Index

Speaking of

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document properties...

The advanced mode of document creation allows you to define several properties for them, as well as approval and security criteria.

Fields of advanced document

Required information:

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. These are the steps for document inclusion by type: Document, External document, Article, Report or Application.

Comment

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Brief description with relevant information about the document and its content.

Tags

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Labels assigned to the document for easy searching

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. Tags act as keywords and allow the document to be tagged in a more personal and informal manner. You can find the document by browsing or searching. Enter with or without the character “#” to enable auto complete of the tags in the tags field. The auto complete retrieves a drop-down list of the five most used tags based on the characters typed after the character "#".

Version/review description

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Description for the current version/review of the document.

Version/review

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Version/review number of the document

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. This field is only enabled when adding a document and when the "Manual control of the start version" field of the Parameters feature in the Control panel is checked. When the Control Panel field is not checked, the version/review "1000" is automatically assigned to the document, and cannot be changed. This field format is numeric (999,999) and the first three numbers represent the version and the other three represent the review. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. As you select this field, the contents of the document can be changed and its original creation date is changed to the date it was last changed due to the creation of a new version/review.

Version control

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Version control form applied to the document. The available options are:

• New review: when it is selected, all changes made result in a new reviewed version of the current document. It is normally used when the document has a slight change. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new review.
• New version: when it is selected, all changes made result in a new document version. It is normally used when the document has a substantial change in content. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new version.
• Maintain version: when selected, the current document version is maintained. It is used when the current document is no longer valid and it is necessary to replace all of the current content with new, updated content. If the document requires approval, the document’s previous content continues to be displayed until the new version/review is approved. As you choose the “Maintain review” option, the contents of the document can be changed and the date that the original version was created can be maintained, without creating a new version of the document.

Create compulsory version/review

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When selected, it determines that it is not possible to change the document and keep the same version/review, i.e., you can only make changes by creating a new version or review of the document. If this field is checked when posting the document, it remains disabled when editing the document properties.

Document expires?

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When checked, it determines that the document will expire on the date entered in the field "Valid until". Otherwise, the document will not expire and the date entered in the field "Valid until" is not considered. This option will be displayed as checked when the field “Document expires?"– from the Parameters feature in the Control Panel - is checked. And the notification will only be displayed to the document author.

Expiration notification period

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^{For the notification to be sent, there must be a Document expiration task in task scheduler.}

Advance period – in days – from which expiration notification for the document will be issued. If you enter zero (0), it will consider the number of days entered in the Parameters feature in the Control Panel. The notification will be displayed to the document author.

Valid from

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Date from which the document will be available to users – according to their access permissions. This date allows the document's author to schedule its viewing to the other users of the platform, as it will only be displayed as of that date. The future posting date cannot be earlier than the current date and the future post does not send notification e-mail (document approval, new version/review, etc.). When the document is valid only as of a future date, the author views it with a red arrow Image Modified representing that it is a future document.

Valid until

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The date from which the document will be considered expired when the option "Document expires?" is checked. The expiration date is suggested considering the field "Document expiration days" – from the Parameters feature in the Control Panel – when it has any value set. If the field "Document expires" of that feature is not checked, that date is disregarded.

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 When the document is expired, it will appear in red and with the Image Added icon.

Document

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type

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Type to which the document belongs.

Subject

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Subject to which the document is related. You can enter the desired subject from the ones configured on the Subjects screen.

Use internal viewer?

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When checked, this option determines that the document will be displayed in the platform's internal viewer. By default, this field is marked and the documents are displayed in the internal viewer. This field is only enabled for change when it is configured that it should not be inherited from the parent folder.

Watermark

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Allows you to select a watermark according to the records configured on the Watermark screen. When you define a watermark on the document, it becomes mandatory when viewing, downloading, and printing a controlled copy of the document. It is important to note that you need to enable the Internal Viewer to define a watermark.

Icon type

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Graphic element representing the document. When the icon is not selected, the document is linked to a standard icon based on the file extension. You can include customized icons with the Icon registration feature in the Control Panel.

Author

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Author user of the document

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Language

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Language to which the document will be related. The language is used to index the content and document information. Indexed information is used in searches by content. As default, the language determined is shown in the user preferences function. If it is not defined in the user profile, the standard language defined in the Parameters feature in the Control Panel is suggested.

Notify?

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When checked, this option specifies that users who have the subject related to the document as a subject of interest will be notified when the application is posted or updated. If the subject related to the document is a mandatory subject, all active users will be notified, regardless of whether or not it is a subject of interest to these users.

Allows download and printing?

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When checked, this option determines that the document allows its content to be downloaded and printed by users who have permission to do so, i.e., the Download and printing option under the document's Security tab is checked for a user or a group to which the user belongs.

Update properties of a controlled copy?

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When checked, this option updates information in the document properties, which is required to print the controlled copy of the document.

Customized fields

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Custom fields to the document. These fields are registered in the Customizes fields feature of the Control Panel.

URL

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URL to which the user will be redirected when accessing this external document. 

Application

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Application that will be posted in document browsing and that was previously registered in Apps.

Parameters

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Path and name of the application program to be executed.