The General tab in Document Properties contains a wealth of information specific to that document. General users, and even logged out users, can view this information in view only format, while logged in users may have permission to edit certain items. If the logged in user is the Editor of a document, then they automatically have permission to edit the properties. Here is a read-only view of the General tab:
To quickly view the document from the Document Properties tab, simply click on the View Document link above the General tab.
The following information is available on the General tab of a document's properties:
| 1. | Title: Titles can be easily changed at any time without the document being required to go through the approval process. Qualtrax does not tightly control the titles of documents, because it assigns each document a unique ID number as soon as a document is created. From that point on, Qualtrax tracks the document by that ID number, not the title. |
| 2. | ID: The Document ID number is automatically assigned at document creation. This ID number allows documents to be located in multiple folders but Qualtrax still considers it one document regardless of how many folders it is in. |
| 3. | Revision: This field displays the current revision number of the document. |
| 4. | Status: This field displays what the current status of the document is. There are four possible statuses for a document: |
| • | Published: The document has been edited and all necessary approvals were obtained. |
| • | Edit: The document is currently being edited. However, anyone needing to view the document still has access to the previously published version. |
| • | Review: The document has been edited and released for review and the Editor is waiting for review comments to consider additional changes if necessary. |
| • | Approve: The document edits have been completed and the document has been released for approval. |
| 5. | Date Expires: This field displays the date the document will next expire. This date is determined by the document's expiration settings. For additional details on expiration settings please refer to the Expired Documents topic. |
| 6. | View Type: This field displays the document's View Type, such as HTML, MS Word, PDF, Excel, etc. |
| 7. | Edit Type: This field displays what application loads when the document is put into edit and the edit now button is selected. |
| 8. | Standards: This option allows the user to associate standards such as ISO (International Standards Organization) with their documents to easily categorize them for audits, or for easy searching and/or reporting. |
| 9. | Convert HTML Links: Select Yes or No here to convert links in HTML documents. |
| 10. | Allow HTML Automation: Select Yes or No here to allow HTML Automation - this option also applies to automatic headers and footers in MS Word & Excel documents. |
Current Revision History Information:
Editor: Displays the current Editor's name.
Started: Displays the date when the current revision was Started (date it was placed in edit)
Released: Displays the date when the current revision was Released (date it was sent out to the approvers)
Published: Displays the date the current revision was published (all edits complete and approved)
Approvals: The approvers are listed here along with the date and time they approved the document, as well as any comments they may have made.
Changes Made: When the Editor releases the document for review and/or approval they are required to type text in this field describing a summary of the changes they made in the document. This information is displayed here. For additional details on how to use this field when a document is in edit status, see the Changes Made Text Field topic.
Edit Reason: When an edit is requested on a document, the Editor may be prompted to fill in this text field with a reason they are editing the document. If a document is placed in edit due to it reaching its expiration date, this field is automatically populated with that reason.
Reviewer Information: If a document is released for review, the each reviewer's comments are recorded here along with their name and the date and time they responded. As soon as the first reviewer enters their review comments, Qualtrax starts tracking all reviewer comments, keeps them and notes who has not yet reviewed the document.