Configuring the indexing control
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Prerequisites
- Access to the Configuration > Document > Category (DC043) menu.
- Indexing control will only be available for selection if the category's content type is not "Process" or if the "Revision" control is not checked.
- For the indexing approval via Workflow, it is necessary for the Process and Workflow components to be part of the solutions acquired by its organization.
Introduction
Document indexing control allows for adding an extra step to the flow of documents that do not have revision control, before their release.
By enabling this control, it is possible to define a specific step for the draft of the document, ensuring that its content is prepared and validated before being released and made available for viewing by other users.
Moreover, the system allows configuring this additional step to go through approval. In this scenario, after the completion of the draft step, the document is sent for approval, and only after this validation is it released.
To exemplify this flow, the indexing control will be configured in a category used for work instruction documents, whose objective is to guide the use of equipment. In this case, the drafter will send the document for approval by the documentation team leader, before release.
The operation of this flow will be illustrated in the GIF displayed at the end of the steps.
Configuring the indexing control
1. Access the Configuration > Document > Category (DC043) menu.
2. Select the desired category and click on the 
button.
3. Access the Control tab.
4. Check the Indexing section to enable the indexing control.
5. For the indexing control to include approval, check the Indexing approval option. Thus, once the draft of the document is finished in the "Indexing" step, the "Document approval" task will be generated for the respective responsible parties. If this option is not checked, after finishing the draft of the document in the "Indexing' step, it will be released. In this case, the fields described below can be ignored.
6. After checking that option, the other fields will be enabled:
| Approval process |
Select the desired option to define how the indexing step of the documents in this category will be approved:
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| Route type |
Define how the approval route will be. The options available for selection will vary according to the previously selected approval process:
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| Responsibility route |
This field will be available if the previously selected approval process is "Route". In this case, select the responsibility route that will be used for the indexing approval. Only approval responsibility routes will be available for selection. Filling in this field is mandatory and it cannot be edited if the route type is "Fixed & unique". If the route type is not "Fixed & unique", the system will use the responsibility route specified in this field during the indexing milestone, but it can be edited later. |
| Process |
This field will be available if the previously selected approval process is "Workflow". In this case, select the process from SoftExpert Process that will be instantiated in the Workflow component. The selected process must be properly designed in the Process component. Thus, it is important to make sure that:
Allow document data editing upon approval: check this option to allow document data to be edited during indexing approval. |
7. Click on the Save button to finish the configuration.
Conclusion
Thus, simply create a document from the configured category for it to go through approval. To do so, access the Creating a document with approval article.