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      DocUControl User Manual 4.0.X
      • 11 Dec 2024
      • 8 Minutes to read
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      Contents

      DocUControl User Manual 4.0.X

      • Updated on 11 Dec 2024
      • 8 Minutes to read
      • Contributors
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      Article summary

      HAMBURGER MENU

      2023-08-31_16-18-24.png

      NAMEDESCRIPTION
      HomeDisplays the Home page
      View DocumentsDisplays different options for viewing documents
      UploadDisplays different options for uploading documents
      StatisticsDisplays the DocUControl Statistics page

      VIEW DOCUMENTS

      2024-07-11_15-22-52.png

      NAMEDESCRIPTION
      AllShows all Finialized and Published Controlled Documents
      OverdueView overdue Records. These are Records that have its Next Review Date is older than the current Date
      Approaching ReviewView Records that are approaching review. These are Records that have its Next Review Date in 3 months or less.
      DraftView unfinalized Records.
      View ByBrowse for Controlled Documents via its Category, Topic or Document Type
      AcknowledgedView mandatory documents that you have acknowledged
      Not AcknowledgedView mandatory documents that you have not acknowledged
      FavouritesDisplays Documents that you have favourited in Content Manager

      UPLOAD

      2024-10-28_15-43-56.png

      NAMEDESCRIPTION
      Upload DocumentsUpload new Documents
      Recent UploadsDisplays Documents that have been registered to Content Manager in the last week

      HOME PAGE

      The home page will allow you to either search for Records using the search bar or using the Category buttons.

      2024-04-22_16-06-36.png

      SEARCHING FOR DOCUMENTS

      There are two methods you can use to locate your documents:

      • Quick Search
      • Advanced Search
      Note

      Only Records that are Finalized and Published will be displayed.

      QUICK SEARCH

      RECORD SEARCH

      To search for Records via its Title, Record Number, URI or Keywords:

      1. Select Record Search via the dropdown
        2022-10-14_12-15-38.png

      2. Enter a search query and either press the Enter Key or click the Magnifying Glass Icon
        2022-10-14_12-17-25.png

      3. The Search Results Page will be displayed
        2023-02-01_17-03-57.png

      Note

      To search for multiple keywords, type the keywords between double quotes in the search bar.
      E.g.
      2024-07-11_14-42-18.png

      CLASSIFICATION SEARCH

      Classification Searching Criteria

      Classification search will search for records via it's Container's Classification

      1. Select Classification Search via the dropdown
        2023-02-01_17-19-09.png

      2. Search for and select one or more Classifications then either press the Enter Key or click on the Magnifying Glass button
        2023-02-01_17-05-42.png

      3. The Search Results Page will be displayed
        2023-02-01_17-17-27.png

      ADVANCED SEARCH

      The advanced search lets you search by combining metadata.

      Note

      Please note that the following options may be different depending on how your Systems Administrator has configured the settings.

      1. Select the Advanced Search heading from the Drop-down Menu Navigation
        2023-08-29_14-43-28.png

      2. Enter your search criteria
        2022-10-14_13-55-03.png

      3. Select Search to run your search

      4. Your search results will be displayed
        2023-02-01_17-20-44.png

      SEARCH RESULTS PAGE

      The search results page is displayed when a search is performed in DocUControl.
      2023-12-08_14-41-34.png

      DRAFT DOCUMENT RECORDS

      If the Use Draft Relationship Admin option is enabled, then Document Control officers will have their Draft Document Records also displayed in the search results.

      Draft Document Records will have (DRAFT) prepended to its title in the Search Results and Document View page.

      2024-05-10_11-32-54.png

      Filters

      Filter options for refining the current search data. The filter options shown match the Metadata Fields selected by your System Administrator

      QUICK FILTER

      Use the Quick Filter field to filter the results based on the values within the result table. All column values can be filtered on except the Acknowledgement fields.
      2024-04-22_15-47-15.png

      RUN NEW SEARCH

      Enabling the RUN NEW SEARCH option will run an ew search based on the current filter options instead of filtering the current results.
      2024-04-22_16-14-33.png

      Total Results

      The total number of results returned from a search

      Tag Document

      Checkbox for tagging documents
      2023-12-08_13-58-11.png

      Favourite Icon

      Indicates if a Document has been favourited. Clicking the star will either add or remove a Document from the favourite Records
      2023-12-08_14-00-23.png

      Filter Toggle

      Shows/Hides the Filters section
      2023-12-08_14-01-38.png

      Documents

      Documents returned from the search. Each column is populated with the Document's respective metadata. Clicking a Document row will open the Document View Page

      Pagination

      Paginated results

      Search Type

      Used for specifying either a Record, Classification or Content Search
      2023-12-08_14-04-50.png

      Search Bar

      The search bar for specifying new searches. The placeholder value is the current search query.

      Search Button

      Click the search button to execute a new search.

      Metadata Columns

      The metadata columns are specified in the Admin Console. Each column header is clickable to sort the Documents alpha-numerically.

      EXPORT CSV

      Click this button to export a CSV of the search results.
      2023-12-08_14-46-03.png

      COPY URL

      Click this button to copy the search results URL to the clipboard
      2023-12-08_14-47-17.png

      SHARE DOCUMENTS

      Clicking this will open the Share Documents modal. One or more Documents must be tagged first
      2023-12-08_14-44-22.png

      To share Documents:

      1. In the Search Results page, tag one or more Document(s)
        2022-10-14_14-37-52.png

      2. Click on the Share Documents button
        2022-10-14_14-39-27.png

      3. The Share Documents modal will be displayed
        2022-10-14_14-40-35.png

      NAMEDESCRIPTION
      Share links via emailThis will generate a new email with the tagged documents generated as hyperlinks. 2022-08-17_15-27-14.png
      Copy to ClipboardCopys the tagged documents as URLs to your clipboard

      DOWNLOAD DOCUMENTS

      Clicking this will open the Download Documents modal. One or more Documents must be tagged first
      2023-12-08_14-43-49.png
      To download Documents:

      1. In the Search Results page, tag one or more Document(s)
        2022-10-14_14-37-52.png

      2. Click on the Download Documents button
        2022-10-14_14-42-15.png

      3. The Download Docs modal will be displayed
        2022-10-14_14-43-57.png

      NAMEDESCRIPTION
      Download PDFDownloads a zip containing the PDF versions of the tagged Documents
      Download OriginalDownloads a zip containing the electronic documents of tagged Documents

      SEND EMAIL REMINDERS

      Clicking this button will send Email Reminders for the tagged documents. See the Send Email Reminders section for more information.
      2023-12-08_14-43-05.png

      Email reminders can be sent for a document that is either overdue or approaching review to the Policy Owner and Document Control Officer of that document.

      To send reminders for Documents:

      1. In the Search Results page, tag one or more Document(s)
        2022-10-14_14-37-52.png

      2. Click on the Reminder button
        image.png

      ACKNOWLEDGEMENT

      Note

      This feature is optional and can be disabled via the Admin Console.

      image.png

      The acknowledgment feature allows Policy owners to specify which documents need to be acknowledged by users.

      STATUS

      The Status column shows which documents:

      • Are required to be acknowledged by the user
      • Which documents have already been acknowledged
      • Which documents are not mandatory

      ACKNOWLEDGED AT

      This column shows when the document was acknowledged by the user

      DOCUMENT VIEW PAGE

      Clicking on a Document in the Search Results will open the Document View Page
      2023-10-17_12-09-49.png

      The Metadata displayed in the left column is controlled in the Admin Console. The PDF rendition of the Document is displayed on the right.

      KEYWORDS

      Each keyword can be clicked on to perform a search to find all policies with the keyword.

      Keywords can be edited for the Record, indicated by the edit icon (Editing keywords can be enabled or disabled via the Admin console).
      2022-10-14_15-13-40.png

      After pressing on the edit keyword icon a window will appear allowing you to either add or remove keywords for the current Record.
      2022-10-14_15-17-28.png

      ACTIONS

      NAMEDESCRIPTION
      DownloadOpens the Download Document Modal
      2022-08-17_16-46-04.png
      Show all versionsOpens the Search Results page showing all the Record versions for the Document. If the Use Draft Relationship admin setting is enabled, then all revisions on the Record will also be displayed
      2022-08-17_16-56-13.png
      Flag Issue with DocumentReport an issue to the Document's Control Officer. This button will send an email to the Document Control Officer with the comment made. A note is also added to the Record containing the name of the person making the report and their comment.
      2022-10-14_15-00-46.png
      Start Document ReviewStart the document review/escalation process for the Document. When Use CM Versioning is enabled, a new Record Version is created. When using Use Draft Relationship, a new Record Draft is created.
      2022-10-14_15-02-54.png
      View Document in CMOpens Content Manager to the selected Record. FYB CMLauncher is required if the FYB CMLauncher option is enabled in the Admin Console
      2023-10-17_12-11-27.png
      Summarize DocumentGenerates a summary of the document using Microsoft AI
      2023-07-19_11-24-41.png
      252863179-e0e98d38-033e-4957-9229-1e1df5171f25.png
      Merge Records2024-04-22_17-41-42.png
      This button is only available for Document Control Officers view Draft Document Recordswhen the Use Draft Relationship admin setting is enabled. Clicking this button will add the electronic document of the 'Draft Of' related Record as a new revision on the main Record. The Next Review date on the main record will be reset.

      ACKNOWLEDGEMENT

      Note

      This feature is optional and can be disabled via the Admin Console. Users will need the Append to existing notes Record permission to acknowledge documents.

      Mandatory documents are required to be acknowledged by the user.

      1. Click on the Not Acknowledged button to acknowledge a mandatory document
        2023-07-19_17-23-09.png

      2. The document will be acknowledged and the notes of the Record will be updated with the user who acknowledged the document
        2023-07-19_17-24-30.png
        2023-07-19_17-26-25.png

      BROWSE BY CATEGORY

      The Browse by Category page displays a list of categories, topics or types. Clicking on a category button will display the Controlled Documents within that category.

      2023-02-01_16-57-11.png

      UPLOAD PAGE

      Note

      The Content Manager Modify Record Additional Field permission is required for uploading files using DocUControl

      The upload page is used to upload new Controlled Documents to Content Manager.
      2022-10-14_15-18-41.png

      The fields displayed on the upload form are taken from the Controlled Document Record Type. Fields marked with an * symbol are mandatory.

      To upload Document(s):

      1. Drag and drop one or more files into the File Drop area
        2022-08-17_17-06-44.png

      2. Fill in the mandatory fields

      Note

      If the Title is left blank, the file name will be used as the title

      1. Click on the Upload button
        2022-08-17_17-08-44.png

      2. Once the uploads are complete, the Upload Summary page will be displayed. Clicking on a Document's Record Number will open the Document View page for that Document
        2022-08-17_17-11-23.png

      3. If the Use Draft Relationship admin setting is enabled, then a Draft Record is created and added as a 'Draft Of' relation to the newly uploaded Record.

      TRIGGER WORKFLOW

      If the Trigger Workflow option is enabled, Workflow Process option (set in the Admin Console) is triggered on the newly created Record after the document has been successfully uploaded.
      2024-04-22_16-24-51.png

      STATISTICS PAGE

      Displays statistics for Controlled Documents.
      image.png

      Note
      • Published documents are Records that have its Published value set to True.
      • Draft documents are unfinalized Records.

      All documents shown are published and have a supported electronic document attached.

      FUNCTIONALITYDESCRIPTION
      FILTER BYAllows the user to filter the stats by the chosen categories or topics
      EXPORT STATISTICSExports the current statistics to a CSV file
      CLEAR FILTERSResets all the drop-down filters to "All"
      OVERDUE DOCUMENTSThese are Unfinalized Records that have its Next Review Date is older than the current Date
      FINALIZED DOCUMENTSFinalized Records
      DRAFT DOCUMENTSUnfinalized Records
      RECENTLY CREATEDDisplays documents created this week, this month, and this year
      APPROACHING REVIEWRecords where its Next Review Date is within 3 months
      RECENTLY REVIEWEDFinalized Records that have been reviewed in the last 3 months
      TOTAL CONTROLLED DOCUMENTSShows a chart displaying the total amount of Controlled Documents created compared to the amount of storage used within Content Manager, in megabits.
      SHOW ACTIVE RECORDSEnabling the checkbox will only show active Records
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