Who is this article for?

Administrators responsible for driving user adoption.

Administrator access required to set up module.

This article includes:

1. Features

1. Features

Centralized Storage

• Keep documents in one secure, centralized system to maintain enterprise-wide consistency.

Configurable Folder Structure

• Multiple structures permitted, No limit on the number of child folders within the structure.

Multi-Layered Security

• Control access to documents based on document level or folder level.
  • Public - Assign Scope by Locations .
  • Private - Assign Scope by Individuals.

My Tasks

• Display of all tasks assigned to and pending for logged-in user.

Navigation

• Users may access documents by drilling through the folder structure, selecting on View (ie: Recent Documents view), or via Document Search.
• Search allows user to search for a document based on Keywords, Document Title, Description, Regulatory References, Document Owner.
• Filter by Business Process, Folder, Document Level, Document Owner, Date.

Document Search

• Search document in mobile. Displays released documents across the locations. 

Document Upload

• Ability to simultaneously upload multiple; drag and drop functionality.
• Permission based.
• Status "Uploaded Pending Details" is only viewable to the user who uploaded.
• Allowable file types: MS Word, MS Excel, MS PowerPoint, Images, Pdf, Text, Video and Audio.
• Assign document folder to display the document based on category.
• Assign owner and coordinator to maintain the document.
• Workflow to approve the document.
• View document based on the public or private option. The private option will allow seeing documents to specific users only.
• Identify published format.
• Keyword/Tag for quick search, add tags to search document quickly.
• Set the version and periodic review schedule.
• Retention period to auto-archive the document.

Approval Business Process and Workflow 

• Select the business process and workflow to approve the document.
• Identify Reviewer, Evaluator and Approver.
• Submit the Document for approval.
• Reviewer, Evaluator and Approver can approve or reject the document.

Check-in/Check-out

• Owner and coordinator can check out a draft or rejected document for editing.  This will not allow others to make any changes during checkout. Check in the document after the update by mentioning the reason for the change.

Document Release

• If the document has been set to Auto Release, it will be released automatically after approval. Otherwise, the owner or coordinator needs to release manually or select a future date for release.

Periodic Review

• Owner and coordinator can review the document periodically. They can approve or revise or archive the document as required for further use.

Change Request

• User with permission can submit a change request for the final document. The document owner can review, approve or reject the change request.

Document Acknowledgment

• User needs to acknowledge the document review if it set as mandatory for the document.

Quick Options

• Document list provides the below features.
• Preview a document by opening it on the browser, subject to browser support.
• Print a copy of the document.  All printed documents must be stamped "Uncontrolled Document" (configurable header/footer).
• Share document using email or document access link for the anonymous user or link using the application.
• Download document.
• Delete document .
• Create a new version of the document.