Table of Contents
Settings for document management
In the settings for document management, you can make default settings for the way the system handles documents. Document number. Generate document number. If this setting is activated, a consecutive…
Table of Contents
In the settings for document management, you can make default settings for the way the system handles documents.
Document number
Generate document number
If this setting is activated, a consecutive unique number is automatically assigned to newly created documents. This is based on the document type selected when the document was created.
The assigned number is made up of the code of the document type and a sequential number. You can define how this number is generated for each document type in the Document type catalogue.
The document number is assigned once during creation and does not change afterwards (even if the document type is changed later).
You can only change the automatically assigned number by temporarily deactivating this setting. Then the field "Document type" is no longer a mandatory field and the field Document number can be edited freely for each document.
Append language code to automatically created number
If this setting is activated, the language code is appended to the generated document number. Example: CL-00014-EN. In this case, the Language field becomes a mandatory field for each document, since this entry is required to generate the document number.
Approval process
In this section you can set a default value for how many months a document should be valid after publication.
If you then start publishing a document with or without the approval workflow, the default value from this setting is first entered in the corresponding validity fields. To prevent the user from replacing this default value with a longer validity, activate the checkbox <Users are not allowed to enter a validity exceeding the default >.
In addition, a default value can be set for how many days/weeks/months before the expiration date the system's reminder mail should be sent to the document responsible. This value is also preset when publishing documents and can still be changed in individual cases.
The <Show validity for viewers> setting can be used to restrict whether people without write access can see information about the validity of a document in the system. This refers to the display in the details and various lists, and restricts information on status, valid from and valid to.
Attachments
Word documents will be published as PDF by default
If this setting is activated, Word file attachments of documents are first automatically converted to PDF files for viewers when they are created. Editors and Designers can still edit the Word file.
However, you can decide later in the document details for each document whether you want to publish it in Word format or as a PDF.
Add data to file name for versioned documents
With this setting, the name of file attachments can be automatically extended by the information offered. Using drag & drop, the available information can be dragged into the "Used" area and their order can be changed.
Based on the file name pattern, you can see a preview of how the name of all file attachments would change. In the example, the actual name of the file is followed by the current version number and the document number, each separated by underscores, so that the user sees the following view in the document details:
Document details
Here you define whether the "Responsible" field must be filled in when creating a document.
You can also specify whether archived versions of published documents remain visible to viewers. These can be viewed and compared with each other in the version menu.
How did we do?
Process view
Document templates
