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How to View a Document
Who is this article for?Ideagen Quality Management administrators viewing Documents.
Admin access is required.
How to View a Document
While you can begin revisions and create Documents from the Documents Tree's menu, you must open the Document to complete the Document revision cycle and access the full range of processing and viewing options. There are several ways to view a Document in Ideagen Quality Management:
•Select the Document in the Documents Tree (by clicking its title or icon; clicking anywhere else in its highlighted row will open the processing menu options at the top).
•Select the Document link from your Inbox.
•Select the Document link from your favourites.
•Select a link from any other page that references the Document, such as Search Results or Document Properties.
Note: You can only view a Document if its view security allows it or you have the View/Edit All Documents permission. A "You Do Not Have Permission to View This Document" message appears if you have neither.
How the file then opens depends on your computer's operating system and browser. This section only describes how you view Documents.
Once you open a Document, the Breadcrumb and additional Document information are displayed. Options presented in the Context Menu vary depending on permissions and security.
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Each time you login and access any Documentation to view or edit, Ideagen Quality Management remembers those Documents and adds a quick link back to them under Recent Items in the Search Menu. These items will pop up when you move your cursor to the search bar. This list refreshes each time you log out and log back in. |
Document Context Menu
After you open a Document, you can use the Document Context Menu to interact with that Document.
In the screenshot below, the user has opened a published Document for viewing. If this Document were in the edit step, the Context Menu presents additional/different menu options for that Document.
Some of these options only appear under certain circumstances. For example, under an Actions drop-down or depending on how you are interacting with the Document.
| Menu Option | Description |
|---|---|
|
Approve and Reject |
signs off on a revision and sends it along to the next approver or sends it back to the editor for further changes. These options are available to the current approver while the Document is released for approval. |
| Add to My Favourites |
adds a link to a frequently used Document to the Favourites section of the Navigation Menu. This can save you from expanding several layers in the Documents Tree each time you access a Document. |
| Add to Group Favourites | creates a Favourite link visible to members of a group. You can only create Favourites for groups that you belong to. |
| Add to Company Favourites | creates a Favourite link that's visible to all logged in and logged out users. |
|
Associated Tests |
opens the Test Definition page for a test tied to this Document so an administrator can update the test as the Document changes. You must have the Testing and Training Administration permission. |
| Associated Trainings |
opens the Training Definition page for a training tied to this Document so an administrator can update the training as the Document changes. You must have the Testing and Training Administration permission. |
| Properties | opens Document properties, where you can view and, with proper permissions, edit settings that control Document processing and security. |
| Cancel Release for Approval | cancels the release for approval and brings the Document back into edit status, even if all approvals have not yet been completed. This option is available to the editor while the Document is released for approval. |
| Cancel Release for Review | cancels the release and brings the Document back into edit status, even if all reviews have not yet been completed. This option is available to editors while the Document is released for review. |
|
Check Out/Check In |
checks out the Document to make changes or checks in the edited revision before releasing for approval or review. This option is available to the current editor only while the Document is in edit status. |
| Change Editor |
assigns a new editor. This option is only available to the current editor while the Document is in edit status. You must have Process for Others or View/Edit All Documents permission to make this change. Only users who have edit permission or security are in the change list. |
| Cancel Revision | stops the revision process, places the Document back in published status, and resets it to the last published revision. This option is available to editors while the Document is in edit, released for review, or released for approval status. |
| Edit |
creates a new revision of the Document and is only available if the Document is currently published. You must have edit security to the Document, or the View/edit All Documents permission. |
| Open Document | opens the most recent published revision of the Document. |
| Open Unpublished New Revision | opens the current unpublished revision of the Document in the Main Window. This option is shown only if the Document is in edit. You must also have the View Unpublished New Revisions permission, or be the current editor, approver, or reviewer of the Document. |
| Release for Approval | releases the Document to an approval group so that it can be published. This option is available to editors while the Document is in edit status. |
| Release for Review | releases a new revision to a review group to gather comments and suggestions before beginning the approval process. This option is available while the Document is in edit status. This option is only available to editors when users are set as reviewers in that Document's properties Document Lists tab. |
| Replace | checks in a new revision without checking out and editing the old one. This option is available only while the Document is in published status, or in edit and checked in. You must also have edit security to the Document or the View/Edit All Documents permission. |
| Reset Tamper Flag | allows processing to continue a Document that may have been continued correctly. Reset Tamper Flag permission is required. |
| Retire | moves the Document from the Documents Tree to the retired Documents folder (not visible). This option is available while the Document is in published status if you have the Retire Documents and Templates permission. You also need edit security to the Document or the View/Edit All Documents permission. |
| Review | signs off on a new revision and sends it along to the next reviewer. This option is available to reviewers while the Document is released for review. |
| Run Document Automation |
forces both HTML Headers and Footers and Embedded Document Variables to update without publishing the Document or releasing it for approval. Also generates a new PDF for published view, where applicable. |
| Verify Up to Date | allows you to perform a review on an expired Document. This option allows the editor to look over a Document that has expired, verify that no changes need to be made, and re-publish it in one step, saving the check in/check out process. A new revision is not created. |
| View with Tracked Changes | opens the Track Changes version of a Word Document that captures the changes made during the previous edit cycle. |
Note: You can remove a Document if it's in the first revision before being initially published. This is done by choosing Cancel Revision from the Context Menu.
Breadcrumb
When viewing a Document, the Breadcrumb area below the Context Menu displays its Documents Tree folder path. Selecting one of the links here (other than the Document name) opens the Documents Tree to that folder. When you select the Document name, the screen simply refreshes.
For instance, selecting the "Forensic Laboratory" link in the image below opens the Documents Tree with the folder expanded.
Document Information
When viewing a Document, a summary of its important properties is located at the bottom of the window. The Document information allows you to view basic information about the Document without having to open its Document properties page. You can always open the full Document Properties page by selecting Properties from the Context Menu.
- Title - the Document's title as specified on the Document properties and shown in the Documents Tree, not in the file itself.
- ID - the unique identification number used to track the Document throughout its life cycle.
- Revision - how many revisions of the Document exist, including the current unpublished revision if applicable.
- Status - the current processing status of the Document (Edit, Release, Review, Publish, Approve, or Retired).
- Editor - the user currently responsible for editing the Document or the last user to edit the Document.
- Type - the extension or file type that determines which application Ideagen Quality Management uses to open the Document for viewing.
- Date Published - the date/time when the Document was published, passing all approvals.
Recent Items
Each time you login and access any Documentation to view or edit, Ideagen Quality Management remembers those Documents and adds a quick link back to them under Recent Items in the Search Menu. These items will pop up when you move your cursor to the search bar. This list refreshes each time you log out and log back in.