Chapter 6. Add a new document into the system

Table of Contents

Step 1: document's information
Step 2: document's content (upload of the physical file)

eTo add a new document into the system, click on the NEW button from the menu area. This process will be done in two steps (two different screens):

Rem: Only users who are part of the documents creators users group are able to create new documents.

Step 1: document's information

Before to start to enter document's information, you can check if the current document's loation is the good one (from the document location info field). If this is not the right place, please select first the appropriate file cabinet for this new document and then click again on the NEW button to add your new document.

Rem: Note that you can also modify the document's location before it's creation by clicking on the DOC LOCATION button from the document details screen.

First, you have to give some information regarding this document before to push it into the system:

  • NAME: To identify your document, you have to give it a name. This information is required by the system.
  • TYPE: Document's type. This information is required by the system. You can manage the content of this drop down list from the maintenance screen.
    • A document can have the same name of another document if his type is different than the type of the other document.
    • A document cannot have the same name AND type of another document pushed into the system.
  • PROPERTY: Document's property. This information is used to define the document's flow. Only document's owner are able to modify the document's property. Its under his/her own responsibility to choose and appropriate property (which define the document's flow) regarding the document's type. Please check the next releases section for future implementation. This information is required by the system. You can manage the content of this drop down list from the maintenance screen.

    The 'none' value is used by default. This value means that no flow (control and/or validation) will be affected to this document.

  • DESCRIPTION: You can describe the content of the new document by adding some text into this area. This information is not required.
  • 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.

    Rem: To add more than one keyword for a same document, you must separate your keywords with a blank character (space).

  • AUTHORITIES: You must specify (required information) which group of users will have access to this new document. Four specific accesses must be defined:
    • READ
    • WRITE
    • EXECUTE
    • DELETE

    The 'nobody' value is used by default. This value means that only the document's owner will be granted with those authorities.

    Rem: You can manage the content of this drop down list from the maintenance screen.

  • START DATE: You can specify when the document will be available for users. If no date is specified, the document is immediately available. To specify a date, click on the calendar icon and select a date. For validation reason, you cannot enter a date manually into the date field (which is in fact in readonly mode).
  • END DATE: You can specify when the document will be expired. If no date is specified, the document will never be expired. To specify a date, click on the calendar icon and select a date. For validation reason, you cannot enter a date manually into the date field (which is in fact in readonly mode).

    Rem: From this version, if you would like to modify the end date of a document release, you must push a new release into the system with the modified end date. Please check the next releases section for future implementation.

  • INFOS: You can use this non required inormation to manage, for example, an internal worklfow specific to your company. By this way, you can add some comments for each point of the Infos drop down list.

    Rem: You can manage the content of this drop down list from the maintenance screen.

    Note for Administrators: Infos attributes are stored sequentialy for a document. The sequence is linked to the infos fields sequence defined from the maintenance. The only link between the content of the infos fields and the infos fields labels is this sequence (e.g. if the label of the third info field is modified from the maintenance, it will be modified for ALL documents)

  • VERSION START: In order to manage the different versions a document can have, you must specify here a version start. This required information is splitted into three fields (eg: 1.0.1).

Once at least all required information is entered, click on the NEXT button to switch to the upload screen.