Documents List

Audience: Document Managers and Document Administrators

Purpose: To be able to maintain and perform bulk actions on the documents within your EQMS system.

 

 

To access the Document List, navigate to Document Manager | Documents | Manage Documents, you will be presented with a screen similar to below:

Filters

Filter	Type	Description
ID	Text Field	Search documents with matching ID
Title	Text Field	Search documents by Title
Doc. Type	Dropdown	Filter to documents of the matching Control Type
Status	Dropdown	Filter to documents with the matching Status
Topics	Dropdown	Filter to documents have the matching associated Topic
Standard	Dropdown	Filter to documents that have the matching associated Standard
Metadata	Dropdown	Filter to documents that have the matching associated Metadata Type
Review/Expiry Dates	Date Fields	Filter to only documents that have review or expiry dates within the date boundary
My Docs ONLY	Checkbox	Show only documents where you are listed as the owner Can be used in conjunction with other filters
Show Archived Docs	Checkbox	Show only documents that have been archived Can be used in conjunction with other filters

 

Bulk Actions

To perform 'Bulk Actions' for documents in the list:

1. Select the relevant radio button from the options provided:
   • Archive
   • Linkage
   • Set Review Dates
   • Set Expiry Dates

Once an option has been selected, all documents that can be amended with the selected action will have a checkbox in the far right of their column in the list. There is also an option to 'Select All' in the far right column header. There should also be a button to perform the selected action.

2. Select the required documents from the list
3. Select the action button

Bulk Archiving Documents

1. When bulk archiving documents you will be prompted to confirm that you wish for the selected documents to be archived
2. Confirm to save the changes
3. Archived documents can be reaccessed by Administrators and Mangaers by selecting the 'Show Archived Docs' option

Bulk Linkage/Link to Structure

1. When bulk linking documents to the structure, you will first be prompted to confirm the change. Once confirmed, you will be presented with a screen similar to below:

2. From here you can select the area of the structure you wish to link ALL selected documents to. To link the documents, select the Link below this component icon *
3. You can also link under multiple components by first checking the 'Link under multiple components' checkbox in the top right and then checking the checkboxes that appear next to each relevant component/folder.
4. Confirm that you wish to make the change

Bulk Review/Expiry Dates

1. When changing either Review or Expiry dates by bulk, you will first be prompted to confirm that you wish to make the change
2. Once confirmed, you will be presented with a screen similar to below:

3. Choose the new Review/Expiry Date
4. Provide a Log ID if required
5. Provide any additional information in the Comments field
6. Select Save and confirm