Dean's Office Documents II

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:

Click the New Document action from any of the views.

To respond to a document:

Open a document, then click the Response action. From a Notes Client, you can also highlight that document in a view, then click Response from there. For Notes Client users, this creates a response to the main document in the thread. For browser clients, this creates a response to the current document.

To respond to a response:

From a Notes Client, highlight the response you wish to respond to, then click Response to Response. This function is performed from a browser by using the Response action, as described above.

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. Anonymous access is also not permitted.

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 link 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.

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 on the time limit options chosen by the originator, it then either moves it along to the next reviewer, marks it as complete, or simply notifies the current reviewer that the review is overdue.

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.