Documents that have had a revision request are indicated by the icon and need to be evaluated to decide if the revision is necessary.

Pending revision requests are listed in the Pending > Revision Requests shortcut.

After reviewing and updating the document in Docs, through checkout and checkin the revision pending icon disappears automatically.
If a revision of the document is not necessary, remove the revision pending manually.

• The document that needs to have the revision pending completed, click on the  icon and the screen to finish will be displayed.
• Select the pendency and click on Finish.

Insert the note to remove the revision pending and click OK.

Documents in flow or with read confirmation enabled must be viewed and employees must confirm they’ve read it.

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

Documents that have read confirmation enabled are indicated with the  icon.

Double-click the document or select the document and click .
In the document preview window, click on “Confirm Reading”.

For business units that have the Password Confirmation for Critical Operations item enabled in the Qualiex security options you will need to enter the password to confirm reading the document. Readings confirmed with a password are indicated with the icon  in the document history.

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.

Menu

• : 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.

• 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

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

• 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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Spreadsheets with edit protection display an error when trying to view them in the online viewer in DOCS, a copy of the spreadsheet must be obtained.

When selecting the document and clicking  the spreadsheet icon in Docs, it displays an error message.

To view the spreadsheet, it is necessary to select the document and click on the icon .

By default, Docs assigns the user who sent the file as the author of the document , but it is possible to change it.

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

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

4. Click Options> Properties.

The document properties window will appear. You can change the name of the Processor.

If you have metadata configured in the selected classification, it will be displayed for completion in the Metadata tab.

After filling in the fields, click on “Save” to complete and change the name of the Processor.