How to use document associations
Prerequisites:
- Access to the File > Document (DC003) menu.
- Previously created document in a category with configured association control.
Introduction
Through the Associations tab on the document data screen, it is possible to associate items originated from other SoftExpert Suite components.
The available associations vary according to the document category association control configuration.
See the available associations:
Document associations
Action
In order for this feature to function correctly, it is necessary that the SoftExpert Action component is part of the solutions acquired by the organization.
With action association, it is possible to perform the identification of occurrences as well as associate occurrences identified in the SoftExpert Action component that are related to the document.
In the Display field, on the upper part of this section, select one of the following options:
- Revision: Displays the occurrences that were associated with the pending document revision.
- Document: Displays the occurrences that were associated with all the revisions that the document has gone through.
On the side toolbar, the following buttons are available:
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Click on this button to identify an occurrence. On the screen that will open, enter a name for the occurrence and its description and perform the other necessary changes. Save the record. At this point, the other fields will be displayed to be filled out. |
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Click on this button to associate an already-identified occurrence with the document. On the screen that will open, locate and select the desired occurrence. |
Actionable event
With this association, it is possible to add an actionable event to a document. An actionable event allows actions to be triggered once the document reaches a certain step, within a specific period.
Events previously associated with the document will be listed in this section. Through the available buttons, it is possible to execute the event, view its data, edit it, and associate or disassociate other events.
The following buttons are available:
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Click on this button to create an actionable event for the document. See further details in the Creating an actionable event article. |
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Click on this button to associate an actionable event previously configured in the system. On the screen that will be opened, search for the event, select it, and click on the Add button. |
Remember that it will only be possible to manually execute the events with the Allow executing the event manually option checked.
Incident
In order for this feature to function correctly, it is necessary that the SoftExpert Incident component is part of the solutions acquired by the organization.
With this association, it is possible to start the report of new incidents, as well as to associate already reported incidents that are related to the document.
In the Display field, on the upper part of this section, select one of the following options:
- Revision: Displays the incidents that were associated with the pending document revision.
- Document: Displays the incidents that were associated with all the revisions that the document has gone through.
On the side toolbar, the following buttons are available:
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Click on this button to start reporting an incident. On the screen that will open, select the type that will classify the incident you wish to create. The Title and Description fields will be enabled to be filled according to the configurations made in the process. Save the record. The reported incident ID # will be displayed and the activities will be generated for the due responsible parties. |
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Click on this button to associate an incident with the document. On the screen that will be displayed, locate and select the desired incident. |
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Click on this button to disassociate the incident selected in the list of records. |
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Click on this button to view the data screen of the incident selected in the list of records. |
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Click on this button to view the flowchart associated with the type of incident selected in the list of records. |
Process
In order for this feature to function correctly, it is necessary that the SoftExpert Process component is part of the solutions acquired by the organization.
With this association, it is possible to associate documents with processes created in SoftExpert Suite.
On the side toolbar, the following buttons are available:
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Click on this button to associate a process with the document. On the screen that will open, locate and select the desired process. |
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Click on this button to disassociate the process selected in the list of records. |
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Click on this button to view the data screen of the process selected in the list of records. |
Protocol
In order for this feature to function correctly, it is necessary that the SoftExpert Protocol component is part of the solutions acquired by the organization.
With this association, it is possible to start protocols regarding the document and monitor the status of the protocols with which the document has been associated.
On the side toolbar, the following buttons are available:
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Click on this button to start a protocol related to the document. On the screen that will open, select the type that will classify the protocol. Once done, the other fields will be available to be filled out. Enter the ID #, the subject, and the other required fields and save the record. |
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Click on this button to view the data screen of the protocol selected in the list of records. |
Request
In order for this feature to function correctly, it is necessary that the SoftExpert Request component is part of the solutions acquired by the organization.
With this association, it is possible to view the requests being executed, as well as execute requests related to the document.
To do that, use the side toolbar buttons:
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Click on this button to associate a request. On the screen that will open, locate and select the request that will be executed with the document. Save the record after that. |
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Click on this button to disassociate a request selected in the list of records. |
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Click on this button to view the data screen of the request selected in the list of records. |
Workflow
In order for this feature to function correctly, it is necessary that the SoftExpert Workflow component is part of the solutions acquired by the organization.
This section will only be displayed if the Workflow association control is checked in the document category, or if the document is associated with a workflow through the Workflow component.
Through this association, it is possible to view and monitor the workflows that are related to the document.
The list of records is divided in two parts:
Associated or started via document
Displays the workflows associated/initiated through the document, either by this section or those that have been set off automatically (according to the configurations made in the category).
On the side toolbar, the following buttons are available:
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Click on this button to start a workflow. On the screen that will open, select the process that will be instantiated. The Title and Description fields will be enabled to be filled according to the configurations made in the process. Save the record. The recorded workflow ID # will be displayed and the activities will be generated for the due responsible parties. This button will only be available if the "Enable workflow to be started" option is checked in the Control section of the category. |
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Click on this button to associate a workflow with the document. On the screen that will be displayed, locate and select the desired workflow. |
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Click on this button to disassociate the workflow selected in the list of records. |
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Click on this button to view the data screen of the workflow selected in the list of records. |
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Click on this button to view the flowchart of the workflow selected in the list of records. |
Associated via Workflow
Displays the workflows with which the document was associated through the Workflow component.
On the side toolbar, the following buttons are available:
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Click on this button to view the flowchart of the workflow selected in the list of records. |
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Click on this button to view the data screen of the workflow selected in the list of records. The document will be displayed in the Document section of the workflow data screens. |
Conclusion
Thus, all necessary objects can be associated with the document, granting security and strategy to the documentation process of the organization through the integration of SoftExpert resources and components.