Who is this article for?

Ideagen EHS Users uploading a document.

Access to Document upload access is required.

The first step in the document lifecycle is to upload the new document. Once uploaded, the document can be reviewed, approved and distributed to end users.

This article outlines the following steps:

1. How to Upload a Document
2. How to Add Document Details
3. How to Submit the Document for Approval
4. Further Reading

1. How to Upload a Document

1. Click Documents and then Document Management.
2. Click Manage Documents.
3. Click the Upload button.

4. Click the Select Files section and upload Document(s)

2. How to Add Document Details

1. Click Add Details and complete the required details.
2. Click Save.

All fields marked with an asterisk are mandatory for adding the Document details.

• • • Title: A clear and concise name of the document
    • Internal Document ID: The unique document id, if applicable
    • Primary Folder: The folder where the document will reside in the folder structure
    • Additional Display Folder: The additional folder where the document will be displayed
    • Department: The business unit/department where the document is applicable
    • Document Owner: The author of the document
    • Document Coordinator: The co-author of the document, if applicable
    • Business Process: The assigned business process of the document
    • Auto Release: The ability to release the document automatically once approved
    • Published Format: The preferred document file type
    • Document View: Document Access to be applied for users access, Public or Private
    • Verison: Document Verison
    • Document Type: The Document file type
    • Description: A summary of what the document entails
    • Keywords/Tags: Clear and Concise terms that can be used to refine a document search.
    • Reference Document: A list of approved Documents that support the Document being uploaded
    • Regulatory References: The Regulatory Entities that are appropriate for the Document's existence
    • Periodic Review Frequency: The known time frame for a review of the document for any changes.
    • Retention Time: The known time frame in which the document should be retained.

3. How to Submit the Document for Approval

When the document details are complete then it is time to submit the document for approval.

Document approval is the process of reviewing and approving documents to ensure that they meet regulatory requirements and internal standards.

Approvers identified on the document record will be notified of their required actions when a document is submitted for approval.

To submit a document for approval:

1. Click Documents and then Document Management.
2. Click Manage Documents.
3. Open the document record.
4. Click the Submit For Approval button. 

4. Further Reading

• Getting Started with Document Management