Who is this article for?

Ideagen Quality Management administrators creating a document.

Admin access is required.

Creating a Document

Documents are created in Ideagen Quality Management in two ways: either one at a time or in bulk. Once your folder structure is in place, there is no limit to the number of documents you can add to the system. There is a 1GB upload limit for files uploaded to Ideagen Quality Management. This limit includes multiple files being uploaded at once.

Note: To create a document, you must have Edit Security for the folder it's going into. The Folder Properties there determine many of the default settings on the Create Document screen.

1) From the Documents Tree, either:

• Select the folder or document row in which you want to create the new document and select Create Document Here or
• Drag and drop the files from your computer onto the desired location in the Documents Tree. The Create Document page opens.

Create From

2) Source Drop-down - select where the created document comes from. If you dragged and dropped files into the Documents Tree to get here, those files will be queued up and Import from Your Computer will be selected.

• A Template - to select from the Templates folder at the bottom of your Documents Tree.

Tip: We highly recommend you create a template document for each file type and add it to the Templates folder for use whenever creating new documents. These templates should contain any header/footer or environment variable fields all new documents would need.

• A Retired Document - to create a copy of a retired document.
• Another Document in the System - to create a copy of an active Ideagen Quality Management document.
• Import From Your Computer - to use a file from outside Ideagen Quality Management. Select Choose Files to select from your computer.

Tip: Mouse over the file type icon next to a given Title to see the file's name when originally added. This helps you remember which file is which when renaming large numbers of files at once.

3) Title - is the name displayed for the document in the Documents Tree and is always required. It should also match the title in the document itself (usually in the header) to avoid confusion. You can modify a document's title at any time since documents are tracked by their unique ID, which never changes.

4) Choose Files - allows you to add more files to what's being created.

5)Locations - displays the folder you're creating the document in. In case you accidentally selected the wrong folder, you can change the location or even add secondary locations by selecting the Show link. The document's primary location (the first in the list) determines the default Document Lists and expiration settings. Password verification, custom fields, and Standards requirements are enforced at each additional location separately.

6) Tree Display properties - modifies how the document appears to all users in the Documents Tree.

Options

7) Generate PDF - makes Ideagen Quality Management automatically generate a PDF during revision and publication of the document. Once published, all users access the PDF for viewing.

Note: The PDF file is generated as soon as the document is created, each time it's checked in, when it's released for review/approval, and each time it's published.

8) Uncontrolled Document - allows the document to be exempt from document control. Such documents only exist in a published status and are updated through the Replace feature. There is no approval or review option. Like controlled documents, however, they receive unique ID#s for tracking and can include View and Edit Security settings to limit access.

9) Automatically Publish First revision - allows new documents to be immediately published after creation. This is unbelievably valuable during initial set up or when bringing on new business units' documents. The history of each published document shows that it was published via this setting, so there is an audit trail.

Furthermore, users must have the IconKey2 Auto-Publish First Revisions permission added to their profile or group settings to have this option, allowing for better restrictions on who can use it.

10) Expires - determines whether the document is periodically placed in edit status to review for necessary updates. Set the frequency this occurs in, as well as who becomes the editor upon expiration. Documents can expire to:

• Last Editor - user who last edited the document. Since you're creating this document, you are the last editor.
• Document Manager - The first user in the approval list who has the IconKey2 Document Manager permission. This setting can be modified to a different individual once the document has been created.

Document Lists

11) Approval, Review and Notify Lists - determine who is involved with getting the document published. The initial settings are defaults inherited from the folder properties.

• At least one approver or approval group is required.
• Reviewers are optional but ideal to provide technical feedback on an edit before releasing for approval.
• Notify Users/Groups are optional. This setting determines who is notified via email each time the document is published.
• Serial Approval/Review lets you choose the order in which the document is routed to each group. The number in parentheses indicates which group receives the document first (1 first, 5 last). Not until all members of each group submit their approval or review does the document move on to the next group.

12) Document Manager - this person may be designated to receive the document during expiration, if the Last Editor isn't preferred.

Dependent Of

13) Dependent Of - links the document's revision cycle to a parent document. Any time the parent is approved, reviewed, checked out, or processed in any other way; its Child documents follow. See Processing with Dependencies for additional info.

Your selection(s) appear below the Dependent Of heading. If the parent document chosen is in edit and you're its editor, select the Dependency revision button to join the newly created document to the parent's current revision, rather than waiting for the next revision cycle. An asterisk then appears next to the parent's title indicating its current revision is tied to the newly created document.

Standards

14) Standards - associates the document with the appropriate Standards. This feature is important to demonstrate to an auditor how your company maintains compliance. Click Select to expand a list of enabled Standards, select the appropriate ones, and select Add Selected.

Custom Fields

15) Custom Fields - if the Folder Properties of the location you're creating the document in contains any required or optional custom fields, they are displayed here. You cannot create the document without filling out required fields.

16) Password Verification - if required based on folder properties setup, enter your Ideagen Quality Management login credentials. This is a legally valid electronic signature.

17) Select Create. If any requirements listed above are not met, a "All the required fields were not entered" message appears along with a list of what's problematic.

Once created, the document appears in the Documents Tree and in your Inbox in the edit status, unless Publish First revision was selected. See Documents in Edit for your options to publish it.

Tip: If there is a difference in the formatting between your original Word document and the PDF generated document in Ideagen Quality Management, a simple Word setting may help! We have found that enabling Embed fonts in the file in Options>Save will fix formatting issues.