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Indexing control enables documents that do not have revision control, to have one more step before release. This means when the user sets this control, he/she may configure a step to draft the document before the release and make it available to be viewed by other users.
This control will only be available for selection if the category content is not "Process" or if the "Revision" control is not checked.
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To configure the document indexing function, perform the following steps:
1.Access the Configuration  Category menu.
2.Select the desired category and click on the  button.
3.Access the Control tab, in the Indexing section.
4.The following fields will be available to be configured:
Option
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Checked
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Unchecked
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Indexing approval
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After finishing the drafting of the document in the "Indexing" step, the "Document approval" task will be generated for the responsible parties. See further details about the task in the Approval task execution (Route) and Approval task execution (Workflow) sections.
The fields described below will be enabled for completion, allowing you to configure how the approval will be performed.
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After finishing the drafting of the document in the "Indexing" step, it will be released. In this case, the fields described below can be ignored.
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Field
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Approval process
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Select the desired option to define how the indexing step of the documents in this category will be approved:
▪Route: The approval will be via responsibility route. ▪Workflow: The approval will be via workflow. In order for this feature to function properly, it is necessary for the SE Process and SE Workflow components to be part of the solutions acquired by its organization. |
Route type
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Define how the revision route will be. The options available for selection will vary according to the previously selected revision process:
▪Workflow: This field will be filled out with the "Fixed" option and cannot be edited. ▪Route: Select one of the following options: ▪Variable: Allows the responsibility route to be selected/edited during the indexing step, furthermore, allowing the editing of its members. ▪Fixed: Allows the route to be selected/edited during the indexing step; however, it will not be possible to edit its members. ▪Fixed & unique: A standard responsibility route will be established for all documents in this category, that is, the route selected in the corresponding field cannot be edited (nor its members) during the indexing step. |
Responsibility route
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This field will be available if the previously selected approval process is "Route". In this case, select the responsibility route that will be used for the indexing approval. Use the other buttons next to the field to add a new responsibility route, edit the data of the selected route, and clear the field.
The completion of this field is mandatory if the route type is "Fixed & unique". If another route type option is selected and this field is filled out, during the indexing step, the system will use the entered responsibility route, but it will be possible to edit it. Note that only the approval responsibility routes will be available for selection.
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Process
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This field will be available if the previously selected approval process is "Workflow". In this case, select the process (SE Process) that will be instantiated in the SE Workflow component. Use the other buttons next to the field to view the process flowchart, view the process data and clear the field.
Note that the selected process must be properly modeled in the SE Process component. Thus, it is important to make sure that:
▪The process has automation with the SE Document component properly enabled and configured. ▪The process has two end points and in the "Approval" tab of each one of them, the approval result is duly configured. ▪Process modelling does not have errors. Refer to the SE Process specific documentation for more details on modeling and configuring processes. ▪The process is enabled to be instantiated. Refer to the SE Workflow specific documentation for further details on process instance and activity execution. |
Option
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Checked
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Unchecked
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Allow document data editing upon approval
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The data of the document can be edited during indexing approval.
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The data of the document cannot be edited during indexing approval.
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5.Save the changes.
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