1. Go to Documents > Documents > click on the Import icon.
The Document Details Form will open, fill out the following information.
2. Select a Document Type
- All Documents are created based on a Document Type. All available Document Types will appear in a dropdown list in the first field in the Document Details Form.
- If none of the Document Types in the list fits your purpose, then you need to create a Document Type before you can import the new Document.
- All the fields that were introduced when creating the Document Type will automatically be populated in the new Document. They can all be edited.
3. Fill out the mandatory fields
The following fields are not pre-populated from the Document Type:
- The Document ID field is mandatory but many users will see this field as blocked. Users will only be able to edit the Document ID if the Allow to modify Document ID switch is turned ON in Module Settings. The system will generate an ID automatically as a combination of Document Prefix (set in Document Type) and a correlative number.
If you have added multiple ID prefixes for a Document Type then you will need to select the correct ID prefix from the dropdown list. - Indicate the Former document ID (the ID that has been used for this document outside of Scilife). If there was no Former document ID you can introduce N/A.
- Give the Document a Title.
- Set the Publish Date of the document.
- Set the Version of the document.
- Select the Folder / Subfolder in which you wish the Document to be stored.
- Indicate who the Author is. A Document can have more than one Author. Only users belonging to the Group(s) to which the Document is assigned can be set as Authors, except if the User Selection Criteria toggle is turned on, then all system users can be set as Author(s).
The following fields will be pre-populated from Document Type:
- Group(s), by assigning the Document to one or more Groups you are determining who will be able to have a role in the Document and also who will be able to view the Document.
4. Fill out the optional fields you wish to include
The following fields are not pre-populated from the Document Type:
- Upload the file.
- Linked Documents: you can link the Document to other Documents in the system.
The following fields will be pre-populated if they were configured in the Document Type :
- Tag(s): you can add one or more existing Tags or create a Tag on the fly.
- Periodic Review: you can choose how often the Document is to be reviewed.
- Notify about approaching Periodic Review date: you can also choose if you would like the system to notify you beforehand when the time comes for the Document to be reviewed.
- Enable PDF creation: if this is enabled the document will be converted to PDF format once it has attained Approved, Not Published, and Published status. Before you enable this consider the use of this Document, if it is a Form that needs to be filled out it will be best not to enable PDF creation.
- Block downloads: if you enable this option users will not be able to download the Document.
- Block Regular Prints: if you enable this option users will not be able to print the Document.
- If you wish to add any Remarks you can do so in the designated field.
5. Determine the Documents Approval Cycle
You can set up the Approval Cycle in Scilife so that it fits your organization's needs. It can be as simple or complex as you need it to be.
Documents can be created, written, and published by one single User without being Reviewed, Approved nor signed by QA, or anybody else.
On the other hand, you can set more than one User in the roles of Reviewer, Approver, and QA. Moreover, through Module Settings, you can Update the Settings so that it is necessary for all of them to sign off at each step before the Document advances in the Approval Cycle.
In the Document Details Form, you add the users in the different roles,
- Select Reviewer(s).
- Select Approver(s).
- Select QA(s).
None of these roles are mandatory, they will be populated based on the approval workflow you have set in the Document Type on which you base the Document. They can be modified if needed when editing the Document.
6. Set email notifications
Finally, you can set who you want to be notified by email when the Document reaches Approved, Not Published, and/or Published status. The checkboxes will be filled according to the roles you have set but you can deselect if you want to disable these email notifications.