Creating a document
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This article is valid for the new Document (DC010) unified menu in system version 3.0:
- Access the release notes for more details about the significant changes in the menu unification.
- Click here to access the valid documentation for the former creation menu.
Prerequisites
- Access to the Document (DC010) menu.
- Configured category.
Introduction
A document is a text or any record that proves the authenticity of a fact and that constitutes an element of information, regardless of the format or support used for the record.
In SoftExpert Document, the file menu is available for the creation of documents that have some value to contracting organizations, in order to enable an effective content management.
In the record, in addition to storing the electronic file of the document, the user can define the data related to it, such as the party responsible for revising it, its description, its validity date, its keywords, etc.
As an example, a meeting minutes document will be created in this article. Meeting minutes are documents that record a meeting or event, used when employees must view the topics that were covered.
In our example, the document will be released at the end of its creation, that is, it will not go through revision steps, as meeting minutes are documents created specifically for viewing purposes whenever necessary.
The document creation process described below is also valid to create documents that will go through revision.
However, the steps to be taken before and after this article must follow the flow for document creation with revision, mentioned in the Learn about SoftExpert Document article.
Creating a document
Watch the video below for a practical example of the creation of a document:
- Click here and learn how to add single and multiple files to a document.
- Click here and learn how to add complex files to a document.
- Click here and learn how to configure the External sharing tab.
- Click here and learn how to configure the Relationship tab.
- Click here and learn how the Associations tab works.
Conclusion
Once the configurations of the document are finished and saved, it will be released. This is the last step for users who wish to create the document only, without configuring a revision in its category.
If the document has the Revision control enabled in its category, the system will ask the user if they wish to start a new revision.
If so, the system will automatically create a revision for the document, according to the revision process configured for it:
- ISO9000 based: use the Participant section to add, edit, or import the revision participants.
- Workflow: the system will display the ID # of the started workflow.
If the control is not enabled, the document will be available for the user to create revisions from it at any point.