# Documents

A document is a reference element that gives a description of a project or product.

Document item describes general information about the document.

The file document will be stored in the tool as versions.

Document files storage

- Document will always refer to a directory where the file is physically stored.
- Directories are defined in Document directories screen.

Document versioning

- Document versioning allows to keep different version at each evolution of the document.
- Document can evolve and a new file is generated at each evolution.
- Type of versioning must be defined for a document.

Approval process

- You can define approvers to a document.
- When all approvers have approved the document version, it is considered as approved and then appears with a check in the list of versions.
- When creating an approver in the list, the approver is also automatically added to the latest version of the document.
- When adding a version to the document, the approvers are automatically added to the version.

Type of versioning

  A document can evolve following four ways defined as versioning type :

  Evolutive

  - Version is a standard Vx.y format.
  - It is the most commonly used versioning type.
  - Major updates increase x and reset y to zero.
  - Minor updates increase y.

  Chronological

  - Version is a date.
  - This versioning type is commonly used for periodical documents.
  - For instance : weekly boards.

  Sequential

  - Version is a sequential number.
  - This versioning type is commonly used for recurring documents.
  - For instance : Meeting reviews.

  Custom

  - Version is manually set.
  - This versioning type is commonly used for external documents, when version is not managed by the tool, or when the format cannot fit any other versioning type.

Section: Description

Field | Description
--- | ---
Id | Unique Id for the document.
Name | Short description of the document.
Type | Type of document.
Project | The project concerned by the document.
Product | The product concerned by the document.
Directory | Place where the document is stored to organize document structure.
Document reference | Document reference name.
External reference | External reference of the document.
Author | User or Resource or Contact who created the document.
Closed | Box checked indicates the document is archived.
Cancelled | Box checked indicates the document is cancelled.

* Required field

Fields: Project and Product

- Must be concerned either with a project, a product or both.
- If the project is specified, the list of values for field “Product” contains only products linked the selected project.

Field: Document reference

- Document reference name is calculated from format defined in the Global parameters screen.

Field: Author

- Positioned by default as the connected user.
- Can be changed (for instance if the author is not the current user).

Section: Versions

This section allows to manage version list of document.

Version list fields
Field | Description
--- | ---
Versioning type | Type of versioning for the document.
Last version | Caption of the last version of the document.
Status | Status of the last version of the document.

* Required field

Version list management

- Click on to add a new version.
- Click on to modifiy a version.
- Click on to delete a version.
- Click on to download file at this version.

> Document viewer

> - Document viewer available for image, text and PDF files.
> - Click on icon.

> Note

> Name of download file

> - The name of download file will be the document reference name displayed in description section.
> - If you want to preserve the uploaded file name, set the parameter in the Global parameters screen.

Fields - Document version dialog box
Field | Description
--- | ---
File | This button allows to upload locale file.
Last version | Caption of the last existing version.
Update | Importance of the update concerned by the new version.
New version | New caption for the created version.
Date | Date of the version.
Status | Current status of the version.
Is a reference | Check box to set this version is the new reference of the document.
Description | Description of the version.

Field: Update

- A version can have a draft status, that may be removed afterwards.

Field: Is a reference

- Should be checked when version is validated.
- Only one version can be the reference for a document.
- Reference version is displayed in bold format in the versions list.

Field: Description

- May be used to describe updates brought by the version.
- This icon appears when the description field is filled.
- Moving the mouse over the icon will display description text.

Section: Approvers

This section allows to manage approver list of a document.

Approver list fields
Field | Description
--- | ---
Id | Id of the approver.
Name | Name of the approver.
Status | Status of the approval of the last version of document.

Button: Approve now

> - This button appears in approver list.
> - Just click on the button to approve the latest version of the document.

Button: Send a reminder email to the approvers

> - This button allows to send a reminder email to all the approvers who have not yet approved the document.

Approver list management

- Click on to add a new approver.
- Click on to delete the approver.

Section: Lock

This section allows to manage document locking.

> Button: lock/unlock this document

> - Button to lock or unlock the document to preserve it from being editing, or new version added.
> - When document is locked it cannot be modified.
> - Only the user who locked the document, or a user with privilege to unlock any document, can unlock it.

> Document locked

> - When a document is locked the following fields are displayed.

> Fields when the document is locked
> Field | Description
> --- | ---
> Locked | Box checked indicates the document is locked.
> Locked by | User who locked the document.
> Locked since | Date and time when document was locked.

Nomenclature

Possibility to take into account the designation of the product in the nomenclature of documents with the new codes :

- {PROD} product designation
- {PROJ / PROD} the project code if specified, otherwise the product designation
- {PROD / PROJ} designation of the product if specified, otherwise the project code