Video tutorial
Tutorial content:
- Creating documents and their types
- Example of sorting documents
- Graphical display of documents in a tree structure
- Example of creating document folders
1. Creating document types
For effective work with documents, it is advisable to first create several types of them (eg document, guidelines, template, etc.), into which we will classify the newly created documents. In the Documents and guidelines application in Settings, and then in Document types, click on the New document type button. In the open edit form of the new document type, enter the document type, select the color for the document designation and save. Once we have created the required number of types, we can proceed to the document creation process itself.
2. Document creation
In the left navigation bar, click on All internal documents and then on the New document button. In the open edit form of the new document, fill in all required fields – fill in the subject, select one of the previously created document types and set its status.
We can also enter keywords, have the document number and version filled in, enter a comments on the document, or upload an attachment.
In the Approval process tab, you can request the approval of an internal document according to a pre-set approval process. The preset approval process can be further customized for a specific record or document.
In the Document rights tab, in the User list and Area of responsibility sections, you can set which users or user groups the document record will be displayed. If you leave these sections blank, the document will be displayed to all users. In the Changes section, we can set up user groups that will have the right to edit the document. If you leave the Changes section blank, only members of the user group Organization Documents – Full Access will be able to change the document.
In the Notifications tab, we can set the sending of an information e-mail about the document to those users who have the scope set for the given document.
An overview of the changes of the given document is stored in the tab Archive and Other.
We will save the document after filling it out.
3. Document reports
On the Active internal documents page, we see the tree structure of our active documents, which we have the right to read. Within a tree structure, we can simply drag and drop documents within them to create document folders. We can search our Active documents in tabular version by clicking on Search.
The user with full access can see All internal documents on the view page, and the administrator Read rights - all documents clearly shows the settings for read rights to documents, which can be better set within the tree structure.