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Document Manager Appendix

Command Icons

Icon Title Description
Add Selecting the Add icon refreshes the screen ready for data entry. If you make a mistake entering data select the New icon again to refresh the screen. Entries to the previous record will not be saved.
Delete Existing records can be deleted from the system with the use of the Delete icon. Entries to new records cannot be deleted unless the record has been saved first.
Upload A file needs to be uploaded for this Document (version). Select the Upload icon to call the Upload for Document screen.
Graphics Upload This Document contains references to Graphics files, which are as yet unloaded. Select the Graphics Upload icon to call the Graphics Upload for Document nn screen.
URL Identification This Document contains hyperlink references, which EQMS needs to have linked. Select the URL Identification icon to call the URL Identification for Document screen.
Cancel Once a Controlled Document has been deleted, a status Awaiting Deletion is displayed until the deletion has been authorised. Select the Cancel icon to reject the deletion process.
Structure Uploaded documents require linking or relinking to the document structure. Use the Structure icon to do this.
Links Selecting the Links icon displays which structure component(s) the Document is linked to in the Navigator tree.
Edit Selecting the Edit icon engages the document drafting functionality.
Check-Out Documents can be checked out of the system by using the Check-Out icon. This then allows controlled changes to the document prior to performing a version change.
Check-In The Check-In icon allows the document to be checked back in to the system. Depending on system settings this icon permits a version change or it will upload a Draft document back into the system
Change Controlled documents require approval before a new version can go live. The request for change details associated with a controlled document can be displayed using the Change icon.
Changes Documents can have changes associated with them. Select the Changes icon to display all existing changes associated with a particular document.
Save Selecting the Save icon can save newly created or amended records. However, some records require mandatory input before they can be saved.
Undo Incorrect changes made to an existing record can be returned to their original state by using the Undo icon. With a new record the Undo icon refreshes the record and all input boxes are empty.
History Existing records may have further information attached to them. This information can be viewed by selecting the History icon. This is also used for viewing preceding change Action results.
Log Info If a change is made to a document you may be asked to enter reasons / comments about the change. By selecting the Log Info icon these comments will be displayed.
Feedback Documents can have Feedback associated with them. Select the Feedback icon to display any feedback messages sent to the Document owner about a specific Document and the Document Owners responses.
Back Selecting the Back icon will display the previous screen. However, any changes made to a record will not be saved unless you have first used the Save icon.
Print New and existing records can be sent to the printer by choosing a record and then selecting the Print icon.
Print Summary The Print icon produces a summary of the documents detail presented in a report providing information on approvers, change log comments, archive history, review date, owner and number of accesses.
Actions Changes can have actions associated with them. Select the Actions icon to display all existing actions associated with a particular Request for Change.
Escalation Approval Paths, Change Paths and Actions can have associated Escalation Paths. Select the Escalation icon to display the associated Escalation Actions.
Settings Selecting the Settings icon displays the extended properties for the Action and lets the Actionee view which Action variables they have permission to run.
Abandon Selecting the Abandon icon allows the Actionee to abandon the RFC.
Refer Selecting the Refer icon allows the Actionee to create a Referral Action for return or continuation.
Notes Selecting the Notes icon allows the Actionee to see the results of a Referral Action.
Repeat Selecting the Repeat icon allows the Actionee to re-issue all, or a selection of the preceding completed Actions.
Password Selecting the Password icon allows System Administrators or Users to change the User password.

 

Screen Command Icons

Icon Title Description
Sorting

Click on a field header and the record set is sorted in ascending order or descending order of that field. (For example; ID, Title and Control Status)

Delete

Selecting the Red Cross symbol next to a record offers the option to delete that record.

Underlined New links Click on a new link and the Details for New Record screen will be displayed for the entering of new details.
Underlined Field Titles Click on an underlined field title next to an input box and further information associated with that field is displayed.
Incoming Request Icon Incoming Requests display Change details or Action details. It is not possible to delete Incoming Requests.
Outgoing Request Icon Outgoing Requests display Change details or Action details. It is not possible to delete Outgoing Requests.

Personal Reminders Icon

Personal Reminders displays reminders associated with the user currently logged on. It is possible to delete personal reminders.
Notification Icon Notifications display the Details for Live Document screen, apart from Group Notifications not requiring acknowledgement. It is possible to delete Notifications and Group Notifications not requiring acknowledgement.
Acknowledge Notification Icon Group Notifications requiring acknowledgement display the EQMS Acknowledge Notification screen. Check the Acknowledge check box, and depending on the system settings provide your EQMS password. The Notification will be removed from your To Do List. It is not possible to delete Group Notifications requiring Acknowledgement.
Calendar Icon Click the calendar icon select a date from the automatic date selector.
The New Icon Click the new icon to enter a new record associated with the input field it is next to.
Selection List icon It is possible to select multiple Groups and Users when assigning permission to a particular document or document type using the User/Group Selection List icon.
Instructions Icon Click on the Instructions icon to view instructions relating to Review dates and Expiry dates.
View Document Icon Click on the View Document icon to see the Document associated with a Review or Expiry Notification.
Copy To Icon Once multiple selections have been made from the User or Group selection list it is possible to commit the assignee details to the permissions set on a particular document or document type, using the Copy To icon.
The Go Icon To search for documents containing particular text strings or to view audit schedules associated with a particular date, enter the search text or date and select the GO icon. The appropriate results are then displayed.
Group/User Restrictions Icon This denotes that the linked Document has Group and/or User Restrictions applied to it.
Linking Documents Icon Documents that have been uploaded into the EQMS system can be linked to the document structure. This is achieved using the Linking icon.
Remove the Link to a Document Icon Documents that have been linked to the document structure can be removed from view. This is achieved using the Remove Link icon.
Link Structure Component to Document Icon It is possible to link a Document to an existing structure component. This is achieved by selecting the Link This Structure Component to Document icon.
Add Structure Component Icon It is possible to add structure components within the document structure or when linking an uploaded document. This is achieved using the Add Structure Component icon.
Delete Structure Component Icon It is possible to delete structure components within the document. This is achieved using the Add Structure Component icon.
View Structure Component Detail Icon It is possible to view document metadata within the document structure. This is achieved using the View Document Detail icon.
View Document Icon It is possible to view a linked document within the document structure. This is achieved using the View Document icon.
Copy Structure Icon It is possible to copy sections of the document structure in order to replicate existing structure components. This is achieved using the Copy Structure icon.