Accessing the Controlled Document Management Application
To access the Controlled Document Management application, choose Controlled Documents from the menu in the top-right of the screen:
Only users who meet one of the following will see this option:
- Domain administrators
- Users with a role that grants the "can manage Controlled Documents" capability
- Users who are added as a Category Manager to one or more Document Categories
- Users who are added as a Category Viewer to one or more Document Categories
The Documents Section
When you open the Controlled Documents Management application, you start on the Documents section. This section shows you all of the documents that you have access to, grouped by Document Category.
If you are a Category Viewer, you will see Effective and Future Effective versions of documents. If you are a Category Manager or administrator, you will also see older Obsolete versions of documents.
The table shows the following columns:
|ID||The identifier of the document, e.g., SOP-6|
|Name||The name of the document. Note: this may be different from the actual file name|
|Version||The version of the document, e.g., 1.0, 1.1, 2.0, etc.|
|Status||The status of the document, either Future Effective, Effective, or Obsolete|
|The date the document became or will become effective|
|The date the document is effective until (inclusive). This date can be extended in the future.|
You can search the document list by name or ID. Searches can be exact (e.g., "SOP-6") or partial (e.g., "informed consent"). This search does not search the full text of the documents.
You can filter the documents based on category and status:
In addition to filters, you can choose to show only the latest version of each document by clicking the checkbox next to the filters.
You can download the list of documents in a CSV file based on the options selected from the Category and Status filters, by clicking the export button.
You can preview a document by clicking on it from the Documents Table. A preview screen will open, showing the document on the left and the document metadata on the right. The document preview includes a header added from the Controlled Document Management application and a signature page. The header from the Controlled Document Management application provides information about document status, status change date, document ID and document name.
Downloading Document Renditions
You can download a rendition of a document from the preview screen by clicking theDownload button in the top-right of the screen. The rendition is a PDF copy of the document that includes:
- A header added from the Controlled Document Management application
- A footer
- A signature page
The header from the Controlled Document Management application provides the information about document status, status change date, document ID, and document name while a footer from the Controlled Document Management application includes a statement about the controlled document and asks a user to refer back to the Controlled Document Management application for the current version of the document.
Learn more about Controlled Document Management by watching a Quick Tip on Egnyte University: Controlled Document Management
Downloading Document in Original File Format
You can now download the document in its original file format from the document preview screen if your administrator has enabled this option for the associated document subcategory.