Editing Documents
Documents without a workflow can be edited by the creator at any time, and editing rights can also be assigned to third parties in the authorization section. Documents with workflow can only be edited as long as the workflow has not yet started. In addition to the file attachments themselves, the name of the document, the filing folders or the permission can also be changed.
If the workflow has already been started, the document can no longer be changed by the creator, and only the active reviewer has editing rights. All changes are documented in detail in the processing log, which gives all users the certainty that files that have been uploaded and checked via the workflow will be reproduced unaltered later on, thus creating consistent documentation.
Documents with workflow cannot be deleted after the review is complete. If shared documents are no longer relevant, they must be moved to the archive using the "Archive" function. Documents with a completed workflow can only be archived by the creator and editors with full control. If archiving rights are also required, these can be assigned to specific persons by the system administrator.
To edit existing documents in the data pool:
- Find the document you want to change in the view using the filing folders and search functions.
- Open the document by clicking on the label.
- Click the "Edit“.
- Make the changes you want.
- Save the changes by clicking the "Save" or "Save & Close" or "Save & send infomail“. The change is complete.
The following items can be edited in an existing document:
- Designation
- Drop
- Catchwords
- Attachments
- Permission section
- Notes
Changes in a document can only be made by the creator. If the document is also to be edited by other people, they must be entered as authorized editors or as editors with full access. In contrast to authorized editors, it is also possible to change the authorization and create new versions with full access rights.
Relevant changes in a document are documented in the processing log and can be viewed by all users. In addition to saving the document, changes to the authorization and file attachments are recorded in the editing log.
When deleting file attachments, they are moved to the recycle bin, and a corresponding entry is created in the processing log with the link to the deleted file. This ensures that no manipulation is possible.
