Creating a document using the wizard
Prerequisites
- Access to the Document (DC010) menu.
- Previously configured category.
- Previously created document, with permission for the user to create from an existing document.
- Existing file with permission for the user in SoftExpert Drive to create from Drive file.
Introduction
The document creation wizard in SoftExpert Document guides the user through the process, offering different ways to start a new document in a structured and intuitive manner.
Through the wizard, it is possible to create a blank document from an existing document, from computer files, or from a file stored in SoftExpert Drive.
These options allow adapting the creation process to the needs of each scenario, thus facilitating content reuse and speeding up document creation.
This article will present the steps for using the wizard and selecting the most suitable way to create documents.
Creating a blank document
1. Access the Document (DC010) menu.
2. Expand the arrow next to the +Create button and click on Using wizard.
3. Select the Blank option.
4. Select the document category and click on Next.
5. Enter the document data in the wizard steps:
Attributes
- If there are attributes in the category, fill in the fields displayed in the Attributes step.
- Click on Next step.
General data
- ID #: enter the document ID #.
- Name: enter the document name.
- Document translation: enter the document language.
- Responsible for the document: enter the party responsible for the document.
- Date: enter the validity date of the document or revision.
- Validity definition: shows the document validity time defined in the category configuration.
- Summary: describe the document.
- Check the options to enable the steps: enable extra steps for configuration if desired.
- Click on Next step.
Electronic file
- Drag the electronic files of the document to the specified location.
- Click on Next step.
Summary
- Check the record's summary and click on Finish for the document to be created in the system.
Regarding the Date field:
- When the document category has revision control enabled, this field will only be available for completion if the “Disable creation of released documents in the system” option is not checked. In this case, the field must be used only for documents that have already been draft and that you want to release directly. When a date is entered in this field, the system will cancel the revision flow, releasing the document according to the defined date. The behavior of the system varies according to the date entered:
- Date before or equal to the current date: the system immediately changes the status of the document to Released.
- Date later than the current date: the system will request a confirmation for future publishing. If confirmed, the status of the document will remain as Issue, and its revision will remain as Closure until the defined date, when the document will be automatically Released.
- It will not be possible to fill in this field if the “Disable creation of released documents in the system” option is checked in the category.
- If the document category has the indexing control enabled, filling in this field will be mandatory, and the date entered must be prior to or equal to the current date.
Regarding Validity definition:
- If, in the validity configuration, the default time is set as fixed, the values of these fields cannot be edited.
- If the default time is set as variable, enter the amount of time in days, months, or years, or the deadline until which the document will be considered valid.
Creating from an existing document
1. Access the Document (DC010) menu.
2. Expand the arrow next to the +Create button and click on Using wizard.
3. Select the From existing option and complete the wizard steps:
- Document selection: select the document from which the record will be created and click on Next step.
- General data: the general data of the record will be inserted according to the selected document. Edit the desired information and click on Next step.
- Summary: check the file summary and click on Finish for the document to be recorded in the system.
Creating from one or more files on your computer
1. Access the Document (DC010) menu.
2. Expand the arrow next to the +Create button and click on Using wizard.
3. Select the From a file option and complete the wizard steps:
- Electronic file: drag the electronic files from your computer to the specified location and click on Next.
- Select category: select a category that has permission and click on Finish.
Creating from a Drive file
1. Access the Document (DC010) menu.
2. Expand the arrow next to the +Create button and click on Using wizard.
3. Select the From a Drive file option and complete the wizard steps:
- Electronic file: select the electronic files from your Drive and click on Next.
- Select category: select a category that has permission and click on Finish.
Conclusion
With the document creation wizard, SoftExpert Document offers greater flexibility and convenience when starting the process, allowing documents to be created from different sources, according to the user's needs.
This feature contributes to the standardization of the process, reduces rework, and facilitates the reuse of information already recorded in the system or in external files.
With the document created through the wizard, it is possible to continue with the process, complementing the necessary information and proceeding with the draft, revision, and other steps planned in the document flow.