Uncontrolled Documents

If your administrator allows, you may see the option to create an uncontrolled document. Uncontrolled documents are exempt from document control and are therefore always in published status. They can be updated through the Replace feature, but there is no need to route them for approval. Like controlled documents, however, they have unique IDs for tracking and can be given View and Edit Security settings to limit access.

1.	Leave the Uncontrolled Document box unchecked to create a controlled document, or check it to create an uncontrolled document. Enabling this option eliminates fields for Standards, Dependencies, DocLists, and Expiration from the Create Document screen.

2.	If you check Uncontrolled Document, the Show in Tree option appears, and is enabled by default.

3.	Leave Show In Tree checked to link the document in the Browse Tree, or uncheck this option to hide the document. If you uncheck Show in Tre, the document no longer has any Browse Tree Locations, so the Locations field disappears as well.

The first location in this table is the folder where you began creating the document, but you can change the first location and add additional locations if desired. These locations contain links to the document in the Browse Tree and define a range of default settings at the Create Document screen. Default document lists and expiration settings are determined only from the first location in the table, but password verification, custom fields, and the standards requirement are enforced automatically from any location. At least one location is required for most Qualtrax documents. The only exception is uncontrolled documents with the Show in Tree option disabled.

Because they are exempt from document control, uncontrolled documents have only four Document Properties tabs, as shown below.

•	General: Lists only the Title, ID, Revision number, and Current Revision History.

•	History: Lists only the time, date and editor for each new revision.

•	Locations: Contains the same information and settings as controlled documents.

•	Security: Contains the same information and settings as controlled documents.

Replace Document allows you to check in a new revision of a document instead of editing the old one, sidestepping the Check Out/Check In process entirely. You must be the editor of a document to replace it, and it must be in edit or published status. Please note as well that replacing a document simply creates a new revision in edit. It does not replace previous revisions or allow you to avoid the normal approval process. In addition, this is the only way to check in a new revision of an uncontrolled document.

Qualtrax stores all past revisions of both controlled and uncontrolled documents and provides links to these revisions here, along with a table of key information about each, including who edited and approved them, the date and time each revision was started, released, or published, the names of all approvers or reviewers, and any comments entered during processing. Below is an example of the History tab of a document with one unpublished and one published revision, along with the most common fields that appear on this tab. Certain fields appear only in special cases. These are discussed under separate headings below.

14. Document Control - Allow Uncontrolled Documents - This setting determines whether or not to allow users to add uncontrolled documents to Qualtrax. An uncontrolled document skips all approval and review cycles and becomes published immediately after loading the document into Qualtrax.