Frequently Asked Questions

DOCUMENT MANAGEMENT

Q: Can I view a folder/document at more than one location?

A: Yes, folders that are Public can be viewed by multiple locations. This setting is configured by the System Administrator under the Setup menu option.

Q: Are Users notified when a document is loaded?

A: If “Acknowledgement Required?” is checked, Users will be aware that a new document is available and must be acknowledged. A User will receive an email notification which includes a link to the document in the system. They can select the checkmark to approve the receipt of the document. Also, in the All Tasks panel, you can access the documents by selecting the Pending Acknowledgement link. This is the only notification for Users. Reviewers and/or Approvers receive a notification when a document is pending the review/approval.

Q: How can we access an Archived document?

A: Only Users with the assigned permission can view an archived document. Do the following to see an archived document.

1. Click inside the filter search box (Located to the left of the Upload button).
2. Click Advanced Filter
3. In the Status box select Archived.
4. Click the Apply button. Archived documents will appear in the table below.

Note: See image below for reference.

Q: Where can we enter the Version letter for a document (Example: A, B, C…etc.).

A: Place the version letter in the Internal Document ID field. This field is in Document Details. 

Note: See image below for reference.

Q: Is there an audit trail when a document is transferred?

A: Yes, select a document, from Document Details click the arrow and then select Audit Trail. The date and time of the transfer is visible there.

Q: Is there a list of who can approve a document?

A: The list of reviewers or approvers is present in Workflow Options, which is visible when uploading a document.

END OF DOCUMENT MANAGEMENT SECTION