How do I view the details of a document?

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In document details you can view: user permissions, associated documents, comments, history, read confirmation and compare versions of a document.

  1. Go to Dashboard.
  2. Click on Docs – Documents.

 

3. Click on the “Documents” tab and select the desired document.

4. Click on “Details”.

The screen with detailed document information will be displayed.

  • : Opens the online document view.
  • : Downloads the latest approved revision to the computer.
  •  : Downloads the document to the computer to be revised or changed. During Check Out the document is blocked to prevent simultaneous access.
  • : Send the version downloaded and changed at Check Out to Docs for update.
  • : If it is necessary to notify / inform / request those responsible for the document. According to notifications configured in Qualiex and Docs.

Options

  • Physical Copies: Registration of printed copies distributed in the company.
  • Request New Review: Allows you to request a review of the document.
  • Print: Allows you to print the document.
  • Add to Favorites: Sets the document as a favorite.
  • Access Link: Access a folder through a link.
  • Associate Documents: To link documents.
  • Make Obsolete: Turns a document obsolete.
  • Permission: Document permissions.
  • Review Requests: Displays the pending review of the document.
  • Remove: Removes the document.
  • Remove last revision: Removes the last published revision.
  • Properties: Displays document data.

General

In the General tab we have the document data.

  • Type / Extension: Indicates the document format.
  • Code / Name: Displays the code / name of the document.
  • Folder: Indicates the path of the folder where the document is stored.
  • Classification: Informs the classification of the document.
  • Controlled Document: Informs that the printed copy of the document is controlled.
  • Tags: Shows the labels of the document that facilitates the search.
  • Next Revision: Shows the date of the document’s next revision.
  • Valid until: Shows the validity of the document.
  • Description: Displays the observations inserted when sending the document.
  • Metadata (1): Displays the registered metadata.

By clicking on the  icon the user who has permission can (edit) the document data.

Permissions

  • Clicking on the Permissions tab, you will be able to view the users and what access they have in the document
  • Folder Permissions: Access that the user has in the folder.
  • Print Permissions: Access that the user has to print the document.

Associations

  • Clicking on the Associate Documents tab, you will be able to view the documents that are associated.

On the right side of the screen, you will see more information.

Comments

  • By clicking on the Comments tab, you can make a request, so those involved will be notified by email.
  • Insert the comment and click on the “Comment” button.
  • Clicking on the  icon, the information of the user who left the comment is displayed.

Revisions

Follow all previous revisions of the document, in the Revisions tab.

  • Clicking on the Revisions tab, the revisions made to the document are displayed.

Permission to review the document is required to view.

  • Item: Identifies the number of document revisions.
  • Revision Date: Indicates the date that the last revision was sent.
  • Approval date: When the folder has an approval flow set up, this indicates the approval date. Document submission without an approval flow indicates the date of submission of the completed review.
  • Description: Information inserted when sending the document.
  • User: Employee who made the change.
  • Size: Amount of space that the document occupies in storage.
  1. Review: When there is an approval flow set up when sending documents, click on the  icon to view the flow.
  2. Replace Revision: When sending a document with this option, the revision number does not change.
  3. Replace PDF: Replace the PDF of the revision if there is any change to it.
  4. Download: Allows you to download previous versions.
  5. View: Allows you to view the PDF online from previous versions.

Historic

We do not recommend using a generic user because it is not possible to identify specifically who performed the actions in the system.

  • By clicking on the Historic tab, the changes made to the document are displayed.

Controlled copy printing, document name changes, all changes will be listed in the historic tab.

  • User: Employee who made the change.
  • Date: Date of the change.
  • Rev.: Document revision number.
  • Type: The action that was performed.
  • Description / Note: Description of the change.

Read confirmation

  • Clicking on the Read Confirmation tab displays the data of users who have read the document.
  • User: Employee who confirmed the reading of the document.
  • Date: Date of reading.
  • Rev.: Document revision number.
  • Type: Read confirmation.
  • Description / Note: Additional information.
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