User Story
User Story #1 :
User Story #2 :
👥 What am I doing now ?
I would have to upload a Job Permit document into the Document Management module and understand how to change the version and transfer the ownership.
📖 Module Capabilities
Store all documents in a secure, centralized system to maintain consistency and audit trails.Streamline document review and approval among multiple stakeholdersManage controlled/uncontrolled documents and versioningManage and maintain all document standards, such as ISO 9001, ISO 14001, OHSAS 18001, and more.Set Notifications based on a specific event/ action at the Business Process/ Document Level as the trigger to make sure an email will be sent immediately.
🤩 Niche Features
Version and Authorization ManagementCentralized and Secured StorageAdvanced Document Search
🚶♂️ Walkthroughs:
How to upload a document
Once you are homepage, you can click on the “Document Management” module shortcut
You will land on to your “Manage Document” Screen. This will have list of all the documents which are already in the system.Click on the Upload icon, to add a new document.
Verify the document uploaded, complete the document details on the right hand side pane and save the details.
Click on the Module > Document Management > Manage Documents
Choose a specific folder and file that you would like to update the version for.
3. Update the document version and save
On the left hand side pane Click on Documents > Document Management > Transfer Document
Complete the required field values to choose a document to be transferred and select the new owner/ coordinator.
Click Transfer button once you complete the form with all the required information
🔩 Field Details and Configurability
Section | Field Order | Field Name | Description | Field Type | Dependency | Configuration Details | Custom Setting Constant - Show/Hide | Custom Setting Constant - Mandatory/Non-Mandatory |
Upload Document |
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| 1 | Upload New Document | Selects option to create a new document at the corporate | Action/Button |
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Document Details |
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| 1 | Reason for change | Captures the Reason for the Update to the Details or Document | Text Box | Yes, Refer Business Rules |
| From Configuration Table | From Configuration Table |
| 2 | Title * | Captures the identification name of the document | Text Box |
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| 3 | Internal Document ID | Captures the internal identification details | Text Box |
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| From Configuration Table | From Configuration Table |
| 4 | Primary Folder* | Captures the primary folder name with which the document is attached to/ displayed in (only one selection permitted); Need ability to Add folder from the front end (permission based) | Pick List |
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| 5 | Additional Display Folders | Captures additional folder names with which the document is displayed in (multiple selections permitted) | Pick List |
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| From Configuration Table | From Configuration Table |
| 6 | Department | Ability to select from organizational hierarchy (existing foundation); ability to select one or multiple; Only show if Primary Folder is for a facility | Pick List |
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| From Configuration Table | From Configuration Table |
| 7 | Document Owner * | Captures user who owns the document. Can be the same as the Coordinator or someone else. | Pick List | Yes, On Primary Folder |
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| 8 | Document Coordinator | Captures the name of the document's admin | Pick List | Yes, On Primary Folder |
| From Configuration Table | From Configuration Table |
| 9 | Business Process* | Ability to select the High Level Department/Category for a document (drives what document levels will be available) | Drop Down |
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| 10 | Document Level * | Captures the Document level (drives approval workflows, reviews, etc.) | Drop Down | Yes, On Business Process |
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| 11 | Approval Workflow | Select from the workflows available for the Document Level (if more than one workflow to choose from) | Drop Down | Yes, On Document Level |
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| 12 | Approvers * | Select Approvers from Pick List; Number of approvers added and whether they are sequential/parallel will be based on the Document Level and Workflow selected (dynamic approval workflow) | Drop Down | Yes, On Approval Workflow |
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| 13 | Approval Time Frame * | Automatic due dates based on document level (approval workflow T+) | Text Box | Yes, On Approval Workflow |
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| 14 | Auto Release Document | Automatically releases document (status updates to final) when approved and sends email notification to distribution defined in the setup. | check box |
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| 15 | Published Format * | Determines whether the final “Published Format” of the document will be either converted to a PDF or available in the original uploaded format for the actions "download" and "print". | Drop Down |
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| From Configuration Table |
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| 16 | Document View * | Defines if document will be available to anyone with view permission or only to selected users. | Drop Down |
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| From Configuration Table |
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| 17 | Private Viewers | Specifies who in addition to Document Owner and Document Coordinator can view the document | Pick List | Yes, On Document View if selected as "Private" |
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| 18 | Version* | Captures version number for document | Text Box |
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| 19 | Document Type | Captures the document type - whether it is a spreadsheet or image etc. | Drop Down |
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| From Configuration Table | From Configuration Table |
| 20 | Description | Captures the purpose of the document in short | Text Box |
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| From Configuration Table | From Configuration Table |
| 21 | Key Words/ Tags | Signifies the key words that are will be selected for the document in time of search | Token Text Box |
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| From Configuration Table | From Configuration Table |
| 22 | Reference Documents | Captures associated documents and creates link between documents | Pick List |
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| From Configuration Table | From Configuration Table |
| 23 | Regulatory References | Captures associated regulatory references | Token Text Box |
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| From Configuration Table | From Configuration Table |
| 24 | Periodic Review Frequency* | Date the Document Review will be due | Text Box |
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| From Configuration Table | From Configuration Table |
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| Drop Down |
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| 25 | Periodic Review Start Date* | Start date the Document Review will calculate from | Calendar | Yes, On Status. Displayed when changed to Final. |
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| 26 | Retention Period | Defines period while the document should be active. After defined period document is archived | Text Box |
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| From Configuration Table | From Configuration Table |
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| Drop Down |
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| 27 | Status | Captures the status of the document | Label |
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| 28 | Uploaded/ Referenced by | Captures the name of the user who uploaded the document or referenced the weblink/ hard copy | Label |
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| 29 | Date Uploaded/ Referenced | Captures the date when the document is uploaded or referenced in the system | Label |
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| 30 | Modified By | Captures the name of the user who is latest modifier of the document | Label |
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| 31 | Modified Date | Captures the date of the latest modification | Label |
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| 32 | Submit for Approval | Allows user to submit a document for Approval and sends notification to selected Approvers | Button | Yes, On Status when it is Draft |
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| Cancel Approval Request | Allows Document owner to cancel the approval request for a document in case additional modifications are required in the document | Button | Yes, On Status when it is Pending Approval |
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| 33 | Archive | Allows archiving a document | Button | Yes, On Status when it is Final |
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