Master Document List

This component will be of great benefit to your management system. It makes it easy to keep track of important documents. Each record displays a number, category, title, revision number, and date of issue. New document categories may be created to suit your requirements. Records may be linked to ANY application to display actual files.

The list should include any electronic or hard copy documents that you wish to control. These may include your management system documents e.g. policies and procedures, other internal documents, or external documents. The displayed list may be filtered as required.

The Master Document List may be accessed from the Documents link on the main screen, from menu item Modules / Documents / Master Document List. It may also be accessed from buttons associated with document fields throughout the application e.g. on the Action Form.

For help on activities associated with this form, go to Documents - Activities

Filter options:

Filter	Type	Description
Document type	Combo box	Types of document e.g. procedures, forms etc. Select from user-defined options
Main issue	Combo box	The main issue or subject that the document addresses e.g. security, HR etc. Select from user-defined options
Business unit	Combo box	Organisational - The relevant business unit or department. Select from user-defined options
Location	Combo box	Geographic - The relevant area or place. Select from user-defined options
Document owner	Combo box or Pop-up form	Documents that a particular person has authored or is responsible for. Select from names in your People List
Corporate document	Check box	Documents that have been marked as having corporate-wide application. When a user is filtering the Master Document List that will over-ride the Business Unit and Location field to also display all documents marked for corporate-wide application.
Number	Number field	Will return any documents that contain the entered number in their Reference Number field. This a "pattern search" - meaning that the search will find any documents with a reference number that includes the pattern of numbers entered in this field e.g. a search for "81" would find any document that included 81 as part of its reference number - such as 100081, 100181, 100281 etc. Whereas a stricter search for "100281" would find that document only
Title	Text field	This is a keyword search that will return any documents that contain the entered text in their title
Show inactive options	Check Box	Filter records based on inactive options e.g. defunct business units

The Search button will filter the list according to your selections. The Reset button will restore the default settings.

Fields displayed:

Field	Description
Document Type	A category of document e.g. procedure, form, letter etc.
Number	A number / abbreviation that you use to identify the document. Depending on the selection made by your System Administrator in the Management Console, this may be either: An automatically-generated 6 digit consecutive number A manually-entered alphanumeric number/code
Title	The title of the document e.g. Service Report
Business unit	The relevant business unit or department
Location	The relevant area or geographic location
Corporate	Check box for indication of whether the document has a corporate or just a local application
Revision No.	The current revision number for the document (default = 0)
Revision Date	The date it was last revised (default = system date when document was listed)

You may change the sort order of records by clicking on the title of any column. Alternate clicking will change the sort order to ascending or descending. This will affect the sort order as viewed onscreen. It will not change the order permanently, or affect any reports generated.

For navigation to more records, the table has a Paging tool at the bottom.

Buttons:

Button	Function
Procedure (1)	Opens your procedure for document management
View	Open the document. Note: It will be opened with the application that is designated by your Windows Operating System for files of that type. You must have a suitable application installed or a Windows dialog box will appear
New (1)	Add a new document
Edit Details (1)	Edit data about the selected document
Close (1)	Close the form
Return (2)	Choose the currently selected document

⁽¹⁾ These buttons do not appear when the Master Document List is activated from Document Lookup buttons at various places throughout the application.

⁽²⁾ This button only appears when the Master Document List is activated from Document Lookup buttons at various places throughout the application.

Functions menu:

Item	Function
New	Add a new document
Edit	Edit the selected item
Delete	Delete the selected item (after confirmation process)
Notes	Open Notes form for selected document. This record may include instructions about the author, use and filing of documents
Revisions	Open Document Revision History form for selected document to view its revision history. Also, select to enter details about a new revision
Distribution	Open Issued to form to see who has a copy of the document or data. Also, select to add or delete someone from the distribution list for that item.
View	Open the document. Note: It will be opened with the application that is designated by your Windows Operating System for files of that type. You must have a suitable application installed or a Windows dialog box will appear
View Procedure	Opens your procedure for document management

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Contents | Documents |
For help on activities associated with this form, go to Documents - Activities