A Document Author's Tasks

Document Preparation

To achieve version control, Triaster's document management features require Version and Document number properties to be present in each document. To add these to a document:

1. Click the File tab.
2. Click Info.
3. Click Properties, and then select Advanced Properties.
4. Click the Custom tab.
5. In the Name box, type Version.
6. In the Type list, select Text.
7. In the Value box, type the required integer value, for example 0.
8. In Microsoft Excel only, click on the Add button.
9. Repeat this procedure to create the Document number property giving it an integer value, e.g. 0.
10. Click the File tab again to return to your document.
11. Save the document.

To display the properties within your document, add them to the cover page or document header or footer.

1. Place the cursor at the position where you want to display the property.
2. Select on the Insert menu.
3. In the Text section, click on Quick Parts.
4. Select Field.
5. Select Document Information in the Categories list.
6. Select DocProperty in the Field names list
7. Select Document number (or Version) in the Property list.
8. Click on OK.

Importing Documents

Documents should be located in the Library's Document Sandpit folder. Only users with the Admin role can import documents into the management interface (see Setting up Document Management).

Pre-Approval

When you have successfully developed a document in the Sandpit site and it is ready for pre-approval:

1. Log on to the Approvals feature of Process Library'(any site).
2. Click on Manage Documents.
3. Locate the document in the tabulated list and then click on its name.
4. If you have multiple roles associated with your account, ensure that you have Document Author selected. Click on the Change button if this is not the case. Select the correct role and then click on the Update button.
5. Scroll down to Actions and click on the Ready for Pre-Approval button.
6. Click on the Save button. The document's status is changed to Ready for Pre-Approval and it will no longer appear in your document Search Grid.

This triggers the system to send email alerts to the named pre-approvers.

Following assessment, you will receive system emails with any comments from the pre-approvers. If changes are requested, the author edits the document as necessary and then repeats the process.

Approval

If your document has been pre-approved or if you are not using this step:

1. Log on to the Approvals feature of Process Library'(any site).
2. Click on Manage Documents.
3. Locate the document in the tabulated list and then click on its name.
4. If you have multiple roles associated with your account, ensure that you have Document Author selected. Click on the Change button if this is not the case.
5. Scroll down to Actions and click on the Ready for Approval button.

During the next publication cycle, the system publishes the document to the Prelive site and notifies the named approvers by email that the document awaits assessment. The document in the Sandpit Documents folder is locked during this assessment period.

If an approver recommends changes to the document, you will receive a notification email with the relevant comments and the Sandpit Documents copy is unlocked for editing. Make the recommended changes and resubmit the document for approval as described above.

If the document is approved, it is automatically copied to the Live Documents folder, completing the process.