Document's details

Depending on your user privilege for each document, you may have (or not) access to some options from the document's details screen. Useful information are displayed on the document's details table:

DOCUMENT LOCATION: The current location (the path to the file cabinet) of the document
NAME: The name of the document.
TYPE: The type of the document. Please check the eDMS maintenance section for more information about how to manage document's types.
DOCUMENT OWNER: The owner of the document.
READ ACCESS: Users group that have READ access for this document
WRITE ACCESS: Users group that have WRITE access for this document
EXECUTE ACCESS: Users group that have EXECUTE access for this document
DELETE ACCESS: Users group that have DELETE access for this document
GENERAL DESCRIPTION: The description of the document.
VERSION: The version of the document (active or not).
FORMAT: The file format of the physical file (attached to the document) with the file name.
RELEASE OWNER: The owner of the last release checked in.
PROPERTY: Document's property regarding the internal flow (please check the Maintenance Manual for documents properties management).
STATUS: Current document's status.
CHECK IN DATE: Date of the last release check in for this document
START AT: The start date of the document.
EXPIRE AT: The end date of the document.
RELEASE DESCRIPTION: The owner of this version of the document.
KEYWORDS: We encorage you to specify one or more keywords associated to each document you push into the system. This information will be very usefull when you'll try to retrieve this document by using the integrated search engine.
INFOS FIELDS: Depending on what you have define in the eDMS maintenance, one or more infos fields can be filled in while document checkin process. The content of those fields can be accessed from the document's details screen.

Rem: To add more than one keyword for a same document, you must separate your keywords with a blank character (space).A lot of possible actions are available from the document's details screen:

Table 4.1. List of possible actions on a document

Option	Description
CHANGE DATA	To change some data of the current document: Description Authorities Infos The document's name, type and version are displayed only for information. Rem: Only document's owner can modify the document's property. It's under his/her own responsaibility to choose an appropriate document's flow (defined by the document's property). If you're not the owner of a document, the property drop down list will only contain the current document's property. Then: Give your username, password and a brief description that should explain why you would like to modify data for this document (electronic signature) Click on the SAVE button to apply modifications or on the CANCEL button to go back to the document's details screen
VIEW HISTORY	To display the list of all different releases attached to a document. From this screen you can: VIEW or DOWNLOAD previous release (other than the active one) Access to DOCUMENT DETAILS for the current active version Rem: Because accesses privileges are stored at the 'master record' level (and not for every document's versions), the blue/red eye icon has been here replaced by a black eye icon. Give your username, password and a brief description that should explain why you would like to modify data for this document (electronic signature) Click on the SAVE button to apply modifications or on the CANCEL button to go back to the document's details screen
DOC LOCATION	To modify the location of the current active document version: Give your username, password and a brief description that should explain why you would like to modify the location of this document (electronic signature) Click on the left tree to locate the new file cabinet which will contain the document Give your username and password Enter a brief description that should explain why you would like to move this document Click on the SAVE button to modify the location or on the CANCEL to not apply the modifications
NORMAL VIEW	To go back to the list of documents of the current selected file cabinet
DELETE	To delete the current active version of a document: Give your username, password and a brief description that should explain why you would like to delete this document (electronic signature) Click on the SAVE button to delete the document or on the CANCEL to not delete it and go back to the document details screen Rem 1: Only document's owner can delete a document Rem 2: The only way to work again with a deleted document is to undelete it
UNDELETE	To undelete a deleted version of a document: Give your username, password and a brief description that should explain why you would like to undelete this version (electronic signature) Click on the SAVE button to delete the document or on the CANCEL to not undelete it and go back to the document details screen Rem: Only document's owner can undelete a document
CHECK IN	To check in a new document's version (after a check out): Please check the Add a new document into the system section to know how to check in a new document
CHECK OUT	To check out the current active version of a document (in order to modify it and to check in a new version): Give your username, password and a brief description that should explain why you would like to check out this document's version (electronic signature) Click on the SAVE button to check out the doucment or on the CANCEL to not check out it and go back to the document details screen Rem 1: Only document's owner can check out a document Rem 2: The only way to check in a new document version is to check out the current version before
VIEW	To view the document's content in the main eDMS window Rem: Depending on your browser configuration (plug-ins), the document may or may not be displayed. Please contact your administrator for browser configuration problems. To go back to the previous screen, click on the yellow BACK link at the right side of the message area.
DOWNLOAD	To save the document on your local hard disk or on a server Rem: Please note that a document saved on a local disk will leave the document's flow managed by eDMS

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