Documents Module: walking through the system
Where you’ll be able to check all pending tasks assigned to the logged user once a document has been uploaded into the system. In order for tasks to start showing up, a document must be added to the system. All the tasks assigned to your user will be shown on the home page, along with their status, the pending activity, the document’s name and due date.
If there isn’t any document in the system, this option will be displayed on the home page. Once there are documents uploaded, you can find this option on the top of the page.
Title: Define a title for your document.
Category: This is where you’ll have to either create a new category or select one that has already been registered.
In case you decide to add a new document category, you’ll need to add the initials of the category and a category name. The stages field is where you’ll define which stages the documents under this new category will go through. There are the elaboration (where the document is created), the consensus (which is an extra approval), and the final approval step.
Code: A code for this document will be generated automatically.
Process: In the process drop-down you can select which process this document will belong to or you can choose to register a new process as well.
PIC (People in Charge): it is where you’ll select which user will be responsible for each step, from elaboration to approval. The steps that will show up here will change according to the stages that are part of the category selected.
If you haven’t already registered a new user, you’ll only be able to select yourself as responsible for performing the steps in this section. Next to elaboration drop-down, you can define a due date (A) for the elaboration to be done.
The consensus and approval steps come with a default of 7 days to be performed
Publication: It is where you can select to notify other users through email when publishing this document, restrict the document view, print and download access to specific users
The last checkbox is available if you want to set an expiration period.
After saving, you’ll be notified in your email inbox that you have a new task, which in this case is the elaboration one. If you click on your email to view your task you’ll be redirected to the Elaboration screen. You can choose to attach a file from your computer or to create one right in the system.
If you’d like to edit the details of this document, you can also do so by clicking on the edit details option.
In this case you attach a file. You can see the document once it has been uploaded by clicking on open.
There is also the option to add attachments to this file if you want to.
Once you’re all set, just click on finish step.
A notification will pop up confirming the elaboration of the document and the user that has been notified about the following step.
After finishing the elaboration you can choose to view the document details or close.
Click on open file to see the document and here you can choose to approve it or not. In case you (or any user assigned to this step) disapprove a document, you will have to add a reason why it was disapproved and then the document will automatically return to the elaboration stage.
But if you want to approve it,just click on approve and the document will be sent to the next step.
Click on open file to see the document and here you can choose to approve it or not. In case you or any user assigned to this step disapproves a document, you will have to add a reason for why it was disapproved and then the document will automatically return to the elaboration stage.
But if you want to approve it, then just click on approve and the document will be published and available on the search menu.
- Documents: Search documents by its name or partial name.
- Status: You can search for published or unpublished documents.
- Category: Search documents by category.
- Process: Search documents by process.
Master Document List:
Where you’ll find all the documents present in the system. In this tab you have the option to export the master document list to Microsift Excel.
When you open a document in the system, you have the document details option available.
Here you can download the file and attachments, and the controlled and uncontrolled copy options.
You can also see which users performed the documents revision
You are also able to see the users in charge of each step that this document went through.