DeansOff Plan2015(BM)

Using Document Library

This database allows you to capture and track information about documents.

Functions of the Database:

To add a document to this database:

Select Create, Document.

You can enter document information in several ways: by typing it using the Notes editor, by scanning in hard copy, or by importing or attaching an electronic file.

To respond to a document:

Highlight that document in a view, then select Create, Response.

To respond to a response:

Highlight the response you wish to respond to, then select Create, Response to Response.

To flag a document as Private:

You can use the "Mark Private" and

"Mark Public" actions in the template to control whether anyone other than yourself can read a specific document. For example, if you have not completed the writing of a particular document, you can click the "Mark Private" action and others will not be able to see the document. When you complete the document, you can click the

"Mark Public"

action to make it available for others to read. If a document is marked private after it has been submitted for review, the document author and the reviewers will be able to read the document.

ACL Settings

This application was designed with the intention that all users except the manager should have Author access. If they have editor access, the review cycle may not function correctly.

Features

Document Review Cycle:

The author of a document has the option of setting up a document review cycle for that document. To do so simply click on the Setup Review Cycle action button and fill in the necessary information.

Note:

Do not use

@Domain

when entering approver names. Any domain added will be stripped off and may cause complications when attempting to route a request. Also, only enter Person-names as approvers. Group names are not supported.

Clearing a Review Cycle:

Document Library, SmartSuite 96 Library, and MS Office Library provides an action button to "Clear Review Cycle". This is accessible only by the document's originator. You can either use the action prior to submitting a document for review, or after submittal. Below are the guidelines:

o Clearing a review cycle prior to submitting for review: Select this if you, as originator, wish to change the review cycle settings before your reviewers receive notification.

o Clearing a review cycle after submittal: If reviewers have already begun or completed their document review, their work will be preserved. If reviewers were notified to review a document and they have not yet begun the review, they will receive a courtesy notice that they are no longer required to conduct a review.

Document Library Review Styles:

Serial Review:

Documents are routed for review one at a time, in sequence to the reviewers chosen by the author.

o All edits are made within the same document

, but an unedited copy of the original document is also saved.

Serial Review (keep all revisions): Documents are routed for review one at a time, in sequence to the reviewers chosen by the author.
o Edits are made within a copy of the original, which also includes all comments from previous reviewers
o All old versions become response documents (as well as a copy of the original)

Document Reservations: Requests for document review are routed in parallel (that is, all at the same time). When one reviewer opens the document, a "file locking" occurs at the server which warns any other user who happens to edit the document that a review is in progress.
o Review comments or edits are made into a copy of the original document
o As with the others, a clean copy of the original is always kept

Response Review: Same as Document Reservations (but with no file locking).
o Review comments or edits are saved as response documents to the original document.
o As with the others, a clean copy of the original is always kept

Processing Late Reviews:
If the Process Late Reviews agent is enabled, it selects those documents which are in review and have due dates which have passed. Based upon the review style of the document, it then either moves it along to the next reviewer, marks it as complete, or simply notifies the current reviewer(s) that their review is overdue.

Unlock Document:
Occasionally a document is accidentally left in a locked state. The Unlock Document action can be accessed by designers and managers from the Review Status view's Action menu to unlock the document.

Document Archiving:
This is a process by which certain documents are removed from the current database and stored in a different database. This keeps the document library up-to-date with only the latest topics. Most of the Archiving activities take place from the "Archiving" view. You must switch to this view in order to initiate archiving on a document library database.

To set up archiving on any document library database, switch to the Archiving view and click the action called "Setup Archive". The Archive Profile appears. This document contains criteria that the user specifies for archiving topics in a document library (e.g., inactive after 'x' days, or expired after 'x' days). The archive database is automatically created when the Profile is saved. The archival database filename is also specified in the Archive Profile; the title of the archive will be the title of the Document Library database followed by "(Archived)". After the archive criteria have been specified in the Archive Profile, other agents run on the database to move the document(s).

Mark/Unmark Document as Expired:

Marks a topic as "expired". If the Archive Profile specifies that

expired

topics should be archived, the document(s) marked with this agent would fall into that criterion. If a document is already marked as expired, this agent tells the user what the expire date was, and will ask if the user wants to un-expire it.

Periodic Archive:

Reviews the Archive Profile and moves documents which meet the archive criteria into the archive database. This agent is run automatically on the server; the schedule is set by the database manager/designer.