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Editing Document Information

To edit a document’s information:
  1. With the DOCUMENT LIST page displayed, click the icon for the document entry.

    The DOCUMENT DETAIL page displays.

  1. Click the tab of the document information that you want to edit.

    If permissions are granted, the following tabs have information that you can edit directly from the Document Detail form.

    NOTE: An individual will be able to edit this tab if they have Read/Write permissions to the Job table.
    • DISTRIBUTIONS
    • ATTACHMENTS
  1. If available, click the Edit button.

    The DOCUMENT EDIT page displays, showing the fields corresponding to the tab that you selected.

  2. When you are done making your changes, save them by clicking the Save button.

    The following topics describe the fields in each of the editable DOCUMENT tabs.

General Tab

The fields in the GENERAL tab are the same as those completed when the document was first created. For more information, refer to Adding a New Document.

Free Use Fields Tab

The fields in this tab are site specific. Unlimited (custom) free use fields can be added to the document table. These fields are automatically searchable using Document Search. Deleting a free use field will delete all information contained in the field. Access to the free use field list requires Read/Write to document locations. Users with Read Only access are able to view the document’s free use fields from the document detail page. You can also add the free use fields to your Favorite Searches.

Related Documents Tab

The RELATED DOCUMENTS tab can be used to specify other documents that may be affected by changes to the current document, or for listing all documents referenced in the current document. The relationship that is established provides a link directly to the affected document and document information. This relationship provides the ability to hyperlink to related documents without opening up the main document.

The records for Relating Documents (view only) designate all documents that are related or referenced to the main document and all documents that are using the main document as a referenced or related document. When viewing related documents, the system will check the Revision Effective Date before displaying the document.

To edit related document information:

  1. Click the Edit button.
    The edit version of the RELATED DOCUMENTS tab displays.

  1. To specify a related document, select the document in the AVAILABLE DOCUMENTS list, and then click the Add button.
  2. To remove a related document, select the document in the RELATED DOCUMENTS list, and then click the Remove button.
NOTE: The Load Grid button loads all the documents used for building the relationships. If you have a large number of documents, this could take a while, so you might prefer to use the Search button. The Search button allows you to search on numerous parameters such as job, type, and title. This might be helpful when creating relationships using a specific group of documents.
Notes Tab

This tab allows you to add or edit miscellaneous notes about the document when the document is in the review process. For example, you may want to enter information that you do not want to forget the next time the document is reviewed.

To add a note or edit the existing notes: Click the Edit button. The edit version of the NOTES tab displays.

Enter or edit the information in the NOTES field, then click the Save button to save what you entered.

Activities Tab

This tab displays activities that relate to the document during the review process. If you are the Review Group Administrator , you can delete activities that are no longer valid (e.g., if someone is no longer required to review or approve a document or activities were sent in error).

To delete an activity:

  1. Click on the Delete icon located next to the activity you want to delete.

    You are prompted to confirm the delete operation.

  1. Click the Delete link to delete the activity.

    Or, click the Exit/Cancel button to cancel the delete operation. .

To reassign an activity to another user or change the activity due date: Click the activity’s Edit icon. An email notification will be sent to the new recipient after the reassignment or if you change the Due Date for the existing recipient.

NOTE: Users for review activities for which documents are checked out cannot be reassigned. You must first cancel the checkout, then do the reassignment.

Training Tab

This tab allows you to define which users have been trained on the current document.

To edit training information:

  1. Click the Edit button.

The edit version of the TRAINING tab displays.

  1. To specify user training, enter the EFFECTIVE DATE, select the user from the AVAILABLE USERS list, and then click the ADD ITEM tab. When entering historical training information, you can use a grandfather date as the effective date of training. If you need to change the effective date, you must first remove the record with the incorrect date and then re-save the record with the correct date.
NOTE: The Load Grid button loads all the users for building the relationships. If you have a large number of users, this can take some time, so you might prefer to use the Search button. The Search button allows you to search on numerous parameters, such as department.
  1. To remove a user from the TRAINED USERS list, select the user, and then click the Delete Item button.
  2. Save the changes and then click Exit/Cancel.

Refer to Training Manager Tasks for complete instructions on recording and reviewing employee training.

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