Prerequisites

• Access to the Document (DC010) menu.
• Previously created documents.
• Translation control enabled in the document category to relate translations.
• Document category with the "Contract" content type to relate contracts.

Introduction

Document relationship allows establishing links between documents that are related to each other, facilitating their identification, navigation, and management in SoftExpert Document.

Through this feature, related documents can be viewed together, which contributes to a clearer analysis of existing dependencies, in addition to supporting the processes of revising, controlling, and tracking information.

The system provides different relationship types, each with a specific purpose, such as Document structure, Translation, and Contract. The concepts of each type and the procedure for relating documents will be displayed below.

Relationship

Relating document structures

The structure of a document is composed by documents that complement a specific one, divided into the Where used and Composed of sections.

1. Access the Document (DC010) menu.

2. Locate and place the mouse cursor over the document.

3. Expand the more options button and click on .

4. In the Relationship tab, click on the Add button on the desired section:

Related documents

On the screen displayed, in the Document selection field, associate or add a document in which the current document will be inserted as part of its structure.

When selecting an existing document, it is possible to define whether the relationship will be established with the current revision or with a specific revision. If you choose a specific revision, enter the revision # that must be used.

Composed of

On the screen displayed, in the Document selection field, associate the document that will be part of the structure of the current document.

When selecting an existing document, it is possible to define whether the relationship will be established with the current revision or with a specific revision. If you choose a specific revision, enter the revision # that must be used.

5. Click on Save.

Linking document translations

1. Access the Document (DC010) menu.

2. Locate and place the mouse cursor over the document.

3. Expand the more options button and click on .

4. Set the language of the document's electronic files in the Language field of the General data section, allowing translations of the same document to be related.

5. Click on .

6. Access the Relationship tab.

7. Click on the Add button on the Document translation section.

8. In the Document selection field, select a translated document to create a relationship. All selected documents must have languages different from each other and different from that of the original document. Thus, it will only be possible to add one document for each language.

9. Then, click on Save.

10. After performing the translation relationship between documents, when hovering the mouse over a document, the Actions button will be displayed. Click on it to display the options for deleting the translation, viewing the document data, and viewing the electronic file.

Linking contract documents

1. Access the Document (DC010) menu.

2. Locate and place the mouse cursor over the document.

3. Expand the more options button and click on .

4. In the Relationship tab, click on the Add button on the desired section:

Contract addendum

The document that receives a record as an addendum becomes its contract. In the Document selection field, associate a document that is an addendum of the contract.

Addendum contract

The document that receives a record as a contract becomes its addendum. In the Document selection field, associate a document that is a contract with the addendum.

5. Check the desired options:

• Update the contract validity with the addendum validity: the validity date will be copied from the addendum document to the contract document. If the addendum is revised or the validity date is edited, the contract will also be updated. If this option is not checked, the validity dates will be independent. However, addendum documents will not be listed in the document due date to-do tasks; only contracts will be revalidated.
• Save common addendum attributes for the contract: attributes that exist in both records will have the value present in the addendum for both documents. If the attribute is edited in the addendum, the contract attribute will be updated. If the contract attribute changes, the addendum will remain unchanged.

6. Click on Save.

Practical demonstration

Where used

The Where used section will display the "Template" and "Portals" groupers, along with a counter showing the number of associated records, when the document is related to templates and portals.

Click on the desired grouper to view the associated records.

Conclusion

After the configuration of the document relationship, the established links start to be displayed in an integrated way, enabling a more efficient and organized management of related information.

Proper use of the different relationship types helps maintain consistency between documents, facilitates navigation through related content, and strengthens traceability throughout the document life cycle.

Thus, SoftExpert Document offers greater control and visibility over documents that share the same context, supporting the organization's decision making and document governance.