To register a new document, follow the steps below.
Click on the New Document menu:
Next, the screen to enter the document information will be displayed:
In the Title field, enter the name of the document.
In the Revision field, enter the document's revision.
In the Category field, select the document's category.
In the Code field, the system will automatically suggest a sequential code. If you prefer, you can manually change this code.
In the Organizational Units field, select the units related to the document. You can add more than one unit per document.
In the Process field, select the process related to the document.
After entering the document registration information, select the Next option to proceed with the registration. To exit the screen, click the Back button. If you choose this option, all previously entered data will be lost.
On the next screen, you can enter the information of those responsible for reviewing the document, according to the steps enabled in the registration of its category.
In the Elaboration field, enter the user responsible for drafting the document, and in the Due Date field, specify the number of days they will have to complete this step.
In the Proofread field, enter the users who will review the document by consensus, and in the Due Date field, specify the number of days they will have to complete this step.
In the Approval field, indicate the users who will approve the document, and in the Due Date field, specify the number of days they will have to complete this step.
After entering the information for those responsible for the document, click Next to proceed with the registration. To go back to the previous screen, click Back.
On the associated documents screen, you can link documents that are related. This step is optional, if you don't want to include associated documents, simply click Next to move on to the next step. To include associated documents, just click the Associate Documents button.
The system will display a list of all documents available for association. You can enter the name of the document you want to help locate it more easily. Then simply select the document and click Save.
If the associated documents need to be reviewed when the main document is published or revised, the option "When publishing, request review of the associated documents" must be selected.
After adding the associated document, you can click Next to proceed with the document registration.
On the next screen, you can set your document’s configurations, but filling out this information is optional. If you wish to complete the document registration, click Save.
The Notify users by email after publication field allows you to specify which users or user levels should be notified when the document is published. To select user levels, use the Select group(s) option, and to add individual users, use the Select user(s) option.
The Validity period field allows you to define an expiration period for your document. To do this, simply select the duration for which it will be valid. You can set the validity in years, months or days.
It is also possible to set a specific expiration date for the document. To do this, select the option Specific date defined in the elaboration. This way, the person responsible for drafting will be able to define the document's validity during their task.
The Restrict the document access field allows you to define which users or user levels can view, download, and print the document. To do this, follow the steps below:
In the View available to field, enter only the users or user levels who will be allowed to view the document.
In the Print available to field, specify only the users or user levels who will be allowed to print the document.
In the Download available to field, enter only the users or user levels who will be allowed to download the document.
Note: If you want to grant any of the permissions to all users, check the All option for the permission you wish to grant to everyone.
Note 2: When selecting a user or a group in the viewing restriction, the system will provide an option to restrict access for other groups/users from even seeing that document on the consultation screen. In other words, besides not being able to access the document, users who are not included in the restriction will not be able to see the document at all on the consultation screen.
The Notify user when controlled copy is updated field allows the system to open a Pending Copy Printing Task so that these obsolete copies are updated at the distribution locations according to the new revision.
After setting the document configurations, click Save to complete the document registration. To go back to the previous screen, click Back.
Next, the system will inform you that the document has been registered and will be forwarded to the responsible user for preparation. To learn more details about this step, click on this article.
