How to Edit a Document

  Who is this article for?  

  Document Managers, Document Administrators

Within Q-Pulse Cloud the Documents module is where all live documents are stored for your system. From this section, you can search through and subsequently manage all documents.  Within this article we will be looking at how to edit a document record.

Please note the documents you can view in the list will be dependent upon your permissions.

This article is split into eight sections:

1. How to Edit a Document Record
2. Edit Permissions on a Document Record
3. How to Restrict Permissions on a Record
4. How to Create a New Permissions Group
5. How to Add a Notification Group
6. How to Remove a Notification Group
7. Link to the Navigator
8. Document Functions

1. How to Edit a Document Record

To edit an existing document record:

1. Navigate to Home then, Documents and then Documents.
   1. Select the document from the documents list screen.
   2. Select Edit from the  Options dropdown.

This should present you with the Edit document details screen, as per the image below:

Once the Workflow has started for a record you are not able to edit the Document Record.

As a Document Administrator or Document Manager you can amend any of the key detail fields for an existing document record - this includes Title, Version, Issue Date and Description.

3. Edit details as required, ensuring all mandatory fields contain suitable data.
4. Select Save to confirm any changes.

Status of the Document and Document Type are not able to be amended.

2. How to Edit Permissions on a Record

Documents can be restricted so that only either individual users or users within a defined group can view, edit, or delete this document.  The Restrict permissions box can be located on the right side of the page on the Document details page as shown below:

If you wish to remove any already applied permissions to the document you can do one of the following options:

1. Un-ticking the Restrict permissions check box, will disable any permissions you may have applied and leave the document unrestricted - this will mean that all users will have access to the document record.
2. Clicking the remove icon next to the groups you wish to remove from the permitted list of groups.  This will only remove the relevant group - allowing the document record to remain restricted.

3. How to Restrict Permissions on a Record

1. Tick the Restrict check box in the Restrict permissions box in the right hand side column of the screen.

2. Click the  Select button - this will present you with a Select group section as per the image below:

3. Use the Select group section to find the required group(s)

4. Once located, check the box in the far left of the suitable row(s)

5. Select Confirm to associate the groups to the document

6. Once a group is selected decide what permissions they will have:

4. How to Create a New Permissions Group

1. Select  Create. A create new group panel will slide into view, similar to below:

2. You can then input the name of the new group - along with a description of the group you can then choose to make the group a Parent Group or have a parent group associated with this group.  You can then add any users you wish to be a part of this group.
3. Once all your changes have been made you can then Save group.

If you do not have permission to create new groups, the  Create option will not be available to you

5. How to Add a Notification group

Documents can generate notifications when a new version goes live. These notifications are sent to groups of users.  You can add a notification group by following the below steps:

1. Click the  Select button under the notifications section on the record located on the right hand side of the page. This will present you with a select groups section similar to below

2. Use the Select group section to find the required group(s) that you wish to receive notifications for this particular document record.
3. Once located, check the box for each group you wish to add.
4. Select confirm to associate the groups to the document
5. If you require users to acknowledge receipt of the document tick the ‘Notification requires acknowledgement’ check box

If the group does not exist, you can:

1. Click the  Create A create new group panel will slide into view, similar to below:

2. Creating groups for a notifications, will be the same as creating a permissions group therefore please following the instructions here to create the new group

6. How to Remove a Notifications group

Select the Remove icon [] next to the groups you wish to remove from the permitted list of groups - this will ensure that this specific group will no longer receive notification regarding this record going forward.

7. Link to the Navigator

If the document has the message as per the image below:

It means that the document is Live but, is not visible via the Navigator. To link the document to the structure via the Document details screen, follow the instructions below.

If you have uploaded via Navigator, the link to the structure will already be included in the details.

1. Click the  Select button under Navigation folders in the edit document details screen. This will present you with a select folder section, similar to below:

2. Within this section, navigate through the folder structure to where you wish your document to be placed
3. Check the box in the far left of the folder you wish to place your document under

You can select multiple folders for where you wish your document to be placed. When the document is updated, it will be updated in all locations in the navigator.

4. Once you have decided upon the document's navigator location, select confirm to add this to the document record

5. Once you are happy with all of the details provided with this record, select Save to save the record and complete the upload.

8. Document Functions

Clicking the drop down icon   in the top right of the document details screen reveals additional functionality in association with that document.