Document Maintenance Field Definitions
Field Name Definition Screen Name Table Maintenance
Abstract
The abstract associated with this document.
Document Approved Date The date the document was approved.
IRMS fills in this date when the Status field is set to “Approved”.
Document
Maintenance (Right Section)
Auto-generated by IRMS
Archived Date The date the document was archived.
IRMS fills in this date when the Status field is set to “Archived”.
Document
Maintenance (Right Section)
Auto-generated by IRMS
Author
The author of this document.
Document
If this box is checked, then a new Global Doc has been created under this Global Doc ID number since you last made a local version. ┼
The description of the Global Doc.
Document
Maintenance (Left Section)
n/a
Blank field to the
right of Category Category description.
Document
Maintenance (Left Section)
Blank field to the
right of Product Product description.
Document
The name of the internal .doc number provided by IRMS.
right of Topic Topic description.
Document
The date the web version of this document was approved.
Document
Maintenance (Right Section)
Auto-generated by IRMS
Bullet Text The text that is to be used as the "bulleted"
subject when this document is used as part of a "Cover Letter" format.
Document
Maintenance (Left Section)
n/a
Category The category associated with this document. Leave this field blank if the document does not apply to a specific category.
The last date that a change was made to the data in this record.
Document
Maintenance (Right Section)
Auto-generated by IRMS
138
Field Name Definition Screen Name Table Maintenance
Combo (button) Starts the Combo Documents for Doc ID screen. This screen allows you to see all of the documents that are combined with this document to make one combo document.
If the letters of this button are red, then this document is part of a combo document. If this document is not a part of a combo document, you can only add it to a combo document in Combo Document
Control # An internal number used by IRMS. There is a unique control number for every document.
Days allowed to pass until IRMS will notify the user that a follow-up is required.
Document
Maintenance (Right Section)
Department
The department that owns this document.
Document
Maintenance (Right Section)
Tables Menu – General – Department
DM (button) The DM button starts a screen to specify a Documentum object to associate with this record.
The unique code assigned to each document.
Status(es) Tells IRMS to choose the documents with a status matching the checked boxes.
Document
Maintenance (Top Section)
n/a
Edit (button) Brings up the document associated with this record in Microsoft Word and allows you to make changes.
The date the document was last edited.
Document
Allows you to attach an enclosure to the document. Starts the Document Enclosures screen. If the letters in this button are red, it indicates that an enclosure is linked to the current document.
Document
Maintenance (Top Section)
n/a
Expiration Date
The date the document will expire.
Document
Maintenance (Right section)
Displayed if the Expiration Date checkbox is checked in the Division
Parameters on the Document/FAQ/
Representative tab Export (button) Makes a copy of an IRMS document into a
folder of choice. Allows you to export a document to any mapped disk drive.
Document
Maintenance (Top Section)
n/a
Global Doc
The unique code assigned to each Global Document.
Document
Maintenance (Left Section)
n/a
139
Field Name Definition Screen Name Table Maintenance
Import (button) Allows you to import a document from any mapped disk drive. Import is not available if the document has a status other than
"Pending". This prevents the accidental loss of a document that is in use.
Document
Maintenance (Top Section)
n/a
Key Words General words about the document used in the Key Words field in Document Search.
For Enclosures, Key Words can be renamed to Full Citation if specified in
“EnclosureCitation” in the Division
Language The language in which the document is written. If responses are given in multiple languages, each language can have its own version of a document.
Level 1 The level of security assigned to Service Reps and Contact Types for FAQ’s and all Document Types. Defined in Access Control.
Document
Maintenance (Right Section)
N/A
Level 2 The level of security assigned to Service Reps and Contact Types for FAQ’s and all Document Types. Defined in Access Control.
Document
Maintenance (Right Section)
N/A
Link (button) The Link button starts a screen for choosing a linked file to be associated with this record. If the letters are red, it indicates that IRMS is to use a linked document instead of an imported document.
The bin location of this document (used if the document is not really printed).
Document
Maintenance (Right Section)
Misc 1 A field that can be used by the licensee.
This field can be labeled something different if set up in Division Parameters to do so.
This field can be labeled something different if set up in Division Parameters to do so.
This field can be labeled something different if set up in Division Parameters to do so.
Document
Maintenance (Right Section)
n/a
Product The product associated with this document.
Leave this field blank if the document does not apply to a specific product.
Document
Ref Doc (button) Yes/No field. Automatically set when a reference document is associated with the document control record. Clicking this button will allow you to create or edit the related Reference Document.
Document
Maintenance (Top Section)
n/a
140
Field Name Definition Screen Name Table Maintenance
Search (button)
Brings up a screen for searching and selecting specific documents
The last date on which research was done for this document. Status The status code assigned to each
document. You can change the status of a document using this combo box.
Document
Maintenance (Right Section)
Fixed pick list
Sub Type
A sub classification assigned to the document type.
This text can be used at the licensee's discretion.
Read only text of the document as imported.
Document
Maintenance (Left Section)
a
Text (button) Shows the text of this document record in a simple screen. The Edit and View buttons will show you the document in Microsoft Word.
Use varies by IRMS licensee.
Document
Maintenance (Right Section)
Title The title for the document. It is used in pick lists to help choose the correct document.
Document
Maintenance (Left Section)
Topic The topic (subject, sub-category)
associated with this document. Leave this field blank if the document does not apply to a specific topic.
Correspondence Type – will be used as a filter on the Correspondence screen.
Document
Maintenance (Right Section)
Unlock (button)
Allows you to make changes to the document record currently on the screen.
Document
Maintenance (Top Section)
n/a
View (button) Brings up the document associated with this record in Microsoft Word but does not allow you to make changes.
Document
Maintenance (Top Section)
n/a
Web Doc?
Checked box indicates that a web version of this document exists.
With: Tells IRMS which grouping of documents you are working with.
Document
Maintenance (Top Section)
n/a
141
Document Maintenance Screen Toolbar
Toolbar Button Explanation Form view Datasheet view
Create a New Document Control Record. (See the Building Document Repository section.)
Copy the Current Record. (See the Copying the Current Document Record section.)
Sort Ascending.
Sort Descending Filter by selection
Apply Filter/Remove Filter Find.
Spelling.
Print Sample Documents. (See the Printing a Sample Document section.)
Document Log. (See the Document Log section.)
Delete this Document Control Record. (See the Deleting the Current Document Record section.)
Closes the Document Maintenance screen