# Documents

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

The document element describes the general information.

The file will be stored in the tool as versions.

files storage

Document will always refer to a directory where the file is physically stored.

Directories are defined in Document directories screen.

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.

# Document directories

Document directories management allows to define a structure for document storage.

- The files of document will be stored in the folder defined by the parameters Document root and Location.

- Document root is defined in Global parameters screen.

Section Description

Required field
Field | Description
--- | ---
Id | Unique Id for the directory.
Name | Name of the directory.
Parent directory | Name of the parent directory to define hierarchic structure.
Location | Folder where files will be stored.
Project | Directory is dedicated to this project.
Product | Directory is dedicated to this product.
Default type | Type of document the directory is dedicated to.
Closed | Flag to indicate that directory is archived.

Field Parent directory

The current directory is then a sub-directory of parent.

Field Location

Location is automatically defined as «Parent directory» / «Name».

Field Project

This project will be the default to new stored documents in this directory.

Field Product

This product will be the default to new stored documents in this directory.

If the project is specified, the list of values contains the products linked the selected project.

If the project is not specified, the list of values contains all products defined.

Field Default type

This document type will be the default to new stored documents in this directory.

# 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.

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

Required field
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.

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.

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).

# Version management

This section allows to manage version list of document.

Required field
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.

- 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

Document version dialog box

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.

Note

`Approve now`

This button appears in approver list.

Just click on the button to approve the latest version of the document.

`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.

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.

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

- When the document is locked, it can not be downloaded except for the user who locked it or a user with privilege

- Only the user who locked the document, or a user with privilege can unlock it

- You can forbid Global Parameters

# Nomenclature

product designation in the document 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