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To add a new document, click on the arrow next to the  button and click on the Create document using wizard option.
On the creation wizard that will be opened, click on the Blank document option. At this point, the following steps will be available:
First steps
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Category
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In this panel, locate and select, in the displayed hierarchy, the category that will classify the document being created. Only the categories to which the user has the Add control enabled in the security will be available for selection.
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Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Attribute
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This step will only be displayed if at least one attribute is associated in the Attribute tab on the category data screen. In that case, enter the values of the displayed attributes. Those that are required must, mandatorily, have their values filled, while the blocked attributes will be filled by the system with the default value defined when associating them with the category.
The way to fill out an attribute varies according to the configurations established when registering it. If an attribute is used by the identification mask applied to the document, make sure it is properly filled out.
Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Document data
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Field
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ID #
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Enter a number or code to identify the document or use the arrow next to this field to generate an automatic ID #.
If the identification mask use has been configured in the category, when the automatic ID # is generated, the corresponding mask will be displayed. The ID # generated through the mask can only be edited if the "Enable generated ID # change" option is checked on the category data screen.
It will only be possible to use the same document ID # in different categories if the corresponding option is checked in the Document tab of the general parameters.
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Language
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Select the language of the electronic files of the document. Thus, it will be possible to link the same documents in different languages, allowing the user to associate them and revise them together, when necessary.
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Title
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Enter a name/title for the document or, if the use of identification mask for the title has been configured in the category, use the arrow located next to this field to automatically generate the title.
The title generated through the mask can only be edited if the "Enable title change" option is checked on the data screen of the category.
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Responsible for the document
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Displays the data of the logged user, that is, of the user who is creating the document, and it can only be edited if the "Block record user editing" is not checked in the Security  Document section, in the Details tab of the document category.
If the editing is unlocked, use the buttons located next to the field to select another user to be responsible for the document or to clear the filled-in field.
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Revision*
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If the revision ID # has been defined to be "Numeric" or "Text", this field will display the number/letter that corresponds to the current revision of the document. If the revision ID # is "Customized", enter an ID # for the current revision of the document.
If the "Enable ID # changes of revisions in the draft step" option is checked, the user can edit this field.
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Date
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This field can only be filled out if the "Disable creation of released documents in the system" is not checked in the category. In this case, enter the validity date of the document/revision.
If this field is not filled out, the document will be created under issue.
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Summary
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Describe the document that is being created.
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Option
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Enabled
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Disabled
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Enter printed copy*
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The wizard will display the "Printed copy" step described below.
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The "Printed copy" step will not be displayed in the wizard.
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Enter security**
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The wizard will display the "Security" step described below.
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The "Security" step will not be displayed in the wizard.
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Enter structure
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The wizard will display the "Structure" step described below.
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The "Structure" step will not be displayed in the wizard.
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*It will only be available if the Printed copy control is configured in the category selected in the first step.
**It will only be available if the "Block document security control editing" option is not checked in the category security or if the "Allow the inclusion of permission in the document" option is checked.
Use the Next button at the bottom of the wizard to access the next step in which it is located. At this point, the system will ask if you really wish to go to the next step, as not all previously entered data can be edited after that. Thus, even if the wizard is closed, the document will be created in the system with the data entered until then.
▪Use the Cancel button at the bottom of the screen to exit the document creation wizard. Note that all the data entered up to then will be lost. To perform this operation effectively, it is necessary to confirm the question asked by the system. ▪After executing this step, the "Cancel" button will not be available for usage. Thus, make sure the document data is properly entered. ▪Use the Previous button at the bottom of the screen to return to a previous step of creating the document to make the necessary edits. This operation can also be performed by clicking on the name of the step on the side panel of the wizard. |
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Template
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This step will only be displayed if more than 1 (one) template is associated with the document category and the "Date" field in the "Document data" step is not filled out. In this case, click on the template you wish to use in the document being created.
Use the Next button at the bottom of the wizard to access the next step in which it is located.
If a template has not been associated with the document category or only 1 has been selected, this step will not be displayed.
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Printed copy
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This step will only be displayed if the "Enter printed copy" option is enabled in the document data. In it, it is possible to establish the copy station in which the printed copies copied must remain and the number of copies programmed for the station. On the side toolbar, the following buttons are available:
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Click on this button to associate the copy station responsible for the document being created. On the screen that will be opened, select the desired copy station and enter the number of printed copies of the document that are scheduled to be assigned to the station. Once done, save your selection.
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Click on this button to edit the number of copies scheduled for the station selected in the list of records.
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Click on this button to view the data regarding sending the copies to the station selected in the list of records.
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Click on this button to disassociate the copy station selected in the list of records from the document.
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Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Structure
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This step will only be displayed if the "Enter structure" option is enabled in the document data. It is divided in two sections:
Document translation
In the Document selection field, associate a translation document to create a relationship between them. To do that, the documents must be in a different language from the original document, so that they represent the document translated to other languages.
Note: It will only be possible to add one document for each language.
Option
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Notify structure revision
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With this option checked, when a revision for a document with translation relationship is created, the Translation revision task will be generated to check the need to revise the related documents.
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Notify when closing the revision
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With this option checked, when a revision for a document with translation relationship is closed, the Translation revision task will be generated to check the need to revise the related documents.
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After the associations are performed, when hovering the mouse over a related translation document, the "Actions" button will be displayed. Click on it to view the options to delete the translation, view the document data, and view its electronic file.
Where used
In the Document selection field, associate or add a document that has the document in question in its structure. If a previously created document is selected, it is possible to define if the current revision or a specific revision will be associated. If it is a specific revision, enter the number of the revision you wish to use.
Composed of
In the Document selection field, associate a document that composes the structure of the document in question. If a previously created document is selected, it is possible to define if the current revision or a specific revision will be associated. If it is a specific revision, enter the number of the revision you wish to use.
After the associations are performed, when hovering the mouse over a related structure document, the "Actions" button will be displayed. Click on it to view the options to disassociate, view the document data, and view its electronic file.
For the "Where" and "Composed of" relationships, if in the general parameters screen:
▪The "Allow only current revision in the structure" option is checked in the Document tab, it is only possible to associate with the relationship the current revisions of other documents, that is, the options that allow associating revisions of a certain cycle or in progress will not be displayed. ▪The "Notify structure revision" option is checked in the Revision tab, when going through a revision, the system will create the "Revision acknowledgment" task. |
Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Security
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This step will only be displayed if the "Enter security" option is enabled in the document data. In it, it is possible to configure a specific security list for the document according to the definitions performed in the category.
Inherit security list from document category:
▪This option will be checked by the system if the "Inherit security list from document category (default)" option is checked in the category and may only be unchecked if the "Block document security control editing" option is not checked in the category. In this case, it will only be possible to edit the security list if the "Block document security control editing" option is checked and if the logged user has the "Edit" control enabled. ▪By unchecking this option, the security list defined in the category will no longer be valid for this particular document, enabling the creation of a different security list. The buttons on the sidebar of this section will only be enabled if the security list can be edited. They are:
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Click on this button to add a new access to the document security list.
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Click on this button to edit the data of the access selected from the list of records.
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Click on this button to delete the selected access from the security list of the document.
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Click on this button to import accesses configured in the category, and display them in the document security list.
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Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Participants
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This step will only be displayed if in the document category the user configures the Revision control, the configured revision process is 'ISO9000 based" and the route type is "Fixed" or "Variable".
In it, it is possible to view or define the participants of the revision through which the document will go. The completion of the information in this section depends on the route type configured in the category:
▪If the configured route type is Fixed, its participants will be displayed, and it will only be possible to import another route. ▪If the configured route type is Variable and a revision route is entered, the participants will be displayed in the list of records of this section. ▪If no revision route has been entered, it is possible to configure the desired participants. On the side toolbar, the following buttons are available:
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Click on this button to add a participant in the document revision. View the Configuring a revision route section to obtain a detailed description of how to add a new participant. If the participant is being added to a route associated with the revision, this addition will only be valid for the revision of the document, not being replicated to the route record made through the Configuration Revision Route menu.
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Click on this button to change the sequence, deadline, or checklist of the participant.
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Click on this button to delete the selected participant.
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Click on this button to import the flow of the participants of another revision route already registered in the SE Document. It is important to point out that if the revision route is the Fixed type, only this button will be enabled and this will enable the user to edit the revision route entered in the category of the document, however, it will not be possible to edit its members.
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Use the Next button at the bottom of the wizard to access the next step in which it is located.
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Electronic file
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In this step, it is possible to associate the electronic files of the document. The appearance of the section and the buttons available in the sidebar will vary according to the configurations performed in the category selected in the first step and in the general parameters. See more information in the Electronic file section.
If the document has a template set, it will be displayed associated in this step.
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Click on the Finish button to finish the document creation.
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Summary
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In this step, an overview of the document creation will be presented. Through the Document data option, it is possible to access the created document data screen to perform the necessary edits. Refer to the Editing documents section for a detailed description of the other fields on the document data screen.
If the category selected in the first step has the Revision control configured, the Execute revision option will be displayed. By clicking on it, the screen that will be opened will vary according to the configured revision process:
▪ISO9000 based: The screen to execute the revision step will be opened, as long as the user who is creating the document is also its executor. Refer to the Document revision section to obtain more information on the execution of this operation. ▪Workflow: The activity data screen will be opened for execution, as long as the user who is creating the document is also its executor. Refer to the Revisions Executing revision section for a detailed description on how to perform a controlled revision by a workflow. |
Click on the Close option to leave the creation wizard.
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