# 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.

Documents screen

Description section

Required fields
Field | Description
--- | ---
Id | Unique Id for the context.
Type | Type of the document
Project | Name of the project to which the document is attached
Product | Name of the product to wich the document is attached
Directory | Choose the directory in which the document should be saved
Document reference | Automatic reference created from the parameters saved in the global parameters
External reference | Manual reference corresponding to your activity
Author | The author, the creator of 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.

Field Author

Positioned by default as the connected user.

Can be changed (for instance if the author is not the current user).

Section Lock

This section allows to manage document locking.

When a document is locked the following fields are displayed.

Lock document section

- 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

## Document versioning

This section allows to manage version list of document.

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.

Versioning section

- Click on to add a new version.

- Click on to download file at this version.

- Click on to modifiy a version.

- Click on to delete a version.

- Click on to display the history for approvals for 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.

Document viewer

- Document viewer available for image, text and PDF files.

- Click on to display the pop up.

Document version dialog box

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

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.

## Approval process

You can define approvers for a document.

Only users assigned to the project linked to the document can be added.

- Click on to add an approver

- Click on to delete an approver

The approvers

When an approver is created in the list, the approver is also automatically added to the latest version of the document.

When adding a version to the document, approvers are automatically added to the version.

Each approver can see the list of documents to approve on their Today screen.

Documents to be approved on the today screen

On the Documents screen, the approver can approve or reject the document.

All approvers of the document can view the response of other approvers.

Documents to be approved on the today screen

Once the document is approved, the line is then checked and the date and time of the approval recorded.

If the document is rejected, the line is then marked with a cross.

> Approval status

> This status allows you to globally track the status of the approval.

> It can be used in a filter, like all the other fields of the document object.

> calculated according to the approval status of the latest version of the document and may take the following values:

> - Without approval: if no approver has been added to the list of approvers

> - Rejected: if at least one approver rejected the version of the document

> - Pending approval: if there is at least one approver who has not approved the document and no one has yet rejected the version of the document

> - Approved: if all approvers approved the document.

> Note

> The quick search only display documents that are in directories to which the user has rights.

> Send a reminder email to approvers

> Send an email to approvers who have not yet validated the document.

> Those who have already validated it will not receive this email.

> The sending will be effective if an email address has been registered for the user.

## Document directories

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

Location

- 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.

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

- 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.

- The Default type will be the default to new stored documents in this directory.

Directory access rights

- The list of documents only displays Documents that are in directories for which the user has read rights.

- You can define the access rights to documents according to the profile at each level of the document directory tree.

- There is no notion of inheriting rights to subdirectories.

- You define for each profile the CRUD right (create / read / update / delete) on each directory.

- The rights defined in the “Project dependent data access” rights screen will only be used as a definition of default values when creating a directory.

See: Documents rights per directory

Note

- Note that if a directory is dedicated to a project, the profile used for assigning rights is the user’s profile on this project, otherwise it is his default profile.

- The assignment of modification or deletion rights without assigning read rights is inconsistent and will not be taken into account.

## 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