Creating a New Document

To create a document, the user must first determine what folder in the tree structure they want to create the new document in.  Then, simply right-click on the folder and select Create Document Here from the menu options.  The following Create Document form loads and must be filled out with details about the new document that is being created in Qualtrax:

There is certain information that is needed in order to create a document in Qualtrax.  Some of this information is required, while other fields are optional, but available at the document creation state. These settings are determined in the Folder Properties of the folder the user is creating the document in.  The typical fields on the Create Document screen are explained below:

Title:  Enter the title of the new document. This is always a required field. Even if the document being  imported is an existing document that already has a title, it is required that a new title is entered here for the new document.

Uncontrolled Document:  Checking this box will tell Qualtrax that this is just a document to be stored in Qualtrax, but it does not need to follow the rules of a controlled document that is required to be routed for approvals.  The options on the Create Document screen change when this box is checked as shown below:

The option is given to either show the document in the Browse tree, or not, just by checking or unchecking the box beside the Show In Tree option.  Other options, that are not applicable to uncontrolled documents, such as defining a dependent document or associating a standard with the uncontrolled document so those options are removed from the Create Document screen.  Also removed is the option for the user to select any approvers, reviewers or notify lists or set any document expiration settings.

Parent(s):  The folder that is right-clicked on to create the document in will automatically appear here under the Parent(s) list.  However, users can add additional parent folders to populate the new document in several locations by clicking on the Add link if needed.  Clicking on the Add link brings up the tree structure for ease in selecting an additional Parent folder.  A check is simply placed beside the new parent folder(s) the user wishes to add, and then the button must be clicked on to add them to the Parent folder list as shown below.  The current parent can also be removed, if necessary, by clicking on the Remove link next to the folder name if necessary.

Dependent of:  Users can also create dependency revisions to other documents from the Create Document screen. This may be a required field if the Qualtrax Administrator sets it up to be. To add a dependent document, click on the Add link which brings up the tree structure for ease in selecting documents the user may want to make a dependency reference to.  The user simply places a check beside the document(s) they wish to associate as dependencies, and then clicks on the button to add them to the Dependent list as shown below.  For additional information on referencing dependency revisions refer to the References tab topic under Document Properties.

Standards:  The user can associate standards with a new document from the Create Document screen. This may be a required field if  the Qualtrax Administrator sets it up to be. To associate standard(s) with the new document, click on the Add link which brings up the standards list for ease in selecting the standard(s) that apply.  The user just simply places a check beside the standard(s) they wish to add, and then clicks on the button to add them to the Dependent list as shown below.  For additional information on associating standards with documents, refer to Standards sub-topic under the General tab of the Document Properties.

Extensions:  This option requires the user to identify whether the document uses one extension for both viewing and editing.  For details on the difference between these two options, please refer to the Edit/View Extensions topic.  Choose the appropriate option by clicking on the drop-down arrow as shown:

View Origin:  For this option, Qualtrax wants the user to identify where they are getting the document from.  The choices are as shown below:

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Import (upload) the file from your computer:  This selection allows the user to browse to an existing document anywhere on their computer or network and copy it to the Qualtrax server. First, select the applicable extension type for the document, then click on the button to find the path to it.  Once selected, the directory path shows up in the Browse box.  Then the user must click on the button to import the document into Qualtrax.  Once imported, Qualtrax lists it as imported as shown below:

Review, Approval and Notify Lists:  At least one approval group must be selected in order to create a new document.  Please refer to the Document Lists topic in Document Properties for additional details in selecting approval groups.

Expiration Settings:  The defaults for this setting are determined in the Folder Properties of the folder the new document is being created in.  However, as the Editor of the new document, the user can change the defaults at their discretion.  For additional details on expiration settings please refer to the Expired Documents topic in this documentation.

All the pieces of the Create Document screen are shown below:

Once all the required and necessary fields on the Create Document form are filled in, click on the button. Qualtrax creates the new document in the folder(s) specified and also places it in the user's Documents in Edit sub-header in My Qualtrax.

From here the user can make changes to the document or release it for review or approval.