Document Settings

Audience: Document Administrators

Document management | Document creation | Document modification | Document review/expiry

 

Document Settings are where the standard operations for document management and the document navigator are defined.

To amend or review the document settings, navigate to Home > Documents>Settings. Here you should see a screen similar to below:

 

[click image to expand]

 

Included in this area are settings concerning Document management, creation, modification and default review/expiry conditions. There should be no regular need to go into document settings however, if something is not performing as well as expected with documents, this would be the first place to come to in order to check the default settings.

 

Details of all of the available settings are listed below. If you do make any amendments, be sure to select the Save button at the bottom of the password policy screen.

 

Document management

Option	Description
Hide navigator tree	Hides the Navigator tree view by default. The sidebar is collapsed but can be viewed by clicking the toggle button
Navigator default document	This will be the default document down when the user selects the Navigator option. If left blank, no default document will be presented

 

Document creation

Option	Description
Apply control to new docs	When set, will raise approval path actions for controlled documents when first created. Otherwise, the approval path is only activated for subsequent versions
Send notifications for new documents	When set, will trigger a system notification and an email to members of a document type notification group when 'new' documents are uploaded (and approved where required)
Use standards	When set, enables the classification of documents by standard(s)
Use organisation areas	When set, enables the classification of documents by organisation area(s)
Use org ID	When set, allows user to specify a document ID. Otherewise, the system users its internal document number as the document ID.
Notification acknowledgement period (days)	Number of days (1-999) a user is given to complete an acknowledgement task. Once the number of days has been exceeded, the task will be listed as overdue.

 

Document modification

Option	Description
Send live document for approval	Allow a document to be sent for approval without having to perform a version change
Archive document custom field changes	When set, the system will keep archive copies of changes to document control data (provided physical deletion is not set). Otherwise, archiving is restricted to superseded and deleted versions.
Auto remove	When set, Auto remove is automatically enabled when creating new document types if 'Use expiry procedures'
Controlled deletion	When set, will raise approval path actions for controlled documents when a demand is made for their removal if not checked document will be archived without approval.
Physical deletion	When set, documents are removed from the system at document deletion and not audit history is retained.
Save document as	Set the default File Name options when Navigator users select Copy/Save as.

 

Document review/expiry

Option	Description
Use document reminders	When set, system will trigger a task list notification and an email for document reviews and expiry reminders
Reminder period (days)	Number of business days from review or archive date, before (or after) which reminders will be raised. Must be between + and - 100 days
Follow up reminders	When set, system will issue repeat reminders for document reviews and expiry
Number of follow up reminders	Number of repeat reminders to be sent for document review or expiry. The value must be between 1 and 10.
Days between reminders	Number of days to elapse before sending subsequent reminders. Range is 1 to 50.
Review period (months)	Default number of months for review of issued document (between 1 and 999) to be provided when creating a new document type with review procedures are enabled.
Feedback period (days)	Period in business days (5-100) after feedback is created to derive the due date for task lists.
Expiry period (months)	Default number of months for expiry of issued document (between 1 and 999) to be provided when creating a new document type with expiry procedures are enabled.