Copy type

Define whether the search is for controlled or uncontrolled copies. Note that the fields of the Copy filter may vary according to the selected option.

Copy

• Protocol: this field will only be available if the copy type is "Uncontrolled". Enter the number of the printed copy protocol to be viewed.
• ID #: this field will only be available if the copy type is "Uncontrolled". Enter the ID # of the printed copy protocol to be viewed.
• Barcode: this field will only be available if the copy type is "Controlled". Enter the bar code of the printed copy whose protocol will be viewed. The barcode of a document is generated in the Management > Copy > Distribution menu, through the "Documents label" report.
• Station: this field will only be available if the copy type is "Controlled". Select the copy station responsible for the distribution of the printed copies whose protocol will be viewed.
• Responsible for copy station: select the associated user as responsible for the previously selected station, who is also responsible for the distribution of the printed copies whose protocol will be viewed.
• Company: this field will only be available if the copy type is "Uncontrolled". Enter the name of the company responsible for the distribution of the printed copies whose protocol will be viewed.
• Responsible: select the contact of the previously selected company, who is also responsible for the distribution of the printed copies whose protocol will be viewed.
• Issued by: select the user who issued the copy protocol to be viewed. Use the other buttons next to the field to fill it with the logged user's data and to clear it.
• Status: this field will only be available if the copy type is "Controlled". Enter the status of the printed copies whose protocol will be viewed:
  • In use: copies sent via copy protocols and that have not been cancelled.
  • Cancelled: cancelled copies.
  • Pending: copies inserted in document data that have not yet been sent.
  • Planned: copies inserted in document data, whether they have been sent or not.
• Period: this field will only be enabled for filling if the selected status is Cancelled or if the copy type is "Uncontrolled". In the Last __ day(s) field, enter the number of days before the current date that covers the cancellation date of the copy distribution protocol. If preferred, use the Start and End fields to select the date range that covers the date on which the copy protocol was cancelled.

Document

Use the fields in this filter to find the desired copy protocol through the document related to it. To do this, enter the ID # and/or title/summary of the document, or its author.

Attributes

Click on the Add attribute button and select the attribute associated with the category of the document related to the copy protocol, the operator, and a value. To add more than one attribute to this filter, use the Add attribute option at the bottom of the panel and repeat the procedure. After adding the desired attributes, click on the Apply button.

Document X training

• Deadline: expand the list and check the options corresponding to the status of the document training execution deadline: on time, close to due date, or past due.
• Status: expand the list and check the status of the employee regarding their document training: qualified or unqualified. Remember that the training can be performed either by executing a training in the Training component (in this case, whether the employee passed or failed is considered), or by executing the Publication acknowledgment (in this case, whether the acknowledgment was confirmed or not is considered).
• Training type: expand the list and check the options corresponding to the training type.
• Training deadline: select the date range that covers the deadline for completing the document training.
• Training date: select the date range that covers the training execution date in SoftExpert Training or the Publication acknowledgment.
• Confirmation date: select the date range that covers the date on which the training result was confirmed.
• Training permission only: check this option for only the records referring to the training need to be presented in the search result, based on the document's training permissions.

Attributes

Click on the Add attribute button and select the attribute associated with the document category whose training status you want to view, the operator, and a value for it. To add more than one attribute to this filter, use the Add attribute option at the bottom of the panel and repeat the procedure. After adding the desired attributes, click on the Apply button.

Document

Use the fields in this filter to find the document whose training status you want to view, by ID # and/or title/summary.

Document - Advanced

• Document status: expand the list of options and check the possible status in which the training document is. If configured this way, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear all selections.
• Author: enter the name of the author of the document whose training status you want to view.
• File name: enter the name of the electronic file belonging the document whose training status you want to view.
• Record user: select the user responsible for the document whose training status you want to view.
• Station: select the station responsible for the copies of the document whose training status you want to view.
• Record period: in the Last __ day(s) field, enter the number of days before the current date that covers the creation date of the document whose training status you want to view. Or use the Start and End fields to select the date range that covers the date on which the desired document was created.
• Validity: in the Next __ day(s) field, enter the number of days after the current date that covers the document's validity date. Or use the Start and End fields to select the date range covering the document's validity period.
• Digital signature: expand the list and select the desired option so that the system filters the documents that are already signed, not signed, awaiting signature, with signature rejected by the signer, with expired signature time, or with cancelled or incomplete signature.

Keyword

In the field shown in this filter, type the keyword name and press Enter on the keyboard, or use the search button and select the keyword related to the document. The added keywords are displayed in the area right below the field. At the bottom of the filter, select "AND" for all words to be considered as a filter, or "OR" for at least one of the words to be used as a filter.

Revision

• Revision: enter the revision number of the training document.
• Reason: select the reason why the revision of the training document was created.
• Revision status: expand the list of options and check the revision status of the training document.
• Revision period: in the Last __ day(s) field, enter the number of days before to the current date that covers the revision date of the training document. Or use the Start and End fields to select the date range that covers the revision date.
• Display only the last revision that requires training: check this option to display in the search result only the last revision of the documents that have the "Revision requires training (default)" option checked in the category.

Employee 

Click on the Add employee button and select the department, position, or employee that is enrolled in the training. Then, click on Apply.

Employee - Advanced

• User ID: enter the ID of the employee whose document training you want to view.
• Name: enter the name of the employee whose document training you want to view.
• Department: select the department to which the employee whose document training you want to view belongs. Check the Display lower level records option so that the organizational units at the lower levels in the hierarchy of the selected department are also considered in the search result.
• Position: select the position held by the employee whose document training you want to view.
• Leader: select the user who is the leader of the employee whose document training you want to view.
• User status: expand the list of options and select the possible status of the record of the employee whose document training you want to view.

Training

• ID #: enter the document training ID #.
• Name: enter the document training name.
• Training status: expand the list and check the options corresponding to the statuses in which the document training may be found.
• Planned: in the Start and End fields, select the date range that covers the planned start and end period of the document training. In the Workload field, enter the time range that covers the workload planned for the training. In the Number of participants field, enter the range corresponding to the number of participants planned for the training.
• Actual: in the Start and End fields, select the date range that covers the actual start and end period of the document training. In the Workload field, enter the time range that covers the actual training workload. In the Number of participants field, enter the range corresponding to the actual number of training participants.
• Validity: select the date range that covers the validity period (if configured) of the document training. Check the Show only expired trainings option so that only past due trainings are displayed. 

Training - Advanced

• Training method: select the method associated with the document training.
• Instructor: select the document training instructor.
• Educational entity: select the educational entity that offered the document training.
• Planning control team: select the planning control team of the document training.
• Execution control team: select the execution control team of the document training.

Display

Select one of the options to define whether the search results will be displayed in the list of records by Document transmittal form or by Document. When the Document option is selected, columns will be displayed with the data of the transmittal forms and the data of the documents associated with them. It is important to note that, if a document transmittal form has more than one associated document, it will appear more than once in the list of records.

Document transmittal form

• ID #: enter the document transmittal form ID #.
• Type: select whether the event type of the transmittal form is input or output.
• Status: click on the button located next to the field and check the possible statuses in which the document transmittal form you want to view is: issued and closed.
• Record user: select the user who created the document transmittal form.
• Participants: use the information of the participants involved in the processing of the document transmittal form to locate it. To do this, in the respective fields, select the department and the responsible user, or the company and its contact, defined as sender/recipient of the document transmittal form.
• Issue period: in the Last __ day(s) field, enter the number of days before the current date that covers the issue date of the document transmittal form. Or use the Start and End fields to select the date range that covers the date on which the document transmittal form was issued.

Transmittal property

• Transmittal method: select the transmittal method associated with the document transmittal form. 
• Reason: select the reason for sending the document transmittal form. 
• Return transmittal: select the return transmittal of the document transmittal form.
• Deadline: in the Last __ day(s) field, enter the number of days before the current date that covers the issue date of the return document transmittal form you want to view. Or use the Start and End fields to select the date range that covers the date on which the return transmittal you want to view must have been issued.
• Return period: in the Last __ day(s) field, enter the number of days before the current date that covers the issue date of the return document transmittal form you want to view. Or use the Start and End fields to select the date range that covers the date on which the return document transmittal form you want to view was actually issued.

Document

Use the fields in this filter to find the document transmittal form by means of the document related to it. To do this, select the category to which the document belongs, or provide its ID #, title/summary, and/or author. When the Display lower level records option is selected, the categories that are below the selected category in the hierarchy will also be considered in the search.

Attributes

Click on the Add attribute button and select the attribute associated with the document transmittal form, the operator, and a value for it. To add more than one attribute to this filter, use the Add attribute option at the bottom of the panel and repeat the procedure. After adding the desired attributes, click on the Apply button.

Attributes

Click on the Add attribute button and select the attribute associated with the document, the operator, and a value for it. To add more than one attribute, use the Add attribute option at the bottom of the panel and repeat the procedure described previously. After adding the desired attributes, click on the Apply button.

Document

Use the fields in this filter to locate the revision by the document to which it refers. To do this, enter the ID # and/or title/summary of the desired document.

Document - Advanced

• Document status: expand the list of options and check the possible status in which the document is. If configured this way, some statuses will be shown already checked, but it is possible to uncheck them.
• Author: enter the author of the document.
• File name: enter the name of the document's electronic file.
• Record user: select the record user of the document.
• Station: select the station responsible for the copies of the document.
• Access control: use the information in the security list of the document to locate it. To do this, in the respective field, check the desired permissions and select the user, position, department, and team that are part of the security list.
• Record period: in the Last __ day(s) field, enter the number of days before the current date that covers the creation date of the document. Or use the Start and End fields to select the date range that covers the date on which the document was created.
• Validity: in the Next __ day(s) field, enter the number of days after the current date that covers the validity date of the document whose revision you want to view. Or use the Start and End fields to select the date range covering the document's validity period.
• Digital signature: expand the list and select the corresponding option to display the documents that have been signed or not signed.

Keyword

In the field shown in this filter, type the keyword name and press Enter on the keyboard, or use the search button and select the keyword related to the document. The added keywords are displayed in the area right below the field. At the bottom of the filter, select "AND" for all words to be considered as a filter, or "OR" for at least one of the words to be used as a filter.

Revision

• Revision: enter the revision #.
• Reason: select the reason why the revision was created.
• Revision status: expand the list of options and check the revision status.
• Revision by workflow status: select the status associated with the workflow activity that controls the revision.
• Participant (ISO9000): select the user who participated in the revision.
• Revision step period (ISO9000): in the Start and End fields, select the date range that covers the date on which the revision was in a certain step. In the Revision step (ISO9000) field, select the desired step.
• Revision period: in the Last __ day(s) field, enter the number of days before the current date that covers the revision date. Or use the Start and End fields to select the date range that covers the revision date.
• Show revisions: expand the list of options and check the revisions that will be displayed in the list of records: in progress, current, or obsolete.

Document

Use the fields in this filter to find the document on which the operation you want to audit was performed, by means of its ID #, title/summary, or revision.

General

• Date: in the Start and End fields, select the date range that covers the date on which the operation you want to audit in the document was performed.
• History: expand the list of options and check the operations performed on the documents you want to audit. If no operation is checked, all the operations performed in the documents created in the system will be displayed in the view result.
• Department: select the department to which the user who performed the operations you want to audit in the document belongs.
• User: select the user who performed the operations you want to audit in the document.
• IP: enter the IP number of the machine on which the operation you want to audit was performed.
• Host: enter the name of the server on which the operation you want to audit was performed.
• Explanation: this field will be enabled if, in the History field, only the "Deleted document" option is selected, with no other option selected. Enter the reason registered by the user who performed the operation.
• Copy station: this field will be enabled if, in the History field, only the "Printed controlled copy" option or only the "Modified amount of scheduled copies" option is selected, with no other option selected. Enter the copy station responsible for the copies on which one of the previously mentioned operations was performed.
• Electronic file: this field will be enabled if, in the History field, only one of the following options is selected: "Delete electronic file", "Delete PDF version for electronic file", "Add electronic file", or "Add PDF version for electronic file", with no other option that is not related to electronic files selected. Enter the name of the electronic file on which one of the mentioned operations was performed.