Viewing the Document Detail Record

The header of the Document record is always displayed at the top of the window and contains the following information:

• Document Number – Displays a unique number assigned to the Document record (this number cannot be changed).
• Status – Displays the current status of the document, such as INWORKS or CURRENT.
• Document Type – Displays the type of document which dictates the policies for the document.
• Current Approval Status – Displays the current approval status of the document, such as for release review or effectiveness review. It will say routed if the review is in process.
• Title – Displays the title of the document.
• Phase – This is a user defined field that displays the current activities for the document while under the current workflow status, such as IN RELEASE REVIEW or IN PERIODIC REVIEW.

Each Document record contains an owner who is responsible for managing the activities within the Document record, such as authoring the document, managing approval, and managing changes. Document ownership can be changed at any time.

The Org Unit is a business entity (Department, Customer, Supplier) that can be tied to the document for better searching and change control management.

A product and/or business/manufacturing operation that is tied to the document for better searching and change control management.

A Plant Area is a user defined field used to identify additional document information that can be used for searching and change control management.

Review Groups can be predefined at the document type. They display users who need to approve the document and can be changed at any time from each document record.

Dates reflect the lifecycle of the document.

• Prereleased Date – This is the date the document was released for training (if applicable).
• Effective Date – This is the date the document became CURRENT.
• Expiration Date – This is the date the document is due to expire (if an effectiveness review is scheduled). Once the expiration date is met, the document status remains CURRENT. However, you may have to explain to a documentor why it displays as CURRENT if the document has since expired.
• Date to Purge – User can set a date to run a report to see which expired document can be deleted from the system.

This field indicates whether or not the native file of the document has been checked out and is being worked on. If the status indicates Checked Out, then the fields below will display which user has the file currently checked out. Users cannot checkout document files once they have been released (CURRENT).

When a document is checked in, Document Management can automatically create a PDF file, known as a secondary file, of that document. This feature is referred to as AutoSync and though this setting is generally transferred from Document Type, it can be changed by the document owner. When activated, a cover page containing any important information for the document, such as Approval Signatures, Revision History, and Training Requirements, is also generated.

NOTE: This feature can be exceptionally helpful during an audit if you need to print documents for auditors to view.

The Primary File is the native (working) file. It is the file that is checked in and checked out whenever the document needs to be modified. When a file is checked out the system prompts the document author to save the file on their local workstation. Checking a file into the vault is similar to attaching a file to an email.