Objective


This article will show you how to view a published document, use the features available on the viewing screen, and access the document details.


INDEX


Prerequisites

  • To have permission to Search documents.
  • Have permission to view the desired document.


Step-by-step



1. Access the menu Search -> Internal Documents. Locate the document using the search or available filters. To learn more about the query filters, click here. Click on the desired document.



2. The document preview screen will open, where you can view the file and use the features described below.














1.  Enlarges the document's viewing area.

2.  Returns the view to its default size.

3.  Rotates the document view.

4.  Increase the zoom level.

5.  Decrease the zoom level.

6.  Displays the current page of the document. If the document has more than one page, use the < and > arrows to navigate between them.

7.  Print the document. Clicking on this icon will display the following options:

8.  Download the document. Clicking on this icon will display the following options:

  • Download file
  • Download the file and attachments, if the document has attachments. To learn more, click here. 


3. To view the document information, click the Details button.



Document details

When you open the panel, you will be able to view the following information.


 

  • Basic Information: Displays all the information registered in the document, such as process, organizational units, and category.


  • Attachments: Displays the attachments added during the document creation process. If the user has the "Edit published file" permission , it will also be possible to add, replace, or remove attachments.


  • Associated documents: Displays documents related to the current document, if any associations are registered. 


  • Revisions: Displays the document's revision history, containing information such as: Revision number ; Publication date; User responsible for requesting the revision. ( Expanding a revision also allows you to see the reason for the revision.)


  • People in charge : Displays the individuals responsible for each step in the review workflow, as well as the completion date for each step.


  • Views: Shows the users who have read the document and the date they viewed it.


  • Distributed Copies: If there are distributed controlled copies, their details will be displayed. If the user has the Delete Distributed Controlled Copy permission , the trash can icon will also be displayed to delete the print history. To learn more about permissions, click here.


  • Control: Displays the Documented Information Control information defined in the document category. To learn more, click here.


Available actions:
In the details panel, the following may be available (depending on permissions):


 

  • Edit register:  Allows you to edit the document's registration information. To learn more, click here .
  • Review: Allows you to request a review of the document. To learn more, click here.
  • Deactivate: Allows you to request the deactivation of the document. To learn more, click here.




  • Share: Allows you to copy the document link to share with other company colleagues or view the QR code for access via mobile devices. To learn more, click here.

  • Change file: Users with the  Update published file  permission will be able to modify or delete the published file; for more details click here.


To close the details panel, click the X icon in the upper right corner, or to return to the query screen, click the Back  button in the upper left corner of the screen. 



Additional Information

  • The options displayed may vary depending on the user's permissions and responsibilities.
  • Some sections only appear when there is registered information.
  • The actions of editing, reviewing, and deactivating depend on the permissions enabled in the user group; to learn more, click here.