Creating and Managing Documents

Creating Documents: Key Considerations

When adding a new document record, pay attention to the following:

• Organizational Hierarchy: Ensure the document is associated with the correct part of your organization's structure (e.g., specific Site or Department). This influences visibility and reporting.
• Reference Number (Reference No.): This field is important for uniquely identifying the document and its subsequent versions. Your organization may have specific conventions for this number.
• Review Scheduling (Next Revision Date): Setting this date accurately is crucial for the automated review cycle. An overdue date will move the document to Pending Review.
• Content Source: Decide whether to upload the document as a file attachment or link to an existing online document using the External Link field.
• Stating Purpose: The Purpose field is essential for users to understand the document's objective.
• Initial State & Saving:
  • Using Save (or Save as Draft) typically keeps the document in a Draft state, allowing you to complete or review it internally before making it official.
  • Using Submit (or a similar action like Make Active) usually transitions the document to the Active state, making it available according to its access permissions.

(For general guidance on uploading files, see "Adding Attachments". For how forms are typically submitted, see "Submitting Forms".)

Managing Document Versions

To update an existing Active document with a new version:

1. Open the document record.
2. Use the New Version function, typically found in an Attachments or Versions area of the form.
3. Provide any required version details (such as a version number or a summary of changes) and upload the new file. The system will maintain a history of previous versions. Remember to also update the Next Revision Date if applicable.

The Document Review Process

When a document's Next Revision Date arrives, or if it is in Pending Review:

1. The designated Owner is typically notified.
2. The Owner should review the document for accuracy and relevance.
3. Based on the review:
   • If changes are needed, create a new version (as described above) and set a new Next Revision Date.
   • If no changes are needed, simply update the Next Revision Date.
   • If the document is obsolete, it should be archived (see below).
4. Ensure the document is returned to the Active state if it is to remain in current use.

Archiving a Document

When a document is no longer current or needed for active use:

1. Open the document record.
2. Use the Archive function or workflow action. The document will be moved to an Archived state. This removes it from general circulation but retains it for historical purposes, typically hidden from standard views. (See "Archiving Records" for more general information on archiving.)

Finding, Importing, and Exporting Documents

• Finding Documents: Utilize the system's search bar and column filters to locate documents. You can often customize which columns are displayed in list views and save preferred search configurations. (For more details, see "Searching Records," "Customising Column Headings," and "Saving Search Views.")
• Importing & Exporting: Your Administrator may have tools to import document metadata (the descriptive information about documents, not the files themselves). If metadata is imported, the actual document files must then be attached manually by creating versions for each record. Exporting document metadata also follows standard system procedures. (Refer to the "Importing Data" and "Exporting Data" general guides for more information.)