Viewing the Document Detail Record

The header of the Document record is always displayed at the top of the window and contains the following information:

• Document Number – Displays a unique number assigned to the Document record (this number cannot be changed).
• Type - Displays the type of document which dictates the policies for the document.
• Phase – This is a user defined field that displays the current activities for the document while under the current workflow status, such as IN RELEASE REVIEW or IN PERIODIC REVIEW.
• Current Approval Status – Displays the current approval status of the document, such as for release review or effectiveness review. It will say routed if the review is in process.
• Status – Displays the current status of the document, such as INWORKS or CURRENT.
• Work Group Access Only - Specifies whether or not the document is work group access only. Security can be set up for a specific document by enabling the Work Group Access Only option. If Work Group Access Only is enabled, only users listed in the Work Group link in the document tree of the Document record are able to view the document. When the Work Group Access Only checkbox in the Document record is checked, it overrides the Document Type Apply Security setting which means that the roles and access rights defined under the Document Type > Securities folder no longer apply and only work group members can perform document functions.
• Owner - Displays the owner of the document.
• Prerelease Date - Displays the date the document was released for training (if applicable).
• Effective Date - Displays the date the document became CURRENT.

Displays the title of the document.

Displays the location of the master copy of the document.

Specifies whether or not a copy of every build of the document will be kept. If this is set to Yes, the system keeps previous copies of rejected documents prior to releasing the document after approval. If it is rejected, the build changes and a copy is stored in the database.

Each Document record contains an owner who is responsible for managing the activities within the Document record, such as authoring the document, managing approval, and managing changes. Document ownership can be changed at any time.

Displays the code of the user who created the document.

The Org Unit is a business entity (Department, Customer, Supplier) that can be tied to the document for better searching and change control management.

A product and/or business/manufacturing operation that is tied to the document for better searching and change control management.

A Plant Area is a user defined field used to identify additional document information that can be used for searching and change control management.

Review Groups can be predefined at the document type. They display users who need to approve the document and can be changed at any time from each document record.

If this option is set to Yes, then the document will automatically expire on its expiration date.

Dates reflect the lifecycle of the document.

• Prerelease Date – This is the date the document was released for training (if applicable).
• Effective Date – This is the date the document became CURRENT.
• Expiration Date – This is the date the document is due to expire (if an effectiveness review is scheduled). Once the expiration date is met, the document status remains CURRENT. However, you may have to explain to a documentor why it displays as CURRENT if the document has since expired.
• Date to Purge – User can set a date to run a report to see which expired document can be deleted from the system.

If this option is set to Yes, then each new revision of a document record replaces the previous revision of the document in the document’s References folder.

This field indicates whether or not the native file of the document has been checked out and is being worked on. If the status indicates Checked Out, then the fields below will display which user has the file currently checked out. Users cannot checkout document files once they have been released (CURRENT).

When a document is checked in, Document Management can automatically create a PDF file, known as a secondary file, of that document. This feature is referred to as AutoSync and though this setting is generally transferred from Document Type, it can be changed by the document owner. When activated, a cover page containing any important information for the document, such as Approval Signatures, Revision History, and Training Requirements, is also generated.

NOTE: This feature can be exceptionally helpful during an audit if you need to print documents for auditors to view.

The Primary File Name is the native (working) file. It is the file that is checked in and checked out whenever the document needs to be modified. When a file is checked out the system prompts the document author to save the file on their local workstation. Checking a file into the vault is similar to attaching a file to an email.