Information about new and existing documents is recorded on the Document Record page. The document name and version number appear in the page title. If your IQ database is setup for archiving and the document has been archived, the page title will contain Archived. This page provides fields for all information about the document, including codes and dates. A document record contains the following panels: General, Attachments, Status Log, Discussion and Versions. These panels let you view general information, a log of all actions taken for the document and any discussions about the document. The following actions are available on all four panels in the Document record Upload New Version, Make New Version, Check Out Document, Upload Document Changes, Edit Checked Out Document, Undo Check Out, and Check In Document.
The General
panel provides fields for entry of assigned to, dates, codes, and other
information. It also shows Usage Statistics
Actions for this panel let you attach a new or existing workflow, copy, delete, and view the document, and uploading a new version of the document. Actions are also available that let you check the document out of and back into the server. A message will appear when the document is checked out and you select Close or Save and Close. Click OK to check in the document or Cancel to leave the document checked out.
Fields on the General panel include: Document ID, Parent ID, Created By, Version #, Size, Created Date, Revised Date, Review Date, Expired Date, Document Name, Directory, Assigned To, Description, Type, Status, Track Change, Document Codes and Workflow Codes. Information is entered automatically in the Document ID, Parent ID, Created By, Version #, Size, Created Date, and Revised Date fields and cannot be changed.
Type the date on which the document is to be reviewed if your organization has a policy of regularly reviewing documents that are in use. You may also click the calendar icon next to this field and select a date there. Optionally, you can type a plus sign (+) followed by a number in this field to enter a date that is nn days from the current date. The date must be after the current date. If Enable Document Alerts has been selected in your IQ System Configuration Settings, IQ will send you an alert email on the review date.
Type the date on which the document is set to expire or click the calendar icon next to this field and select a date. In addition, you can type a plus sign (+) followed by a number to enter a date that is nn days from the current date. The document status will automatically be changed to Inactive on this date, if Enable Document Alerts has been selected in your IQ System Configuration Settings. An expiration date is useful when you know a document will no longer be valid at a certain point in time.
This field contains the file name and file extension of the uploaded file. You may change the name and remove the file extension. IQ stores the file extension in your database when the document is uploaded.
The folder you selected when you created the document appears in this field. If you didn't select a folder or if you want to change it, click in the field and select a folder from the list.
Your user name appears in this field when you add a new document. You can search for existing documents based on this information, and links to documents that you create appear in the documents section of My Work. You can change the Assigned To name by clicking the lookup icon next to the field and selecting an additional or different user(s).
This optional field lets you save information about the document. Information entered into this field is displayed in the Description column on the Documents panel when the document is attached to a Workflow record. This is a text-entry field, which means you can type and delete text in this field just as in a word processor. You can spell-check text entered into this field by clicking the spell check icon next to the field.
There are two type codes for documents: Document, and Document Format. The type is selected when you create the form letter and appears in this field. The Form Letter and Format types are available in this field (for form letters) so that you can change a format to a form letter and vice versa. Note: If the form letter contains any attached files or documents, the count for each will appear to the right of this field.
The default status of a new document is Draft. Additional document statuses are Approved and Inactive.
This field only appears if the document's file extension is .doc, .docx or .xml. This field allows you to control whether or not Microsoft Word's Track Changes option is automatically turned on or off each time you check out the document. Select Manual if you would like to manually turn track changes on and off from within Microsoft Word each time you check out the document. If you select this option, track changes will remain in whatever state it was in when the document was last saved.
To attach a document code to a document, enter it in the Document Codes field by typing it or clicking the search icon next to the field to display a dialog list box and selecting a code from the list. You can search for existing documents based on document codes. Note: The Change Data action on the Document Search Results allows you to add or remove codes to multiple documents at the same time.
This field provides a way to limit the list of available document formats to those with a workflow code that matches the selected workflow code in the workflow record when creating a new document. For example, if a user selects Attach New Document in a workflow record, which contains the SSA workflow code, then the document formats will be limited to those with the SSA workflow code.
The Attachments panel lists any files that are attached to the Document and provides actions for attaching and detaching both files and documents.
The Status Log panel shows all actions taken on this document, including the date, time, and user who performed the action. The log shows changes to the status and when the document was checked out and checked in. Whenever record security is set or changed for a document, a notation is placed on the Status Log panel that shows the date, time, and user who changed the security.
The Discussion panel contains a discussion topic tree with topics and their associated replies. Select the New Topic action to add a new topic. The subject of each topic is highlighted in blue and the subjects of the associated replies are slightly indented below each topic. Note that a discussion topic tree can be deleted if your user-id has been granted access to Security Lock #221 in Document Security.
The Versions panel displays complete version history of the document including revisions, usage statistics and the ability to view any version of the document. It also provides the ability to promote an earlier version of the document to replace the current version. Actions on this panel include Add Workflow, Attach Workflow, Add Document WF, Copy, Delete, View Document, Upload Document Changes, Make New Version, Check Out Document, Check In Document, Edit Checked Out Document and Undo Check Out.