Document Information Fields

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Document Information Fields

Most of the fields in the following table are available during the Document Add function.

Table 7-1 Document Information Fields
Document ID Required System checks for duplicates Size: 50 Alpha/Numeric	A text string used to uniquely identify the document. Note that this identifier can be changed at any time. It is recommended that you do use a systematic approach to creating and entering document IDs. This helps make searching for documents easier. Document IDs can be created in any format. If the Application Option DOC_CHECKOUT_USING_NAME is set to YES, the system will not allow you to enter an illegal character in the Document ID field. These characters are the standard Microsoft or browser illegal characters: \ / : * ? ‘ < > \|#. Finding Next Document ID Select the search function and use the last page option to get the next document ID for a particular group of documents.
Title Recommended Size: 2000 Alpha/Numeric	The descriptive title of the document. Adding Document Information You might want to have the document open so you can copy and paste from the document into the document information fields (i.e., title and purpose).
Description/Purpose Recommended Size: 2000 Alpha/Numeric	A description of the document to explain its content and/or purpose.
Current Revision Level Optional Size: 50 Alpha/Numeric	The current revision level or number of the document. This should agree with the revision number that exists on the physical document. Changing the revision number is part of the review process. Once the document is tracked in TMS, the system tracks the revision number automatically based on the document’s review cycles. NOTE: Even though you can add a document without a revision level, once you decide to route the document for changes, you must enter a revision number. TMS automatically checks for duplicate revision numbers during routing.
File Source	The electronic location of the document for uploading or opening. Internal TMS (default) will upload the documents in the TMS system. External URL File – Read-Only will open a document located and controlled by another system. If selecting External URL File , you must copy and paste the link before saving the document. If selecting Internal TMS , you must browse to the document that you would like to upload.
Upload File Option	The full path name to the source file for this document. You can use the Browse button to search for the document and select the path. If you do not designate an upload file, the document cannot be checked out for editing or viewing. This could be the case if there is no document (for example, the document represents a training class or certification that you want to track). If you are unable to browse to a document, or the document does not currently exist, you can click the Edit button in the General tab and upload a document at a later date.
Native Extension	The extension of the document when first uploaded into the system using the Document Add function. It is system-generated and cannot be changed without placing the document in review. Selecting step 1 and canceling step 2 displays the Change Document Format link. Clicking this link allows you to browse to the new document format for uploading into TMS.
Document Type Optional Size: 50 Alpha/Numeric	The document type (e.g., work instruction, qualification, procedure). This field is set up under the drop‑down list under Administration and is user-definable.
Location Mandatory Size: 50 Alpha/Numeric	The location where the document is reviewed and used. NOTE: When adding a new location, you must give yourself permission to the location before it will display in the drop-down list. This field is used to control access to documents.
Department Optional Size: 50 Alpha/Numeric	The department assigned to the document. This would be a required field if you want to use the SOP summary report for evaluating metrics on the review process.
Initial Issue Date Optional Date Field	This field is intended to be the date the document was initially put into production but can also be used for the initial issue date for the current revision.
Revision Effective Date Optional Date Field	This field is used to add the effective date of the current revision of the document. This field is updated during the move-to-current process of the review cycle. If the date is beyond the current system date, a prior version of the document displays, if one is available; otherwise, the preview icon is disabled (grayed out). If using PDF revision stamping and you change this date, the system will automatically display the message “Please Wait Document is being Converted to PDF”.
Active	This flag is automatically checked when adding a document. It would be unchecked if the document is in Draft status or is no longer used. If a document is set to inactive (indicating draft), once the document is moved to current, the flag will automatically be set to active.
Review Group Required Size: 50 Alpha/Numeric	The review group for this document. Each document is given a review group, and each review group has a document administrator. The document administrator, sometimes referred to as the owner of the document, is the individual who controls the change process of the document.
Miscellaneous Optional Size: 50 Alpha/Numeric	The data in this field is informational only, and can be used for other purposes, such as author or other information requiring a controlled drop-down list.
Place Document Into Review	If checked, this option will display the Administrator tab after saving the document. This is helpful when wanting to place a document in review immediately after publishing.
Document Expiration Date Optional	The date the document becomes invalid. Use only if the document has a specific expiration period.
Next Review Date Optional Date Field	The date of the next document review. The administrator updates this date after the review cycle is complete. If running the proactive review program, Review Group Administrators are automatically notified if a document is up for review. They can run the proactive review function to easily place the document in review or to capture that the document was reviewed and no change was required. See the topic on Proactive Review for additional information.
Proactive Reviewer/Document Owner	This field is used to designate the individual who receives the notification when the document is due for review. The individual would be required to run the proactive review function to pull the review documents. If no individual is designated, the system will default to either the administrator or the reviewers, depending on the setting called PROACTIVE_REVIEW_SENDTO in the Application Options. The number of days to be notified to receive the notification is set in the PROACTIVE_REVIEW_DAYS. Refer to scheduling automatic programs described in List of Available Application Options for additional information.
Retraining Cycle (months) Optional	The number of months after which employees should be retrained on this document. This field allows you to identify a cycle, or period of time, during which training against a document is valid. At any time, you can run a Cycle Report that causes any employee whose training on a document has expired on the date you specify to be sent a retraining notification activity. After acknowledging the notification activity and signing off that the retraining has occurred, the employee’s training record for that document is updated with the retraining date. To not utilize an expiration cycle, enter 0 (the default). Running the Cycle Notification Report enables the creation of activities and e-mails to either the individual or a manager. See Reports for additional information.
Document Requires Current Training To View (checkbox option) Optional	This option limits access to document information if the user does not have a current training record. There is a corresponding field in the user record. If both fields are checked, the user will not be able to display a document without a current training record. After making changes to this field, you must initiate a logoff/logon session.
Default Training Type (drop-down List) Optional	This list allows you to enter a specified training type to override default training notifications. Training types are defined using the training type option under the administration grouping. (Refer to Training Types for information about setting up training types.)
Default Trainer (drop-down List) Optional	This field allows for specifying the trainer when selecting a training type. (Refer to Training Types for information about setting up training types.)
Required Quiz Document	If using the Quiz module, the associated quiz can be attached to the document for training. Once a quiz is assigned to a document, individuals must pass the quiz to update training. This field is available from the General tab after the document has been added.
Convert Document To PDF Mandatory Automatically set to Default	Required. There are three options: Default, Yes, and No. If using Default, the system will use the global setting for the document extension under document conversion. Selecting Yes or No will override the global setting for the particular document extension. If applicable, the revision stamping and watermark will be added to the document when converting to PDF. When changing a document conversion status from NO to YES, the system will create a PDF and display the message “Document is being converted Please Wait” or automatically remove the PDF if changing to NO for PDF conversion. NOTE: You are able to publish a PDF as a native document. However, for the revision stamping and watermark to appear, you must have PDF Conversion set to YES.
Free Use Fields Optional Size: 255 Alpha/Numeric	The caption and usage of these fields vary and are configured as part of system setup. Refer to Free Use Fields Tab.
Required Quiz Number	This field is system-generated and cannot be changed. NOTE: This field is not available during the document add function. It can be entered from the General tab after the document has been added to the system. If you are integrated with the Quiz module, you can assign a quiz to the document. If assigned, the individual will be required to pass the quiz before training is updated. Once the quiz is added and if you have permission, a link directly to the quiz will be available. Refer to for additional information about the Quiz module.
Created	This field is system-generated and cannot be changed. This field lists the date/time and individual who created the record. If blank, the record was created during installation or the user was deleted.
Updated	This field is system-generated and cannot be changed. This field lists the date/time and individual who last changed the record. If blank, the user was deleted or the record was never updated.

Table 7-1 Document Information Fields

Field

What You Should Enter

Document ID

Required

System checks for duplicates

Size: 50 Alpha/Numeric

A text string used to uniquely identify the document. Note that this identifier can be changed at any time.

It is recommended that you do use a systematic approach to creating and entering document IDs. This helps make searching for documents easier. Document IDs can be created in any format. If the Application Option DOC_CHECKOUT_USING_NAME is set to YES, the system will not allow you to enter an illegal character in the Document ID field. These characters are the standard Microsoft or browser illegal characters: \ / : * ? ‘ < > |#.

Finding Next Document ID
Select the search function and use the last page option to get the next document ID for a particular group of documents.

Title

Recommended

Size: 2000 Alpha/Numeric

The descriptive title of the document.

Adding Document Information
You might want to have the document open so you can copy and paste from the document into the document information fields (i.e., title and purpose).

Description/Purpose

Recommended

Size: 2000 Alpha/Numeric

A description of the document to explain its content and/or purpose.

Current Revision Level

Optional

Size: 50 Alpha/Numeric

The current revision level or number of the document.

This should agree with the revision number that exists on the physical document. Changing the revision number is part of the review process. Once the document is tracked in TMS, the system tracks the revision number automatically based on the document’s review cycles.

NOTE: Even though you can add a document without a revision level, once you decide to route the document for changes, you must enter a revision number. TMS automatically checks for duplicate revision numbers during routing.

File Source

The electronic location of the document for uploading or opening. Internal TMS (default) will upload the documents in the TMS system. External URL File – Read-Only will open a document located and controlled by another system. If selecting External URL File , you must copy and paste the link before saving the document. If selecting Internal TMS , you must browse to the document that you would like to upload.

Upload File Option

The full path name to the source file for this document. You can use the Browse button to search for the document and select the path. If you do not designate an upload file, the document cannot be checked out for editing or viewing. This could be the case if there is no document (for example, the document represents a training class or certification that you want to track). If you are unable to browse to a document, or the document does not currently exist, you can click the Edit button in the General tab and upload a document at a later date.

Native Extension

The extension of the document when first uploaded into the system using the Document Add function. It is system-generated and cannot be changed without placing the document in review. Selecting step 1 and canceling step 2 displays the Change Document Format link. Clicking this link allows you to browse to the new document format for uploading into TMS.

Document Type

Optional

Size: 50 Alpha/Numeric

The document type (e.g., work instruction, qualification, procedure).

This field is set up under the drop‑down list under Administration and is user-definable.

Location

Mandatory

Size: 50 Alpha/Numeric

The location where the document is reviewed and used.

NOTE: When adding a new location, you must give yourself permission to the location before it will display in the drop-down list. This field is used to control access to documents.

Department

Optional

Size: 50 Alpha/Numeric

The department assigned to the document. This would be a required field if you want to use the SOP summary report for evaluating metrics on the review process.

Initial Issue Date

Optional

Date Field

This field is intended to be the date the document was initially put into production but can also be used for the initial issue date for the current revision.

Revision Effective Date

Optional

Date Field

This field is used to add the effective date of the current revision of the document. This field is updated during the move-to-current process of the review cycle. If the date is beyond the current system date, a prior version of the document displays, if one is available; otherwise, the preview icon is disabled (grayed out).

If using PDF revision stamping and you change this date, the system will automatically display the message “Please Wait Document is being Converted to PDF”.

Active

This flag is automatically checked when adding a document. It would be unchecked if the document is in Draft status or is no longer used. If a document is set to inactive (indicating draft), once the document is moved to current, the flag will automatically be set to active.

Review Group

Required

Size: 50 Alpha/Numeric

The review group for this document.

Each document is given a review group, and each review group has a document administrator. The document administrator, sometimes referred to as the owner of the document, is the individual who controls the change process of the document.

Miscellaneous

Optional

Size: 50 Alpha/Numeric

The data in this field is informational only, and can be used for other purposes, such as author or other information requiring a controlled drop-down list.

Place Document Into Review

If checked, this option will display the Administrator tab after saving the document. This is helpful when wanting to place a document in review immediately after publishing.

Document Expiration Date

Optional

The date the document becomes invalid. Use only if the document has a specific expiration period.

Next Review Date

Optional

Date Field

The date of the next document review.

The administrator updates this date after the review cycle is complete. If running the proactive review program, Review Group Administrators are automatically notified if a document is up for review. They can run the proactive review function to easily place the document in review or to capture that the document was reviewed and no change was required. See the topic on Proactive Review for additional information.

Proactive Reviewer/Document Owner

This field is used to designate the individual who receives the notification when the document is due for review. The individual would be required to run the proactive review function to pull the review documents.

If no individual is designated, the system will default to either the administrator or the reviewers, depending on the setting called PROACTIVE_REVIEW_SENDTO in the Application Options. The number of days to be notified to receive the notification is set in the PROACTIVE_REVIEW_DAYS. Refer to scheduling automatic programs described in List of Available Application Options for additional information.

Retraining Cycle (months)

Optional

The number of months after which employees should be retrained on this document.

This field allows you to identify a cycle, or period of time, during which training against a document is valid. At any time, you can run a Cycle Report that causes any employee whose training on a document has expired on the date you specify to be sent a retraining notification activity. After acknowledging the notification activity and signing off that the retraining has occurred, the employee’s training record for that document is updated with the retraining date.

To not utilize an expiration cycle, enter 0 (the default).

Running the Cycle Notification Report enables the creation of activities and e-mails to either the individual or a manager. See Reports for additional information.

Document Requires Current Training To View (checkbox option)

Optional

This option limits access to document information if the user does not have a current training record. There is a corresponding field in the user record. If both fields are checked, the user will not be able to display a document without a current training record. After making changes to this field, you must initiate a logoff/logon session.

Default Training Type (drop-down List)

Optional

This list allows you to enter a specified training type to override default training notifications. Training types are defined using the training type option under the administration grouping. (Refer to Training Types for information about setting up training types.)

Default Trainer (drop-down List)

Optional

This field allows for specifying the trainer when selecting a training type. (Refer to Training Types for information about setting up training types.)

Required Quiz Document

If using the Quiz module, the associated quiz can be attached to the document for training. Once a quiz is assigned to a document, individuals must pass the quiz to update training. This field is available from the General tab after the document has been added.

Convert Document To PDF

Mandatory

Automatically set to Default

Required. There are three options: Default, Yes, and No. If using Default, the system will use the global setting for the document extension under document conversion. Selecting Yes or No will override the global setting for the particular document extension. If applicable, the revision stamping and watermark will be added to the document when converting to PDF. When changing a document conversion status from NO to YES, the system will create a PDF and display the message “Document is being converted Please Wait” or automatically remove the PDF if changing to NO for PDF conversion.

NOTE: You are able to publish a PDF as a native document. However, for the revision stamping and watermark to appear, you must have PDF Conversion set to YES.

Free Use Fields

Optional

Size: 255 Alpha/Numeric

The caption and usage of these fields vary and are configured as part of system setup. Refer to Free Use Fields Tab.

Required Quiz Number

This field is system-generated and cannot be changed.

NOTE: This field is not available during the document add function. It can be entered from the General tab after the document has been added to the system.

If you are integrated with the Quiz module, you can assign a quiz to the document. If assigned, the individual will be required to pass the quiz before training is updated. Once the quiz is added and if you have permission, a link directly to the quiz will be available. Refer to for additional information about the Quiz module.

Created

This field is system-generated and cannot be changed. This field lists the date/time and individual who created the record.

If blank, the record was created during installation or the user was deleted.

Updated

This field is system-generated and cannot be changed. This field lists the date/time and individual who last changed the record.

If blank, the user was deleted or the record was never updated.