Contents

Overview
Allocation
Reports & Enquiries

Overview | Having decided upon what groups are required, then the document to group relationships must be recorded. This process is known as "Allocation", and may be accomplished by: Allocating documents to groups, Allocating groups to documents: For Ones Own documents this is done via the Document Edit screen. For Other Peoples documents, this may be done: When a revision of the document is received, Via the Document Edit screen. The Allocation screens allow the removal of a link between a document and a group. Allocations can be carried out at any time, and does NOT disturb any audit trail information.
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Allocation | As indicated above, there are two ways in which the document group relationship can be recorded. The allocation of documents to a group screen is opened by selecting Technical Documents from the Main Menu, and then Groups, Allocate Documents to Group. The allocation of groups to a document screen is launched from The appropriate document edit screen (Own or Others), When recording receipt of an others document.
Document to Group | The process is as follows: Select the JobNo, Select the Group, Select whether to allocate Own or Others documents, Perform the allocation, which includes: Adding a document, Removing a document, Adding all the displayed documents when a filter is set, Removing all the allocated documents. The list of available documents may be filtered by selecting one of the filters described in the Technical Documents, Overview, Document Filters from the context menu.
Group to Document | The screen is launched from one of the screens for recording or editing a document. The process consists of: Adding a group, Removing a group, Adding all the displayed available groups to the groups when a filter is set, Removing all the allocated groups. The list of available groups may be filtered by selecting one from the context menu. Three of the filter options require additional information which is entered, typically as shown below.
| Restricting the list of available groups to one group type. Restricting the list of available groups to those to which an Own Document belongs. Restricting the list of available groups to those to which an Other's Document belongs.
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Reports & Enquiries | For both Reports and Enquiries, there are two options: By Group - which shows for a selected group, the documents which are allocated to it. By Document - which shows for a selected documents the groups to which it belongs. The screen shots below show both options for both Reports and Enquiries.
Enquiry by Group |
Report by Group | Click to view sample Report
Enquiry by Document |
Report by Document | Click to view sample report
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