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Ideagen Quality Management administrators document automation.

Admin access is required.

Document Automation is the feature that updates your documents with Ideagen Quality Management-specific information. This feature works differently depending on the document type.

For Microsoft Office documents (Word, Excel, etc), document Automation updates each document's environment variables. These are the dynamic fields such as revision number, editor, or approval list, that typically reside in the header or footer but may also be in the body. For HTML documents, automation adds the header/footer information from the Folder Properties. A new PDF file is created each time document automation is run on files where Ideagen Quality Management generates the PDF.

Document automation is enabled globally and is triggered by document processing tasks (check in, release, approval, etc.). When selecting the Run Document Automation command, the revision does not go through the edit process again. Automation may also be configured as a Scheduled Task (see Scheduled Tasks for further details).

Using the Run Document Automation option applies updates to a document or folder's environment variables or HTML header/footers without checking the documents out or going through the approval process.

1. From the Documents Tree, select the document or folder you want to apply the update to and select Run document Automation.

Note: Any applicable folder settings from which document automation is run are applied to the document(s) in all other locations they may exist. For example, the headers and footers for HTML documents will reflect the settings of the folder document automation was last run.

2. The page refreshes with one of two messages, depending on whether document automation was run for a document or a folder. If the document automation was for a folder, a Scheduled Task was added to the system's queue of actions to perform. Unless another task is currently running, this update occurs instantly; otherwise, it runs after the current task.

Note: Performing the Run document automation command can trigger a document's Tamper Flag. This is a security setting to ensure documents are only modified while in edit through the edit process. See the document Actions Menu options to reset the Tamper Flag.