Application documents can be created from Document Manager, provided valid document types exist in the database. Document types are defined by the System Administrator in the
Administration Module. See the Document ManagerAdministration Guide for more information. Image documents cannot be created in Document Manager; however, they can be imported or scanned into the system.
To create an application document: 1. Use one of the following methods:
•
Right-click on the folder or sub-folder in which you want to create the document and select New from the pop-up menu.•
Select the folder or sub-folder in which you want to create the document and click the New button in the Document group on the Folder tab.•
Right-click in the white space of the folder pane to display the pop-up menu and select New.The Create New Document dialog box displays:
2. Enter the Access Permissions for the new document. If no access permissions are entered, the document inherits the parent folder permission settings.
3. From the DocType drop-down list, select the document type for the new document. Only application document types are available when creating a new document. Image document types are only available when importing or scanning documents. If there is a plus (+) button displayed next to the DocType drop-down list, it means the user is allowed to select from the full list of document types (by clicking the plus button). If there is a minus (-) button displayed, only the document types specified for the selected drawer (set in the
Administration Module) display in the DocType list. If the document types for the drawer are forced, there will be no plus/minus button.
4. If the document is to be created as a read-only document, the Read Only box must be selected. If new application documents are created as read-only, documents can be edited at the time of creation. However, once saved, the document cannot be edited (this field may be selected by default – an indication that the System Administrator has set the document type to always be read-only). For more on read-only documents, see the next section, 11.3.1 Read-Only Documents.
5. Enter a description for the document in the Doc Description field.
6. Enter the information in the index fields. Index fields are colour-coded:
•
Yellow indicates a required field; this cannot be left empty.•
Green indicates an optional user-defined field, which can be left empty.•
Red indicates a Workflow field that cannot normally be completed or edited except during a workflow process.7. The Access From field determines whether the document can be accessed from the Document Manager desktop client and/or the Internet and intranet (using Document Manager Web). Leaving this option blank means the document inherits the Access From properties from its parent folder. This list describes the Access From options:
•
DM only: Documents can only be opened from the Document Manager Desktop Client.•
DM and Internal Web: The document can also be accessed from the Document Manager Desktop Client and via an internal intranet using Document Manager Web.•
DM and World Wide Web: The document can be opened from the Document Manager Desktop Client and from the Internet using Document Manager Web.•
DM and Web Access: The document can be accessed from the Document Manager Desktop Client and via both intranet and Internet using Document Manager Web.NOTE: The Access From settings also can also be applied at the folder level.
8. When you have finished setting the document properties, click OK. Document Manager will open the new document of the type selected in the DocType field (for example Microsoft Word). If the document type has a template assigned to it, the template will open;
otherwise a blank document will be opened (the document type templates are set by the System Administrator).
9. When you have finished with the document, save the document and close it. There is no need to specify where to save the file (as in Windows® Explorer).
11.3.1
Read-Only Documents
Document Manager enforces the read-only property on a document to prevent changes.
Read-only documents are documents that have been marked (either automatically or explicitly by a Document Manager user) to prohibit further modification. To determine if a document is read-only, look at the Properties column in the Folder View:
Figure 23: Documents with Read-Only Property
A read-only document can still be opened (subject to access rights) with the associated application, but Document Manager opens a temporary copy of the document, thereby preventing any
changes being made to the original. This protects the master document in Document Manager. For example, Audit Logs are always read-only documents.
Each document type can have a default status (Read-Only or Read-Write) assigned to it by the System Administrator. In most cases, documents will be read-write to allow edits.
In order to set or modify the read-only property of a document, permission must be granted by the System Administrator to ‘Set Read-Only’. The same logic applies to changing a document status from read-only back to read-write (see 6 Access Control and Permissions on page 44). If there is no permission to set or clear the read-only property, the Read Only field will be disabled.
There are two ways the Read-Only property can be set:
•
At the time the document is created•
By modifying the document index fieldsRead-only documents cannot be deleted. A multi-page image document cannot have pages added to it or deleted from it if it is read-only. When a read-only document is referenced from another drawer or folder, the referenced copy will also be read-only.
Notification
If you want to be notified when opening a read-only document, do the following:
1. Click the File tab and select User Settings. The User Settings dialog box displays.
2. Select the Warn me when opening Read Only application documents checkbox.
3. Click OK.