To view metadata for a document, go to the document module and open the folder in which the document is located. To find the document, you can also search the document's name in the bar at the top right of the page.

Instructions

To edit or view metadata for a document, click in the Options column.


Tip: If you are going to provide the same metadata for multiple documents, you can also edit all the documents at the same time.


This will take you to the document form:

Status

The workflow for documents consists of different statuses. If the document does not have a type, it is not possible to set statuses other than draft, published, history and withdrawn.

Info: Click  for information about workflow for documents and what the various statuses mean.

File

  • You can edit the filename by clicking .

  • You can edit the file directly by clicking Edit file directly. All changes made when editing directly are saved in Landax.

  • To open the document, click Download.

  • You will be given the option to select and upload a file when you click Replace file.


Note: Replacing the file overwrites and deletes the old file. If you want to keep the contents of the current version, you can create the file as a new published version. When a new version is published, the previously published version is sent to history. If you want to create a new version of the document as a draft, click Create new draft.

Data

Among other things, you can view the document's ID, type and revision date, along with who is responsible for the document.


Approve document

For documents without workflow requirements, click Approve document to approve the document. If necessary, enter a comment before approving. For documents that are to undergo a workflow, the status To approval allows you to approve the document. Approved documents are marked with  in the document list.

The approval of a document can be revoked by clicking Revoke approval. When revoking approval you get the option to enter a comment and withdraw the document.

Info: Some user groups give employees permissions to approve documents where they are selected in the To be approved by field. When configuring the document type, you can select whether the document responsible is to be allowed to approve their own documents.


The document is a template

In order to create documents from a template, you must have documents marked as a template. Select Yes in the The document is a template field on the document form. Template documents are marked .

Info: It is possible to create document requests in the Tasks module and the Project module for documents that are templates.

Templates are useful when working with structured documents such as procedures, operation descriptions, routines and instructions. For instance, you can prepare a document as a template for procedures. When you are making a new procedure, you can create it from a template and enter text and information about the procedure in question. The Relationships tab provides an overview of documents created on the basis of the template.


Duration

If the document has an expiry date or a date for a new revision, select that date in the Duration field on the document form. This field controls the colour of the document in the folder list.


It is possible to enter an expiry date and also select Without duration so that the document is marked as timeless.

Info: You can enable reminders via email for documents that have an expiration date.

App

Select whether the document is to be available in the app and whether it should be available offline.

Note: If a document is available offline it is saved on the unit when synchronizing and takes up storage space.


Follow-up processing

  • If a document is to be opened in PDF format when it is downloaded, select Yes in the field Download as PDF on the document form.

  • If the document contains merge fields, select Yes for the option Merge when downloading to merge the document's metadata in the document.

Notes linked to the document

View and create notes linked to the document and the document's version.

Participants

Employees, customers, suppliers and their contacts can be added as participants. Employees can be granted permissions to the document by adding them as participants on the document.

Info: You can select which fields are to be visible by enabling configuration mode.