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Arena Basic Functional Training Manual - R75.1 - June2021

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0% found this document useful (0 votes)

3K views334 pages

Arena Basic Functional Training Manual - R75.1 - June2021

Uploaded by

Nori Sri Soury

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 334

Arena PLM/QMS

Basic Functional Training

June 2021 / Release 75.1

Arena PLM/QMS
Basic Functional Training
Lesson 1: Getting Started
» Your Arena Account and Workspaces
» Where to Get Help

» Your Dashboard
» The Arena Worlds

Lesson 2: Items
» Creating items
» Item lifecycle stages – Preliminary, Design, and Production
» Exporting an Item

Lesson 3: Searching
» Basic and Advanced Searching
» Saving a Search

» Search Results and Custom Layouts

Lesson 4: Bill of Materials

» Creating and Modifying a Bill of Materials
» Bulk Remove and Bulk Replace Items

Lesson 5: Files Part 1

» Adding Files on an Item

» Updating a File from an Item

Lesson 6: Files Part 2

» The Files World - Check Out and Check In

» File Corrections
» File Associations

Lesson 7: Sourcing
» Item Source Relationships

» Suppliers and Supplier Items

» Supplier Access to Your Workspace

Lesson 8: Requests
» Creating a Request
» Request Process
» Entering a Recommendation

» Request Disposition

Lesson 9: Viewing Changes

» Change Lifecycle Overview

» Redline Viewer
» Approval Roles and Routings
» Temporary Changes

Lesson 10: Change Management

» Creating a Change
» Submitting a Change

» Change Administrators
» Implementation & Completing the Change
» Change History

TOC-2 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Lesson 11: Quality
» Creating a Quality Process

» Adding Affected Objects

» Approval Steps

» Supplier Access

Lesson 12: Projects

» Project Search Results

» The Schedule View

» Creating a Project

» Setting Project Due Dates

» Assigning Tasks and Milestones
» Project References

» Setting Assignment Status

» Setting the Phase of a Project

Lesson 13: Training Management

» Training Management Players
» The Training Plan
» Training Items, Files, Quizzes

» Completing Training Assignments

» Training Plan Progress
» Training Plan Matrix

» Training Records Report

Lesson 14: Reports

» Creating a Report

» Running a Report

» Downloading, Editing, and Deleting a Report

» Sharing a Report

» Report Administrators

Lesson 1
Getting Started in Arena
This lesson will cover the following topics:

» Logging In
» Your Arena Account and Workspaces
» The Arena Worlds
» Where to Get Help
» My Profile
» Workspace Settings
» Dashboard
» Navigating
» Lab Exercise

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 1-1

Logging In
To use Arena, you enter your username and password at the login screen at

https://app.bom.com

» As an added measure of security, each time you log into and use Arena for continuous period
will "time out" after 90 minutes of inactivity.
» You can also log yourself out manually using the Log out command in the User menu at the top
of every screen.

1-2 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Your Arena Account
» One account with Arena Solution, Inc

» Usually multiple Workspaces in the Account

o Template

o Sandbox

o Production

o And maybe more . . .

» Users are added as Employees in the Account

» Users are granted one license; Read-Only, Approver, or Full

» Users are granted one Role or added to one or more User Groups (depends on the security
model being used)

» Users are granted access to one or multiple Workspaces

A workspace contains the Items and other data that your organization has created. Your organization
will have at least one workspace. You may have access to more than one workspace, however, for any of
the following reasons:

» Your organization will have one Production workspace for all current product data.

» Your organization maintains separate workspaces for testing and training.

» You are an Employee at your own organization, but have been given Partner or Supplier access
to the Arena workspace of another Arena account holder.

» Arena Item data can be easily exported out of and imported into Arena workspaces. For
instance, if you want to use information for an existing Item in another workspace, it is easy to
export the Item from workspace A and import it into workspace B.

1-4 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Arena Worlds

» Arena Worlds are used to organize types of "objects" in the workspace. Your company has
purchased certain Worlds from Arena so you may not see them all enabled in your workspaces.
If you need to activate a world, contact your Arena Account Executive or Arena Support.
» Select one of the Worlds to search for and open those object types. Once an object is open you
can view all the information about that object.
» To read about each Arena World go to Arena on-line help.

The Arena Help link will take you to a library of HTML help, documents, and videos. You should become
familiar with these documents; they will help you learn more about the concepts that we’ll discuss
during this training class.

1-6 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

My Profile

Here you can update your Profile, Personal Settings, and Proxy Settings.

» Update your Profile:

o Account Information such as your department, phone, and address.
o Change Security Question to be used when you forget your password.
o Configure Two-Factor Authentication – only use this if your company requires a
second form of authentication when logging into Arena, such as a text message.
o Change Password – you can change your Arena password as often as you like. It will
expire automatically according to the setting made by your Account Admin (90 days is
default).
• Note: Passwords must be 8–18 characters in length and contain at least one
lowercase letter, one uppercase letter, and one number.
• Note: If you’re company uses Cloud SSO, your Arena password is used only for
workflows that require authentication (like approving a Change).
» Update your Personal Settings such as time zone, notification method, number of search
results show, and much more .
» Setup your out-of-office Proxy Approval Settings for transferring signoff authority to another
user.

After working in My Profile, use the Return to Workspace button to

get back to the normal Arena interface.

Here you can see Workspace Profile, Administrators, Categories, and Projects

Profile - workspace information such as number of Items, Account Representative’s email, and when
the workspace was created.

Administrators – see who the Account Admins, Request Admins, Change Admins, and Report Admins
are for the workspace.

Categories – see categories of Items, Requests, Changes, and Files in the workspace.

Projects - see the project templates in the workspace (only available if your company is using Arena
Projects).

After working in Workspace Settings, use the Return to Workspace

button to get back to the normal Arena interface.

1-8 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Dashboard
The Dashboard is a page that you’ll use frequently. It’s the first page you see when you log in (unless
you are using an emailed link that takes you directly to an Item).

You can collapse and expand each individual element on the Dashboard to conserve vertical space.

The Dashboard is organized into the following areas:

Inbox

» Actions - Request, Changes, Quality Processes, and Requirement Baselines that you need to
take action on. Once an action has been completed it will be removed from this view.
» Assignments - Project tasks, Quality steps, Training, Tickets, and Requirements that have been
assigned to you. Once an assignment has been completed it will be removed from this view.
» Scribe lists the postings on objects that you’re following. Once you’ve read a posting it will be
removed from this view.
» Notifications - events that you’ve been notified about for all objects. You should dismiss these
notifications regularly. All dismissed notifications older than 60 days are automatically deleted.
» Downloads - reports and exports that have completed processing and are ready for you to
download. You can dismiss the downloads and also download them to a zip file. All dismissed
downloads older than 60 days are automatically deleted.
» Drops shows all of the files that you or others have dropped in the Arena FileDrop area of the
workspace. You can download files from here and also use the GO TO FILEDROP link.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 1-9

Bookmarks - links to objects that you use often and have saved to your dashboard. You can organize
your bookmarks by creating folders and dragging and dropping your bookmarked objects into them.
You can bookmark from a specific view of an object to quickly go back to that view. You can delete a
bookmark and also edit the names of folders.

Searches - basic and advanced searches that you’ve saved. Organize your searches by creating folders
and dragging and dropping into them. You can delete a search and also edit the names of folders.

1-10 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Navigating
Buttons

With Arena, you click buttons and links on the screen to perform commands. When commands aren't
available, the buttons or links are dimmed or simply don't appear on the screen.

In some cases, you’ll see a lock icon in an area in which you are accustomed to seeing buttons or links.

The lock icon indicates that the commands are not available because the Item you are viewing has been
locked by Revision Control, or that you do not have the correct user privileges to modify the
information in question.

Hover – No Click!
Hover your cursor over any drop-down menu icon to see the list of functions – no need to click. After
the menu appears then you can click to select an option from that menu.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 1-11

Preview Panels
Arena uses preview panels to help you
navigate through the application and get
information about a link before you click
it.

Hover your mouse pointer over the arrow

to activate the panel.

This example shows the preview for an

item. It shows basic information about the
Specs view and also contain a go-to menu that allows you to jump to any view of the item.

There are other preview panels that show linked objects, such as requests, changes, files or compliance
requirements.

This example shows a Files preview panel that includes

links to each associated file. Click on the file name to
open the file. Use the go-to menu to jump to the Files
view of the item.

You can also click directly on the link (in this example
the number 2) to go directly to that view of the item.

1-12 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

LAB 1: Getting Started
In this lab you will do the following:

• Login to Arena
• Browse workspace access and workspace settings
• Edit your profile, your user settings, and your proxy settings

Login to Arena
1. Launch any web browser.
2. Go to https://app.bom.com
3. For this class, you’ll use a student login to access an exercise Workspace. The login and/or password will
contain a ‘student number’. Your instructor will provide your login credentials.
My Login Is: [email protected]
My Password Is: ______________________
My Workspace Is: Arena Training
4. After entering the login and password provided by your instructor, click Log In.

Workspace Access
5. You can see what workspace you are working in at the top of the page.
6. Hover on the workspace name at the top of the page to switch to another workspaces. You may
have access to one or many Arena workspaces.

7. Select the WORKSPACE LIST link to see your access in each workspace. Also here you can see
how many Item and Supplier objects are in the workspace.
8. Cancel.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 1-13

Browse Workspace Settings
9. Hover on the user initials at the top of the page. Select Workspace Settings.

Notice that you exit the main user interface and see the details of the Workspace. In this case,
you see “## Training” workspace”.

Profile

The Profile view contains the workspace information.

Administrators

10. Click the second view Administrators. The Administrators view has subviews for each kind of
Arena administrative role.
This page shows that the Trainer is the Account Administrator for this account and all of its
workspaces.

11. Go to the other Subviews: Request Admins, Change Admins, and Report Admins.
Categories

12. Click the next view Categories. When you create Items, Requests, Changes, and Files the first
thing you should do is select a category for that object.
When you create an object in Arena you pick a category. Category makes searching for objects
easier, it can be used to autonumber objects, and to grant access privileges.

Projects

13. Click the Projects view. If your company uses Arena Projects this is where you’ll see project
templates configured by your Account Administrator.

1-14 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

My Profile
14. Again, hover on the user initials at the top of the page. Select My Profile.
You’re now looking at your student user profile.

Profile shows information about your user account.

a. Hover on the edit button, select Edit Profile to make changes to your account
information.

b. Cancel when you’re done.

15. Again, hover on the edit button. The other options on this menu are:
Change Security Question - configuring your security question and answer allows you to reset
your password any time you forget it by clicking “Forgot Your Password” on the login page.

Configure Two-Factor Authentication – adding another level of security when logging in from
a new device. Select Text Message or Email as the mechanism to receive authentication codes.

Change Password – to change your Arena password. Passwords must be 8 – 18 characters and
contain at least one lowercaseletter, one uppercase letter, and one number.

Personal Settings

16. Click on the Personal Settings view. Here are your personal settings for ALL of the workspaces
you have access to.
17. To see a description for each setting do the following:

Click the edit button, then hover over the help button and select Show/Hide Pagetips.

18. Browse the settings to see if there are any you may want to change.
19. Click Save or Cancel when you’re done.

20. Again, hover over the help button and hide the page tips.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 1-15

Proxy Settings
21. Click on the Proxy Settings view. Here you set or designate a new proxy user for a workspace
and enter out-of-office dates.

22. Click the edit button.

a. Select the workspace you want to configure (right now you only have the one
workspace).
b. Select a proxy approver from the list. This user will receive notifications to enter decisions
on your behalf.
c. Enter out-of-office dates. If you don’t enter these dates then the proxy approver can
always enter decisions for you.
d. Save Changes.
23. Click Return to Workspace.

End of Lab

Lesson 2
Items
This lesson will cover the following topics:

» Methods for Creating Items

» Item Numbering

» Item Revision

» Item Lifecycle Stages

» Discontinuing Use of Items

» Item Where Used View

» Where Used Commands

» Subscriptions

» Item-to-Item References

» Actions Menu

» Exporting an Item

» Lab Exercise

» Items are found in the Items World.

» An Item can be a part or document produced by your company.

» By adding Items to the bill of materials view of any Item, you can make an Item an assembly.

» Items in Arena are revision-controlled. This means that when you need to modify the Item, you
do so on its working revision, and then make those modifications effective.

» Account Administrators can create categories to which you can assign an Item.

» Depending on how your workspace is configured, the category to which an Item is assigned may
determine the default numbering scheme for an Item and the attributes you see on an Item.

2-2 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Methods for Creating Items
Multiple ways to create Items:

» Worlds drop-down menu click New

» Create button

» In bulk with Import

» During workflow when adding Items to a BOM

» From an Item’s Actions menu you can Duplicate an Item

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 2-3

Item Numbering
» When creating an Item click the Item Number Add button.

» Most of the time Item numbers are automatically created according to the Item’s category. Most
common auto-numbers have a prefix code and a next number in a sequence.

» If you have not selected a category

for the new item, you’ll have to
choose one of the number formats –
there will be no default.

» The Basic Item Number format is always available and is a text field that can be used to enter
any number regardless of category selected.

» If you have selected a category the default number format and code for that category will be
presented to you.

In this example the Category is Finished Good so the format defaults to Assembly and the code
defaults to 900. Look at the Item Number field to see an example of the number you’ll get, in this
case 900-#####.

» You still have the option of using the drop-down menus to select a different Number Format and
Code but it’s best to use the configured formats as they are presented.

2-4 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Item Lifecycle Phase

» Items go through a lifecycle starting at unreleased.

» Items may be released, abandoned, deleted, deprecated, or obsoleted.

» The lifecycle phase is displayed many places on the Item:

• At the top of the Item next to the Item number

• An attribute on the Item Specs view

• On the Revisions view > Lifecycle subview

When an Item needs to be modified you make those modifications on its Working Revision.
» When an Item gets released to Design or Production it’s under revision control and is locked. No
modifications can be made to a released revision of an Item.

» The Working Revision is unlocked and ready for you to make modifications to the Item.

» This example shows an Item released to Production with multiple superseded revisions:

» Revisions can be configured to meet your company’s processes. The Arena training workspaces
use numeric revisions for Design items (01,02, 03, etc.) and alpha revisions for Production
revisions (A, B, C, etc.)

» You select or enter the Item’s next revision when you make the Item effective (with or without a
Change).

2-6 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Item Lifecycle Stages

» On an Item, the Revisions view > Lifecycle subview shows a graphic of the Item Lifecycle.

» There are three stages in the Item lifecycle in Arena: Preliminary, Design, and Production.

• Items always start at the Preliminary Stage in the Unreleased lifecycle phase. This is fixed
and cannot be modified.

• Stages are fixed and cannot be created or modified.

• Arena gives you one lifecycle phase in the Design Stage named “In Design”.

• Arena gives you one lifecycle phase in the Production Stage named “In Production”.

• An Account Admin can create additional custom lifecycle phases in the Design Stage and
the Production Stage.

» You may move an Item to the Design Stage or skip it and go directly to Production.

» The stages you use will depend on your company’s release procedures.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 2-7

Item Lifecycle – Preliminary Stage

Item is in the “Unreleased” lifecycle phase.

» Item is not under Revision Control.

» There is only a working revision.

» Modifications can be made to the Item.

From Preliminary stage you can do the following:

» Release to Design – with or without a Change.

» Release to Production – with or without a Change.

» Delete the item.

NOTE: releasing an Item without using a Change can only be done if your configuration allows it and you
have permissions to do so.

2-8 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Item Lifecycle – Design Stage

At this stage the Item is released to Design and under revision

control.
» Revision is Effective and is read-only.
» Once released to Design you cannot go back to
Preliminary.
» From a Working Revision of a Design item you can do the
following:

• Make Effective multiple Design revisions – with or without

a Change.
• Roll Back working revision modifications.

» From the Effective revision of a Design item you can do the following:

• Release to Production - with or without a Change.

• Abandon the design Item – can be recovered.
• Delete the Item.
o A Design stage Item may not be deleted if any revision of the Item is contained in an
effective or superseded revision of an assembly.
o Items on approved and effective Changes can never be deleted.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 2-9

Item Lifecycle – Production Stage

At this stage the Item is released to Production and under

Revision Control.
» Revision is Effective and is read-only.

» Once released to Production the Item cannot go back to

Design or Preliminary.

» From a Working Revision of a Production item, you can do

the following:

• Make Effective multiple Production revisions – with or

without a Change.
• Roll Back working rev modifications.
» From the Effective revision of a Design item you can do the
following

• Deprecate an Item – should no longer be used for future designs (can re-activate).
• Obsolete an Item – is no longer being produced (can re-activate).

BEST PRACTICE – always use a Change when releasing an Item to production.

2-10 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Discontinuing Use of Items

» Abandon—a Design Item. It can no longer be used but can

be recovered.

» Delete—a Design item – it’s gone permanently from the

workspace.

• Only from Preliminary and Design stages.

• Cannot delete if any revision is contained in an effective or

superseded revision of an assembly.

• Cannot delete if an Item is on an approved or effective

Change.

» Deprecate—a Production Item.

• Can use in BOMs but generate notices when new revisions

of BOMs containing them are released.

• Can be re-activated.

» Obsolete—a Production Item. It can no longer be used in effective revisions of assemblies.

• Can be re-activated.

NOTE: To Abandon or Obsolete an Item it must be remove from effective BOMs.

» Assemblies that reference this revision of the item directly on BOM level one.

» Top-level assemblies that include this item anywhere in the BOM.

Expand an assembly to see the ‘In-between’ subassemblies

» BOM lines where this item is a substitute.

2-12 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Where Used Commands

» Check the line for each item and add them to a BOM, a Change, or a Request.

» If you are an Account Admin you can assign the selected items to a category.

» These lists are for the revision specified in the Revision drop-down.

» Revision filters available:

» Use the Subscribe button on the Notifications view > My Subscription subview

» Subscribe to Items to be notified of Item Revision and Phase changes

• Can subscribe self but not other employees

• Must subscribe suppliers

• Can set scope (Item only, or Items in BOM)

» Subscribe to Changes if not a reviewer

» Notifications go to Dashboard Inbox and email (optional)

2-14 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

History

The Item’s History view has the following subviews:

» Revisions – here you’ll see all of the released revisions of the Item, all canceled Changes that
include the Item, and all resolved Requests that include the Item.

• From here you can share and unshare different revisions of the Item with your Suppliers.

» Notifications – here you can see what people were notified when this revision of the Item was
released. These would be people that have subscribed to the Item, not approvers.

» General – records when a user modified an Item, what was modified, and on what revision the
modification occurred.

• The general history can be filtered by specific views and also by modification date.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 2-15

Actions Menu
» Add the item to a Request

» Add the item to a Quality Process

» Duplicate the item

» Export the item

» Open the Browse BOM window

» Save the item to your Dashboard

» Email a link to the item to other Arena users

» Print the current page of the Item

2-16 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Exporting an Item
Select Export from the Actions menu.

» Select the Revision of the Item to export.

» Export to CSV, Excel, or PDX

» Select or create the Export Setting file – can configure and save your own setting files.

» Configure Views:

Specs – lifecycle, description, owner, procurement type, creation date, selected custom
attributes

Bill of Materials – indented, flattened, purchasing, additional BOM information

Sourcing – vendors, manufacturers, including quotes

Costing – target price and cost, standard cost, current costs, cost estimates

Files – Item files, Supplier Item files

Supplier Access – item sharing status

» Configure Columns and column order

» Export runs in the background and will be in your Dashboard > Downloads tab when complete.

Searching for Items

» Show the search bar with the button, hide the search bar with the button.

» Arena offers many ways to search for objects in the Workspace.

o Select a World to run a default search.

o Quick Search looks in many fields that contains your entry.

o Use the basic search bar to construct a search with one line of criterion.

o Create an Advanced search with multiple lines and groups of criteria.

o Run a saved search from your Dashboard or from one of the World drop-down menus.

o Select a Defined search from the basic search bar or the World drop-down menu.

2-18 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

Quick Search

» You can do a World specific Quick Search on the title bar.

» Quick Search is an “Any” search that performs a Contains search across multiple attributes. See
more about the “Any” search in Chapter 3.

» In the Title bar hover your mouse over to the World dropdown menu to select the world on
which you want to perform a Quick Search.

» Enter the search text and your search results are displayed.

NOTE: Quick Search is only available for users with a World Bar Display setting set to Compact
View. World Bar Display settings can be modified within Personal Settings in the User menu.

Basic Search

» Show the search bar with the button, hide the search bar with the button.

» The search bar remains available at the top of every page.

» Click on a World from the drop-down menu to change the type of object you’re searching for.

» You can also click the Search attribute on the search bar and select an object type.

» Use one of the Arena predefined searches available for each object type.

» Search by one of the core attributes or a custom attribute on the object type.

» Searches return a maximum of 5,000 rows.

» To find all objects leave the value blank and click Go – no wildcard needed.

» To find objects starting with a value, enter the value and click Go – no wildcard needed.

» To find objects containing a value, use the wildcard * before the value.

2-20 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

LAB 2: Viewing & Creating Items
Exercise 1: Item Views

1. Search for item 900-00001 and open it.

Use the Quick Search or the Basic Search

2. On the item’s header you see its number, lifecycle phase, and name.

3. Next to the lifecycle phase are four small buttons; hover on each one to see unresolved Requests,
future Changes, open Quality Processes, and traces elated to this item.

You could click on these buttons to open each of the related objects.

4. Under the header you see the item’s revision along with the date the rev became effective, and if
this revision has been shared with Suppliers. You also see that there is a compliance requirement
applied to this item – hover on the requirement icon to see more information.

5. Pull down the Revision to see the Working Revision and the superseded revs of this item.

6. On the Specs view > Summary subview you see all of the basic information about this item.

7. Go to the Specs view > Redline subview.

© 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | 2-21

8. From the filter drop-down menu select rev “01 – In Design” to see the changes made between rev
01 and the current Effective rev.

Item Bill of Materials View

1. Go to the Bill of Materials view > Indented subview.

2. Here you see the eight first-level Items on this BOM, three of which are subassemblies containing 63
line Items in total.

3. Check the Expand All button to expand all of the subassemblies – you can also click on each
individual arrow to expand.

4. Notice that item 160-00004 has two substitute items; 160-00007 rev 03, and revision 01 of itself.

2-22 © 2021 Arena, a PTC Business | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 |

5. Hover on the quick link buttons to get more information on each BOM item (similar to information
in a search results window); Modified Views, Where Used, unresolved Requests, associated Files, and
Compliance Requirements.

Other BOM Views

6. Click on the other BOM subviews to see additional information such as:

a. Flat – sum of each item quantity

b. Sourcing – manufacturers and vendors for each item

c. Costing – compares up to four costs and rolls up BOM costs

d. Purchasing – suppliers with costs

e. Sharing – what items are being shared with Suppliers

f. Custom – use the Custom BOM drop-down to see the BOM with different layout attributes
(created by your Account Admin).

g. Redline – use the revision drop-down to see BOM differences between revisions of this item.

h. Compare – use the “Select Comparison Item” button to find another finished good BOM to
compare with this one.

Item Revisions View

7. Go to the Revisions view.

8. The Revisions view > Lifecycle subview shows a graphic of the Item lifecycle. You can see that this
item is in the Production stage.

9. Click on the other Revision subviews to see additional information such as:

a. Modified Views – to see what views have been modified you first must select the “Working
Rev” from the Revisions drop-down.

b. Unresolved Requests – shows unresolved Request that contain this Item.

c. Temporary Changes – deviations on this item

d. Future Changes – shows Changes that may affect this Item in the future.

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e. History – shows all released revisions of this item, any canceled Changes, and resolved
Requests.

Item Files View

10. Search for all items in category Connector.

11. In the search results, hover on a few of the File quick link buttons to see the associated files and
whether they are directly associated with the item or coming from the related Supplier Item.

12. Click on the File quick link button for item 125-00003 Socket, Chip, PLCC-44 SM.

The item opens to its Files view where you can see one file associated with the item and one file
linked to a sourced Supplier Item.

You can see that the file “Silicon Chip Temperature Considerations” is designated as Primary.

13. Go to the Specs view > Summary subview where you’ll see a link to this primary file.

You can open the file from the Specs view or from the Files view.
a. Click on the link to open the PDF.

b. Close the PDF view window.

14. Search for all items in category Resistor.

15. Click on the Files quick link button for item 180-00001 Resistor, 10K Ohm, 1/16W, 5%, 0402, SMD.

c. Look at the files associated with this Item; note the Primary file that is shown on the Specs
view.

d. Click on any of the file Titles to download and view the file.

e. Close any of the file viewer windows and go back to the Arena window.

Item Where Used View

16. Click on this item’s Where Used view.

Here you see that this Resistor is used in two assemblies directly and in six highest accessible
assemblies (top-level assemblies).

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17. In the first table, hover on the BOM icon next to assembly 830-00002 and scroll through the first
level BOM items to see this 180-00001 resistor.

18. In the second table, expand assembly 900-00001 to see that this 180-00001 resistor is on level four
of the BOM.

NOTE: From here you can check any of the assemblies and add to a BOM, a Change, or a Request.

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Exercise 2: Creating Items

1. From the Items World drop-down, create an item as follows:

a. Category: <your choice>

b. Item Number: click the Add button <use autonumber for the category you chose>

c. Revision: <leave blank>

d. Item Name: <enter any name>

e. Leaving the rest of the attributes as is, click Create Item.

2. So you can quickly get back to your item, go to the Actions menu and Save to Dashboard.

3. Again, from the Items World drop-down, create another item of your choice.

Duplicate an Item

4. Search for all items where Item Name starts with ‘gps’.

5. Open 900-00001 GPS, EveryRoad US Model 300, Shippable.

Notice this item is In Production with an effective revision of D.

6. Click Duplicate from the Actions menu.

Wizard Step 1: Select Views

7. Check Bill of Materials and Files.

8. Uncheck Include History.

9. Click Specify Views.

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Wizard Step 2: Edit Item Specifications

10. Edit Number, and then select Choose Format, to edit the original item number.

a. Add a dash and your initials to the end of 900-00001 and then Create Number.

Your number should look like this 900-00001-yourinitials.

11. Blank out the Revision.

12. Change the Item Name to “Manual for <your initials>”

13. Change the Owner to yourself – if you’re not on the list then choose “Create new owner”.

14. Leaving all of the other attributes as is, click Finish Duplication.

15. Search for All Items where Creator is your student name (example: Student One)

a. You should find the Items you just created.

b. Check the lines on your Items and Save to Dashboard (bottom of the page).

i. Keep the Specs view as the default view and again select Save to Dashboard.

16. Go to your Dashboard and see your items saved under Bookmarks. Now you can get back to
them quickly from here.

End of Lab

Lesson 3
Searching
This lesson will cover the following topics:

» Default Recently Visited Search

» The Search Bar

» Quick, Basic, and Advanced Searching

» Saving a Search

» Search Results

» Custom Search Results Layouts

» Object Views and Subviews

» The Arena Back Button

» World Dropdown Menus

» Search Results Actions Menu

» Exporting and Printing

» Lab Exercise

Searching

» Show the search bar with the button, hide the search bar with the button.

» Arena offers many ways to search for objects in the Workspace.

o Select a World to run a default search.

o Quick Search looks in many fields that contains your entry.

o Use the basic search bar to construct a search with one line of criterion.

o Create an Advanced search with multiple lines and groups of criteria.

o Run a saved search from your Dashboard or from one of the World drop-down menus.

o Select a Defined search from the basic search bar or the World drop-down menu.

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Default Recently Visited Search

» The “Recently Visited” search is the default for each World.

» Click on a World from the drop-down menu to find the last 20 objects you visited in that world.

» The last object that you recently visited will be at the top of the list.

» The “Recently Visited” search will be replaced if you run another search.

» To get back to the the “Recently Visited” search do one of the following:

o Select “Clear Search” from the Arena back button .

o Select “Recently Visited” from any World drop-down menu.

The Quick Search

» You can do a World specific Quick Search on the title bar.

» Quick Search is an “Any” search that performs a Contains search across multiple attributes. See
more about the “Any” search on pages 2-7 and 2-8.

» In the Title bar hover your mouse over to the World dropdown menu to select the world on
which you want to perform a Quick Search.

NOTE: Quick Search is only available for users with a World Bar Display setting set to Compact View.
World Bar Display settings can be modified within Personal Settings in the User menu.

» After selecting the world, click on the empty Query box. The Quick Search will offer you the
following:

Use one of these offerings or enter text.

» Press space bar to launch a dropdown menu with two Operators:

» Enter the search text and your search results are displayed.

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The Basic Search
» Show the search bar with the button, hide the search bar with the button.

» The search bar remains available at the top of every page.

» Click on a World from the drop-down menu to change the type of object you’re searching for.

» You can also click the Search attribute on the search bar and select an object type.

» Use one of the Arena predefined searches available for each object type.

» Search by one of the core attributes or a custom attribute on the object type.

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All, Starts With, Contains
» Searches return a maximum of 5,000 rows.

» To find all objects leave the value blank and click Go – no wildcard needed.

This search finds all Items.

» To find objects starting with a value, enter the value and click Go – no wildcard needed.

This search finds Items with Numbers starting with 900.

» To find objects containing a value, use the wildcard * before the value.

This search finds Items with 900 anywhere in the Number.

» Use the wildcard * anywhere in the value to specify starts with and ends with.

This search finds Items starting with 900 and ending with 03.

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The “Any” Search
In both Basic and Advanced searches, you can choose to search multiple attributes at once with the Any
search. The Any attribute searches across the following attributes in the relevant world:

World Attribute

Category; Owner; Description; Item Number; Item Name; Creator; Creation Date; Effective Date;
Items
Custom Attributes

Requested Action; Request Number; Problem; Title; Category; Updated Date; Creator; Creation
Requests
Date; Submitted Date; Participant; Custom Attributes

Change Number; Title; Description; Category; Creator; Creation Date; Change Updated Date;
Changes
Change Approval Deadline; Change Effective Date; Change Submitted Date; Custom Attributes

Supplier Name; Supplier Identifier; Supplier Contact Name; Supplier Contact Email; Supplier
Suppliers
Creation Date

Supplier Supplier Name; Supplier Item Number; Supplier Item Name; Description; Creator; Creation Date;
Items Custom Attributes

Files Title; File Number; Category; Description; Author; File Updated Date; File Name; File Format

Project Name; Project Number; Project Status; Project Manager; Program; Creation Date; Start
Projects
Date; End Date

Quality Process Number; Quality Process Name; Description; Quality Status; Quality Process
Quality
Owner; Quality Process Type; Creator; Creation Date; Target Date; Completion Date; Custom

Training Plan Number; Training Plan Name; Training Plan Description; Training Plan Status;
Training
Training Plan Manager; Training Plan Creator

Number; Title; Assigned To; Priority; Found On; Fix Version; Reported By; Created On; Updated
Tickets
On; Description; Custom Attributes

Requirements Number; Title; Status; Assigned To; Priority; Description; Custom Attributes

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» This special search honors the operators AND and OR in the Value field. Note that you must
include a space before and after the operator.

Operator Symbol Function Example

Results must match Search Items for All Items where Any is resistor & 10K -
AND & both terms in a single returns all Items in which "any" single attribute includes the
attribute string "resistor" and the string "10K".

Results can match Search Changes for All In Process Changes where Any is 900
OR | either term in any | GPS - returns all Changes where "any" attribute contains
attribute the string "900" or the string "GPS".

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The Advanced Search
» A more complex search with multiple lines and groups of criteria.

» Click the ADVANCED link at the end of the basic search bar.

» Select an attribute, select an operator, and enter a value.

» To add or remove lines of criteria, click the Plus and Minus icons at the end of each row.

o When there are two or more lines, select the logic AND or OR.

» To add another group of criteria, select New Group and choose the logic AND, OR, or NOT.
Note: Groups are processed in the order they appear.

» To run the search, click Go.

» Use Clear to remove the search criteria and start over.

» To collapse the advanced search click the button.

In advanced search, some attributes allow you to select multiple values, creating an OR logic. Multi-
select is available for the following attributes:

World Attribute

Items Lifecycle Phase; Applied Requirement Name; Category; Modified View; Custom Attributes*

Requests Lifecycle Status; Request Code; Deferral Code; Resolution Code; Your Recommendation; Category;
Custom Attributes*
Changes Lifecycle Status; Category; Custom Attributes*

Suppliers Custom Attributes*

Supplier Applied Requirement Name; Custom Attributes*

Items
Files Category

Projects Project Status

Quality Quality Template; Custom Attributes*

Training Status

Tickets Status; Template; Priority; Found On; Fix Version; Custom Attributes*

* includes custom attributes of type Drop-Down Menu and Predefined Drop-Down Menu.

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Saving a Search
» From a Search Results window, use Save to Dashboard on the Actions menu.

» To save an advanced search to your Dashboard, use the Save button at the
bottom of the advanced search criteria.

» Enter a title and save.

» You can also save the search to a folder on your

Dashboard

» Check “Make Default” to have this search run every time

you select the World.

o If you make your search the default for a World you’ll override the Arena default
“Recently Visited” search for that World.

o Your search will remain the default for this World until you either delete the saved
search, select “Recently Visited” for the World drop-down menu, or choose “Clear
Search” from the Arena Back button.

» The search results table shows columns of information for the objects found.

» The information displayed varies according to the type of object you’ve search for.

» The number of objects found is at the top-left corner of the page.

» Paging controls are available at the lower-right corner of the page.

» Show All is available on the SHOW drop-down menu when the search results lists more objects
than you have chosen to view.

» To sort, click on a column heading.

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Custom Search Results Layouts

» Each Arena World has a default search results layout that cannot be modified.

» You can create your own custom layouts using core and custom attributes defined in your
system.

» A custom layout gives you a simple report form that you can print and download to Microsoft
Excel.

» Hover on the layout drop-down and select Create New.

» Enter a layout name and select the attributes, sort attribute, and sort order.

» Number and Name are required attributes and must be included in all layouts.

» You can modify your layout name and delete your layouts at any time.

» And you can always get back to the original Arena Layout.

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Search Results Quick Link Buttons

» There are many places in Arena that you’ll see buttons which when hovered over will give you a
quick view of additional information.

» Each of these quick views will have an option for you to “Go to . . .” the object and see a
particular view.

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“Checked” Object Buttons

Each line of the search results has a check box in the first column.

You can check one, many, or all of the lines and perform certain functions on them using the buttons at
the bottom of the window.

Items:

Requests and Suppliers:

Changes:

Supplier Items:

Files:

» Items on the search results list can be kept for later use at the bottom of the page.

» Check the lines and click Keep.

» You can continue searching for other Items and the kept items will remain at the bottom of
the search results.

» Kept items can be:

o Bulk edited to modify Spec view attributes (modifies Work Rev)

o Saved to your Dashboard
o Added to a BOM, a Change, or a Request
o Assigned to a Category

» Remove any of the kept items at any time.

» The Kept Items table is removed after you logout of Arena.

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Worlds, Views, and Subviews

» From the search results page click the Number link to see all of an object’s information.

» After opening an object you’ll see the object’s Views and Subviews.

» The object will open to its first view; Specs view for Items, Summary view for Requests and
Changes, Profile view for Suppliers, etc.

» The Views and Subviews of an object will be different depending on the World selected.

» There are many views on an object which hold much information. We’ll cover all of these views
in each chapter of this training manual.

» The Arena Back button is at the end of the basic search bar.

» Hover on the Arena Back button (instead of the browser back button) to get quick access to the
following:

» The last object you looked at – in this example, the last Change.

» The last search results.

» Up to five of the most recently visited objects in each world. In this

example, the last Change, two Requests and the last three Items.

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Search Results Actions Menu
The Actions menu in the upper-right corner has the following
functions:

» Quickly Download the search results to Microsoft Excel.

» Open the search results in a separate browser window.

» Save the search to your dashboard.

» Email a link to the results to other Arena users.

» For search results for Items you can also:

o Export Kept Items to CSV, XLS, or PDX format

o Export Found Items to CSV, XLS, or PDX format

» Print the search results (and then save to CSV format).

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LAB 3: Searching

Exercise 1: Quick Search

1. Hover on the Quick Search drop-down and select

the Changes world.

2. Type “design” and hit return/enter on your

keyboard.

The Search Results comes back with the Changes that have “design” in any of the following
attributes: Change Number; Title; Description; Category; Creator; Creation Date; Change Updated Date;
Change Approval Deadline; Change Effective Date; Change Submitted Date; Custom Attributes.

3. Click in the Quick Search bar and press the Space key on your keyboard to get the two
operators.

4. Select “and” (your could have also typed “and” or &).

5. Type “gps” and hit return/enter on your keyboard. The Search Results comes back with the
Changes that have “design” and “gps” in their attributes.

6. Switch the “and” to an “or” and hit return/enter on your keyboard. Many more Changes that
have “design” or “gps” in their attributes.

7. Select Items from the Quick Search drop-down – notice the criteria “design or gps” remains.

8. Click in the criteria field, delete the text and type “power”, then hit return/enter on your
keyboard.

End of Exercise 1

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Exercise 2: Basic Searching

Basic Searching

Search for all Items by the Name attribute.

1. If the search bar is not visible, click the button.

2. You can hover on the Worlds drop-down and select Items or select Items from the first field in
the basic search bar.

3. In the search bar check to be sure the search fields look like this – make sure you’ve selected
“Item Name”.

4. Without entering a value, click the Go button (or return/enter on your keyboard).

This will find all Items in the workspace. It’s a good idea to search using the Name attribute instead of
the Number attribute because in Arena Name is required, and by default Number isn’t, and some items
may not have a number.

5. Look at how many Items were found.

6. Narrow the search as follows to find Item Names starting with power:

7. Look at how many Items were found.

8. Modify the search, adding an asterisk before device, to find Item Names containing power:

9. Again, look at how many Items were found.

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Search for all Items in an assembly.

10. Modify the search FOR Items in an Assy and click Go. You could have left the *device in the last
field or blanked it out.

11. Search for all Items categorized as an [Assemby]. There are brackets around [Assemby] because
it’s a heading that includes many different types of assemblies.

12. Modify the search, WHERE Supplier Name IS Kemet. These Items are sourced by the supplier
Kemet.

Searching with “Any”

1. Hover on the Worlds drop-down and click on Quality.

2. Find All Quality Process where any attribute contains “rma”.

Notice that the Quality processes returned don’t have “rma” in the Title --- why were they found?

3. Open one of the Quality processes and see if you can find “rma” somewhere (may be on the
Details view). Hint: You can do a Ctrl-F to find text on any Arena screen.

4. Use the Arena Back button to Go Back to the Last

Search Results.

5. Can you find Quality processes where the status is

Completed?

6. Can you find Quality processes where Process

Owner is Arena Trainer?

End of Exercise 2

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Exercise 3: Advanced Searching

1. Click the ADVANCED link at the right end of the basic search toolbar.

2. Search for All Items where Lifecycle Phase is equal to In Design or In Production.

» How many Items were found?

» Look at the Phase column. All items should be In Design or In Production.

3. Add a second line of criteria to the search using logic AND.

» Item Name Does Not Contain “capacitor” and run the search.

» How many Items were found?

4. Change the logic to OR and run the search.

» How many Items were found?

» Look at the Phase column. Now there are items which are not In Design or In Production.

Adding a Group

5. Click the New Group button and select NOT as the logic.

6. Enter the criteria:

Category Is Equal To [Document] (this is a heading for all document categories) and run the
search.

» How many Items were found?

» This eliminated all items categorized as Documents from the first group of items.

7. Change the group logic from NOT to OR and run the search again.

» How many Items were found?

» This added all items categorized as Documents to the first group of items.

8. To start over, Clear the search criteria.

9. Click the Advanced button to go back to the basic search bar.

End of Exercise 3

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Exercise 4: Understanding the Search Results

1. Search for All Items.

2. Sort the search results by clicking twice on the Quality column heading. This brings all of the
Items with open quality processes to the top.

a. Hover on one of the Quality icons to see information about the process.

b. You can open a Quality process from here by clicking on thhe link, or click on the Quality
icon to open the item to its Quality view.