My Documents
Overview:
If you use in-house, company, proprietary or restricted standards, or procedures that are not referenced within the i2i Standards Management System, then you can use the MY DOCUMENTS facility to create and manage these records.
Any record created through MY DOCUMENTS feature are treated the same as the records in i2i Standard
Before creating your records in MY DOCUMENTS, it is recommended that you read the following sections in order to familiarise yourself with the concepts and usage of it.
Contents:
- Create a new document
- Editing a document
- Publishing a document
- MY DOCUMENTS: Display – Searching – Actions.
- Draft
1. Create a new Document
Click on “MY DOCUMENTS” under the Profile icon to access MY DOCUMENTS as a Editor/Publisher
In order to create a My Document record the minimum requirement is to fill out Document number and Document Title – all other fields can be completed at a later stage
Click on “+ Create New Document” and fill out fields, then click on “Create”
Editor/Publisher can now edit the various sections of a document
2. Editing a Document:
Following Sections can be edited individually:
Document Section
Versions Section
Equivalencies Section
ICS Codes Section
Languages Section
Foreign Texts Section
Approvals Section
Updates Section
Cross Reference Sections
Document Section: click “Edit”
Click ‘Edit’ again to open up the Document Section
The Document Section opens up which enables Editor/Publisher to add further information for example AKA Keyword, Summary, Country etc. by scrolling down the yellow bar on the right hand side
Proceed to edit further sections if required by opening up the Accordion next to Sections for example
Versions Section
Enter Version and Date
Equivalencies Section
- ICS Codes Section
- Languages Section
- Foreign Texts Section
- Approvals Section
- Updates Section
- Cross Reference Sections
Once Editing is finalised Click on “Finish Editing”
3. Publishing a document
Go to My Documents listing and click on Doc. Number which needs to be published and click on “Publish” on the right hand side
4. MY DOCUMENTS
Display:
My Document view is displayed by listing all the documents already created
Searching:
Filter: Documents can be searched by Doc. Numbers, Groups, Status and Language
Doc. Number: Number of Document
Group: Group which will be able to view document after the document is published
Status: Publishing status
Last Action done by: User Name of Editor/Publisher
Actions: Lists all Action points which allows Editor/Publisher to modify the documents
Actions for Pending Publications are as follows:
Delete Draft: Pending Publication Documents are Drafts and can be deleted
Publish: Publish Document to make it visible for the associated Group
Move Document: Move the Document to another Group
Properties: Displays Document properties including Next Review Date and Owner Group
Once a Document is published and made visible to the associated Groups following Action points are available to Editor/Publisher
Actions for Published Documents are as follows:
Create Draft: Once a Published Document need to be modified or a new Version needs to be published the Editor/Publisher need to Create first a Draft
Mark To Delete: Marks a Document to be deleted
Unpublish: Users cannot see the publication anymore
Delete from list: Deletes the Document from the My Documents List
Add to Collection: If the Document should be monitored for changes add to a Collection
Remove from Collection: Remove Document from a Collection
Properties: Displays Document properties including Next Review Date and Owner Group
5. Draft
If an existing published Document needs to be modified due to adding a new version or adding further information following steps need to be completed.
Click on published Doc. Number in MY DOCUMENT list and choose under Actions: Create Draft
Note: The Draft will be created and can be modified while the published document is still on display for end users.
Once the Draft has been modified accordingly it can be:
a) Published as a new version which means the previous published version and the new version are being displayed as separate records in i2i
b) Published replacing the current document which means only the latest modified version is displayed in i2iClick on “Submit”
To access those reports:
- Go to Reports > Generate
- Choose the desired report
- Provide a report time frame
- Click on ‘Generate report’
- The report will be generated and emailed to you.
- If you enter an email to the field “Email report to” the report will be only sent to the recipients entered.
- If the field is left blank it will be sent to the user requesting the report.
- The email will be sent from i2i-helpdesk@saiglobal.com