Set the Document Registry system options

Document Registry system options allow administrators and Document Registry administrators to configure and control various aspects of the Document Registry.

Fields that must not be empty allows you to specify which fields are mandatory to define when users register files.

Show All Files filter option by default makes the All Files option the default selection in the authorization drop-down list.

Keep deleted records will keep any files that are deleted in the Document Registry. Deleted files appear as light gray in the list and cannot be accessed unless reinstated (right-click the file and choose Undelete).

Enforce notes when unlocking draft forces users to enter a note when unlocking a draft document.

Include all files with master documents in authorized filters will include files that have been promoted already (i.e. they have master versions) but are undergoing another review (i.e. their status is Update Pending) when users choose to search by All Authorized in the Authorization filter.

Show access denied documents will include files that users do not have the rights to view in Document Registry searches.

Automatically create back links for related documentation will automatically add back links to files that are being referenced as related documentation by other files. For example, if you are adding File B as related documentation for File A, then File A will also be added as related documentation in the details for File B. This option will also remove both links if one of the related document links is removed.

Maximum list results for cached records mode is the maximum number of files that are returned when users perform a Document Registry search in Cached Records mode.

•Automatic relocation of new documents (Drafts) defines what happens to files when they are registered in the Document Registry.

•Do not relocate will link to files in their existing location.

•Copy new documents when added will make copies of files in the Document Registry.

•Move new documents when added will move files into the Document Registry.

Location for promoted documents (Masters) defines where files are saved to when they are promoted.

Web Link File Locations allows you to specify the location to save draft and master web link files (.cwl) to. If no locations are specified then web link files will be saved to the Process RepositoryATTACH\Web Links\Draft and the Process RepositoryATTACH\Web Links\Master folders.

Reviews

Manual Review Scheduling will require users to manually schedule file reviews, i.e. they must specify the date and all other file review options.

Automatically schedule review upon authorization will automatically schedule a review when a file is authorized. If this option is selected then you must specify the time period for the automatic schedule to begin.

Defaults

Default Promoter allows you to specify a user who will automatically become the draft promoter when files are registered.

Note: To assign specific users or user groups select the Default to specific user option, click Define and then click Add to add user(s) or user group(s).

Drop Downs

Define the display filter drop-down titles.

Prompt for drop down list item codes allows a code to be manually specified when Document Registry drop-down items are created. If this option is disabled then a code will be automatically assigned to drop-down items upon creation. If automatically creating a drop-down category, the first 3 letters will be used (for example, if a drop-down list is called Department, then drop-down list items would have the codes DEP01, DEP02, etc.).

Access

Allow drop down fields to be updated on locked records allows the drop-down fields of promoted files to be updated.

Allow comment field to be updated on locked records allows the comment field of promoted files to be updated.

Allow author field to be updated on locked records allows the author field of promoted files to be updated.

Allow draft version field to be updated on locked records allows the draft version of promoted files to be updated.

Allow only administrators to set document access rights restricts the setting of file access rights to administrators and Document Registry administrators only.

Allow owners and authors to define document promoters allows file owners and authors to define document promoters, otherwise only administrators and Document Registry administrators can define document promoters.