHAPTER 3
Quick Start
Chapter 1

3.1.5.

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Detailed view

6
7

1. Automatic Chapter Number, Name and Heading 2 Name.

2. Automatic professional Page Numbering, Revision Number and Date.
3. Heading 2 note that Heading 1 is the Chapter so no Heading 1 button is required!!
4. Heading 3 numbering is automatic (Heading 4 is also available).
5. Heading Buttons Used to insert new Headings on the page. Using the "Heading 2 Top Page" will
create "Heading 2" at the top of the new page.
6. Editing Buttons hovering over a button with your mouse causes the button function to pop up.
7. Revision Mark button a designated button to mark revisions.
Note pressing this button will affect the Page Revision Number and Date. Learn more about it in
the "Complete Manual" Chapter.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Open/Edit Book

4.

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Complete Manual

Refer to Chapter 2 " How a Book is Constructed " for a better understanding of the process.

4.1.

Open/Edit Book
1

1. Press the icon to enter the Book List

2. Create a Book button Press to create a new Book.
3. Press to open a Book for content editing.
4. Edit press to open and Edit Book Details.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Book Details

4.2.

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Book Details

Press "New Book" or "Edit" buttons to enter Book Details

2
3

7
1. Title the Book Name will appear in the Book List and on the Front Cover of the Book.
2. Revision/Temporary Revision for a new Book use "0" or "R0" (zero) Revision Number will
appear automatically on every page.
3. Revision Date revision date will appear automatically on every page.
4. Free text for the Left side of the Footer.
5. Free text for the Right side of the Footer Align the text to the Right for better results.
6. Company Logo Use Logo 150x60 pixels for best performance.
7. Save, Preview, Delete Delete will delete the Book with all its contents!!

8
8. First Chapter Name Will appear when opening a new Book the name will appear on the
Header of every page in Chapter 1.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Inside the Book

4.3.

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Inside the Book

Normal Page View

7
2

5
6
1. Book Editor Controls Revisions, Dates and Chapters.
2. Page Editor Controls Page Editing.
3. Open Another Chapter Chapter Navigator.
4. Header Automatically created and maintained by "eDocs Editor".
5. Footer Free text zone, to be entered from the "Edit" button of the Book List.
6. Publish and Save functions.
7. Headings 1 and 2.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Book Editor

4.4.

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Book Editor

This is the Book Editor after all the + buttons have been clicked.

1
2
3
4
5
6
7
8
1. Book name this can be edited from the "Book Details" page.
2. Initials - this can be edited from the "Book Details" page.
3. Revision the current revision of the book.
Date the current Date of the Book.
4. New revision Give Name or Number (for example: "R1") and press "GO"
The Revision Number will be updated to the new Number, and the Book will be referred as "R1" (for
example)
The amendment will affect only pages that are edited after the Revision amendment!!
The outcome of the amendment is that most of the pages in the book will be Revision "0" (for
example) and the pages that have been amended will get the new Revision mark in the Header.
5. New TR (Temporary Revision) allocate a Name or Number for the TR and press "GO".
The amended pages will receive the TR number.
6. New Rev/TR Date Set the Date for the new Rev/TR this will affect pages that are edited.
7. Add/Delete Chapter Give a new Chapter Name and press "GO" (row 7)
8. Delete Chapter Delete the current Chapter.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Page Editor

4.5.

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Page Editor

2
3
4
5

6
7
8
9
10
11
12
13

1. Page navigator.
2. Jump to open the window and select Heading from the list.
3. Heading 2 place the cursor on the page and press "Heading 2" button Heading 2 will be created
with a number.
4. Heading 2 top page - Heading 2 will be created at the top of a new page.
5. Headings 3 & 4 place the cursor on the page and press the "Heading 3 or 4" button Heading 3
or 4 will be created with number.
Note an automatic Table of Contents will be created when using Headings.
6. Delete Paragraph Delete selected Paragraph.
7. Move to the next Page Move Paragraph to the next Page.
8. Edit buttons - Left to right:
Strip formatting very useful after using Copy & Paste from another editor, to strip editing
mistakes.
Set X.X on top move Heading 2 to the top of the page.
Bold, italic, underline, unordered list, ordered list.
9. "Add" buttons Left to right
Add Picture, Delete Table, Add Table, insert Rows and Columns.
10. Mark Revision see full explanation on the next page Paragraph 4.6
11. Create a Bookmark select a word and press the button. Give the Bookmark a Name for later use.
12. Create a Link a link can be created to a Bookmark from the Bookmark list, or can be assigned to
other URLs.
13. Undo and Redo functions.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Revision Function

4.6.

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Revision Function

By setting a New Revision (or TR) and a New Date, all the pages that are edited, or affected by any
amendment, will receive the new Revision mark, and the new Date this process is conducted
automatically by the software.
In the General Chapter - the List of Effective Pages and the List of Revisions are also updated
automatically.
Example:
Your Book contains 200 pages and is currently marked as Revision "0" (first edition).
All of the pages in the Book will be marked "R0" and will have the same Date.
After a certain period revision is required for only 2 pages page 15 and page 120.
You will set the New Revision to "R1" and give a new Date now you are ready to amend the pages (which
will, in all likelihood, appear in different chapters).
When you Save" the Book you will notice that the Revision Number and Date are updated on these 2
pages.
Note if you have inserted a new paragraph on the pages the amendment may also affect
subsequent pages. In that event the subsequent pages will also bear the new Revision Number and
Date.
The outcome: Book Revision and Date are amended in the new Revision. Most of the pages will remain with
the previous Revision and Date. Only the amended Pages will be designated with the new Revision.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Revision Function

4.6.1.

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Mark Revision Function

The "Mark Revision" function enables you to indicate which Row or Rows were revised during editing.
This is done by selecting the rows that have been altered and pressing the "Mark Revision" button.

The letter "R" will appear on the right side of the text to signify that this row was revised.
Note - Adding "Mark Revision" to a row on a page that was not revised will change the Revision Number of
that page!

4.6.2.

Why "Mark Revision" is conducted manually?

Automatic Revision marks in other word-processing programs tend to mark every single keystroke, enter or
movement of rows and paragraphs, even if no significant amendment has been made.
This process fills the page with considerable revision marks most of which are unnecessary.
By indicating the Revised rows manually you gain full control over the process, and only the real changes will
be marked.
This is one place where thehuman touch is better than Automation.

eDocs Editor Manual

CHAPTER 4
Complete Manual
Save and Publish

4.7.

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Save and Publish

The "Save" function works constantly to save your work. In order to "Save Now" press the "Save" button
manually.
"Save As" lets you to save your Book under a different name. By doing this a copy of your original Book is
preserved, for further use.
"Publish to PDF" press the "Publish to PDF" button to create a PDF copy of your Book.
Note this process can take up to 20 min., depending on the length of the Book.
Do not close the webpage during this process - however, you may open other pages to work with.

eDocs Editor Manual