DCA. Document Control & Archiving USER S GUIDE

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1 DCA Document Control & Archiving USER S GUIDE Decision Management International, Inc Third Street West Suite 250 Bradenton, FL Phone FAX

2 Copyright 2002, Decision Management International, Inc. All rights reserved worldwide. Decision Management International, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance or use of this material. Regulus is a trademark of Decision Management International, Inc. All rights reserved. Microsoft, Windows, Windows NT, SQL Server, and Word are registered trademarks of the Microsoft Corporation in the United States and/or other countries. Adobe Acrobat, Adobe Distiller and Adobe Reader are registered trademarks of Adobe Systems corporation in the United States and/or other countries. Documentum is a registered trademark of Documentum, Inc. in the United States and throughout the world. Page 2

3 Page 3 Contents Regulus Suite 6 Regulus Suite Modules 6 Regulus Suite in Internet Explorer 7 A first look at the Regulus Suite workspace 7 The Regulus Toolbar 8 How Start Regulus Suite 9 About DCA 16 DCA High-level view of the work-flow process 17 Other topics 17 How to navigate the user s guide 10 Using bookmarks 11 Using the navigation bar 12 Searching for a word or phrase 13 Printing the user s guide 13 Contacting technical support 14 What s new in this version? 18 A first look at the DCA workspace 18 Understanding the document tree 19 What are repositories? 20 What are cabinets? 20 What are documents and folders in DCA? 20 Regulus Document Control & Archiving Online User s Guide Page 3

4 Page 4 What is document status? 20 Regulus DCA Status Categories 21 How to use DCA 22 Working with the document tree and filtering by status 22 Working with folders 22 Adding a folder 23 Copying folders and documents 24 Removing folders 24 Moving folders 25 Adding documents 27 Adding new versions of existing documents 27 Checking out and checking in documents 28 Checking out documents for editing 28 Checking in documents after editing 29 Canceling document checkout 30 Using document checkout for editing 31 Checking third-party documents in and out 31 Canceling a document checkout 32 Working with document properties 33 About the Document Properties window 33 Viewing document properties 34 Adding a document description 34 Changing a document description 35 Changing a document label 35 Configuring custom document properties 36 About the configure document properties window 37 Working with configured properties 38 Setting other properties 39 Add a new selection item to a drop-down property 40 Delete a custom document property 40 View document properties to view changes 41 Page 4

5 Page 5 Assigning values to document properties 42 Working with document history 43 Viewing document history 44 Changing Document Status 45 Assigning status, and canceling, removing and archiving documents 45 Viewing, searching, and printing 47 Viewing documents 47 Searching for documents 48 Printing documents 50 Printing documents from Get Copy 51 Page 5

6 Regulus Suite Page 6 Getting Started Regulus Suite Developed in collaboration with several global pharmaceutical companies by DMI International, Regulus provides a series of tightly integrated, fully functional, configurable Web-based applications that are easily implemented and deployed. Regulus runs on standard Microsoft Windows platforms, such as Windows The Regulus Suite uses the Microsoft Internet Explorer Web browser to access all the program functions. Regulus Suite is designed to address reporting, record keeping, document control, and communication challenges for companies like yours. By using the very latest software and information technology, it allows standardized and controlled manufacturing processes, ensures compliance, reduces cycle time, and enhances information availability and exchange. All Regulus applications have been designed to work in an environment where it is essential to comply with current good manufacturing processes. The applications facilitate compliance with 21 CFR Part 11 and cgmp CFR 210 and 211. About Regulus Suite Modules The Regulus Suite of integrated software applications consists of different modules that can be purchased either as individual applications, or as an entire system. The integrated design based on Microsoft Internet Explorer technology provides a consistent look and feel, and common interface between different modules. Also, the different applications all have a common security and audit trail function (SA) that allows the applications to meet and sustain 21CFR Part 11 and cgmp compliance. Regulus Document Control & Archiving Online User s Guide Regulus Suite Page 6

7 Regulus Suite and Microsoft Internet Explorer Page 7 Regulus Suite and Microsoft Internet Explorer A first look at the Regulus Suite workspace Regulus Suite is accessed and used in an application almost everyone is familiar with the Microsoft Internet Explorer web browser. The workspace the part of the window with the Regulus logo in it changes its appearance depending upon the module you access after log in. Note: For examples of how each module appears in the browser when activated, see the Help documentation for that particular module. EA GI GH G B C D D JDoe E EF E Clockwise from the top: Regulus Suite in Microsoft Internet Explorer. Internet Explorer toolbar. Regulus application help icon. Regulus workspace. This space contains the working part of the module that you choose to work with, and can contain a Hierarchical tree and a document view. Message bar displays location. Current logged in user name. Regulus application toolbar provides access to all installed Regulus applications. Address bar. Internet Explorer application label and menus. Regulus Suite and Microsoft Internet Explorer Page 7

8 About the Regulus Toolbar Page 8 About the Regulus Toolbar The Regulus Toolbar contains icons that allow you to start individual modules or access specific functions, such as Help or Audit Trail, in Regulus Suite. Some example icons are shown below: This icon Is used to access Log on or log off dialog box Materials Management and Recipes Document Archiving & Control, and Change Control and Approval Equipment Management Training & Development Order Management Inventory Management Report s Analysis Security & A udit for all Regulus Suite modules Online Help About the Regulus Toolbar Page 8

9 How to start Regulus Suite Page 9 How to start Regulus Suite Accessing the main Regulus Suite window is almost as simple as accessing a Web site on the World Wide Web. Before you log in to Regulus, you need a log in (user) name and a password. If you do not have a user account with a password, see the Regulus system administrator at your site for assistance. Launching Regulus Suite Regulus Suite runs in your Web browser. Microsoft Internet Explorer is the required browser for using any Regulus Suite module. Note: Your Regulus system administrator will provide the appropriate URL, login and password to access Regulus Suite. After log in, you can access the modules necessary for your role in your organization by clicking an icon in the Regulus taskbar that corresponds to the functional module you need to work with. For more information about the Regulus taskbar, see the About the Regulus Toolbar topic. To launch Regulus Suite: 1 Locate and start Internet Explorer, either from the icon on the desktop, or by clicking Start on the Windows taskbar, selecting Programs and pointing to Internet Explorer. 2 In Internet Explorer, navigate to the Regulus Suite URL for your location. The Regulus Suite main window appears with the Login dialog box. 3 Type your login name and password. If your administrator instructed you to change the domain, choose a domain name in the dialog box. 4 Click OK. The Regulus workspace appears. How to start Regulus Suite Page 9

10 About Regulus help documentation Page 10 About Regulus help documentation Regulus Suite comes with a set of system documentation, including user s guides, on the program CD. The user s guides are provided in Adobe Acrobat PDF file format, so you must have either Adobe Acrobat Reader or Adobe Acrobat e-book Reader installed to view the documents. Both Acrobat applications are available at no cost from Adobe, and may be included on the Regulus CDs. Each Regulus module has a user guide associated with it. The user s guide describes important features, and leads you through procedures that may be new to you. Other guides that may be included on the program CD are administrator s guides, getting started guides, or technical references. The guides that you receive depends upon how Regulus is configured at your company. As a general rule, the user s guide contains all the information you need to answer your questions and use the module effectively. How to access the user s guide You can access the user s guide either from Regulus Suite, or by opening the Adobe Acrobat PDF document directly in an Adobe product such as Acrobat Reader or ebook Reader. The method that you choose depends upon: The way Regulus is set up on your system. At some locations, you may not have direct access to the PDF files, so you must view the user s guides directly from Regulus Suite. If you want to view help directly from the Regulus application when the application is open, and do not need to create annotations or bookmarks in the user s guide. If you want to use Acrobat Reader or the ebook Reader to view the user s guide; create bookmarks, highlight text, or make annotations in the guide; or if you want to view the user s guide when Regulus Suite is closed. To open the user s guide from Regulus Suite To access help for a specific module, open the module and click the Help button toolbar. The user s guide appears. on the About Regulus help documentation Page 10

11 About Regulus help documentation Page 11 To open the user s guide from Adobe ebook Reader 1 Open the e-book Reader and click the Open File button on the navigation bar. 2 Navigate to the storage location for the user s guide PDF files. Note: If you need help to find the PDF files, ask your system administrator for assistance. 3 Select the document you want to view to open it in the ebook Reader. The ebook Reader automatically places the document in your library, and opens in the window for viewing. Note: When you open the PDF in the ebook Reader the first time, a link to the document is placed in your ebook library, and remains there so that you can access it again. To open the user s guide from Adobe Acrobat Reader 1 Navigate to the storage location for the user s guide PDF files. Note: If you need help to find the PDF files, ask your system administrator for assistance. 2 Double-click the document you want to view to open it in the Reader. The Reader and opens in the window for viewing. About Regulus help documentation Page 11

12 Navigating in this document Page 12 Navigating in this document Topics in this section provide hints for using this guide effectively. To find the information you need, use the Bookmarks pane, the Contents navigation links contained above and below the page, or try searching the document for the term that describes the topic about which you need information. Using bookmarks The contents of Acrobat Help viewed in Acrobat Reader are shown as bookmarks in the bookmark pane. To view subtopics, click the plus sign next to a topic. The topic expands to show the subtopics it contains. Each bookmark is a hyperlink to the associated section of the Help document. To view the contents, click the bookmark. As you view the contents in the document pane, the bookmark associated with that content is highlighted in the bookmark pane to help you easily identify where you are in the document. You can turn highlighting on or off by selecting Highlight Current Bookmark in the bookmark pane menu. To open the bookmarks pane If the bookmarks pane is not open, click the Bookmarks tab on the left. Using the navigation bar A navigation bar is provided for each page of the user s guide. How the navigation bar displays depends upon how you access the guide: from the Help button, directly in Adobe Acrobat Reader, or from the ebook Reader. For more information about navigating in each, see the Help included with the application. Click Using Help at any time to return to this section about using help. Click Contents to view the table of Contents, or Index to see a complete index of Acrobat Help. The navigation bar also provides the Next Page and the Previous Page navigation arrows before and after the page number to allow you to navigate through the pages one at a time. Clicking Back will take you to the last page you viewed. You can also page through the document using the First Page, Previous Page, Next Page, and Last Page navigation arrows in the Acrobat toolbar. For more information on navigating PDF documents, see How to navigate the user s guide. Navigating in this document Page 12

13 Navigating in this document Page 13 Searching for a word or phrase You can find any word or phrase in the user s guide by using the Adobe Acrobat Find function. To search for a word or phrase 1 Choose Edit on the Acrobat menu and point to Find. 2 Enter a word or a phrase in the text box, and click OK. 3 Acrobat searches the document, starting from the current page, and displays the first occurrence of the searched-for word or phrase. 4 To find the next occurrence, choose Edit on the Acrobat menu and point to Find Again. Printing the user s guide If you prefer to work with a paper document, you can print the user s guide. To print the guide, or portions of, the guide 1 Select File from the menu and point to Print. This opens a standard Print dialog box. 2 In the Print Range section (shown below), indicate whether you want to print the entire guide (the default), the current page, or a range of pages. This example shows the setting for printing the current page. 3 When you have finished, click OK. This sends your document to the printer. Navigating in this document Page 13

14 How to contact us Page 14 How to contact us Contacting technical support If you cannot find answers to your technical questions by searching user s guide, you can See the topic How to navigate the user s guide. Call our technical support team by dialing , and choosing option 2. Send to Look for help on the Web at Contacting DMI Inc. for other questions We are always glad to answer your questions or take suggestions about our software, our documentation, or our company. For technical or program-related questions You can contact the following people for answers to your non-technical questions: Division Contact and address Phone number Corporate Office Sales Marketing Training Documentation Product Development First Name Last Name (941) (800) * * Users calling from outside the United States must dial the country code, which is 1 for both the United States and Canada, and then dial the number on the phone keypad. How to contact us Page 14

15 How to contact us Page 15 For postal mail or in person contacts If you want to send post al mail or visit our offices, the following addresses may be helpful to you: How to contact us Page 15

16 About DCA Page 16 Working with DCA About DCA Regulus Document Control and Archiving (DCA) allows you to store documents, manage versions, and do document check-in and check-out, as well as perform many other significant document change control management functions. DCA also enables you to assemble document sets, and create Adobe Acrobat PDF files. You can work with Microsoft Word documents, or documents in XML or HTML format in DCA. Furthermore, DCA supports many document formats, including spreadsheets and other native file formats. Specifically, DCA contains a comprehensive user and systems security function, user passwords control notification, and many other document management functions for cgmp compliance and 21 CFR Part 11 e-records and e-signature control. DCA allows you to route change control documents to various individuals, (i.e., a workflow approval process). The workflow approval process is described in the flow chart, next. About DCA Page 16

17 About DCA Page 17 DCA High-level view of the work-flow process Check in Revise document Check out Start Document Pending Approved Effective Archived End Canceled Status Cancel Other topics How to navigate the user s guide What s new in this version? Introducing DCA About DCA Page 17

18 What s new in this version? Page 18 What s new in this version? Includes support for Oracle 8i database products. Includes support for Microsoft SQL Server Supports more than one document repository accessible from one tree structure through the EDMS component. This feature supports repositories from DCA native and Documentum. Introducing DCA. A first look at the DCA workspace The first time you open Regulus DCA, it looks similar to the graphic shown below. Clockwise from the top: Regulus Suite in Microsoft Internet Explorer 6. Internet Explorer toolbar. Regulus application help icon. Switches the preview pane from XML to preview mode. Preview pane displays a PDF rendering of the selected document, or XML data for the document. Switches the preview pane from preview to XML mode. Message bar displays location. Navigation pane for tree hierarchy. Current logged in user name. Hierarchical tree to navigate the DCA database and perform tasks. DCA toolbar used to filter tree contents, configure custom document properties, and perform complex searches. Regulus application toolbar provides access to all installed Regulus applications. Address bar. Internet Explorer application label and menus. What s new in this version? Page 18

19 Understanding the document tree Page 19 Understanding the document tree Your work in Regulus DCA centers on the document tree, shown below. You can access repositories, documents, and most Regulus commands with a right -click inside the document tree. Hierarchy of the document tree Items in the document t ree are grouped first by repository, and then by cabinet. Each repository represents a separate electronic document management system (EDMS) such as Regulus DCA, DRE, or Documentum. Document tree hierarchy example Repositor Cabinet Folder Subfolder Document Understanding the document tree Page 19

20 Understanding the document tree Page 20 What are repositories? A repository is an electronic data management system (EDMS) such as Documentum or Regulus DCA. The EDMS provides document storage, version control, and archiving. Your company may use different management systems for different types of electronic files. For this reason, the document tree may display one or many repositories, depending on how many are in use at your site. You can expand repositories to view their contents. You can add, move, or delete the folders and documents that repositories contain and you can set up custom properties to be used, but you cannot add, delete, or copy the repository itself. Changes of this nature must be done by a database administrator. What are cabinets? Cabinets are predefined groups within repositories. In repositories representing Documentum databases, they correspond to the standard Documentum cabinet set. In Regulus DCA databases, cabinets are set up by the database administrator. As with repositories, you can expand cabinets to view their contents. You can add or move the folders and documents contained in a cabinet, but you cannot add, delete, or copy the cabinet itself. Changes of this nature must be done by a database administrator. What are documents and folders in DCA? Documents and folders in DCA are very similar to documents and folders in the Microsoft Windows environment. In DCA, you can add, move, and copy and paste documents and folders much like you can in Windows File Manager. However, in DCA, adding a document means placing it in a repository where it is subject to document control through Regulus DCA. You can submit documents from Regulus DA or from third-party programs (like Microsoft Word or Excel), or you can add them from within Regulus DCA. Users cannot ordinarily delete documents or folders. Changes of this nature must be done by a database administrator. Permission for the actions that you are allowed to take in DCA as a user must be set up in the Security Administration application by your administrator. What is document status? The document status indicates the current state or position in the document lifecycle. For example, the status setting can indicate whether the document has either been approved or not, and whether it is currently effective. Documents can be Pending, Approved, Effective, Archived, or Canceled. When a document is first added to the database, the status setting is always Pending. The following table lists status categories that are used in Regulus DCA. Understanding the document tree Page 20

21 Page 21 Regulus DCA Status Categories Triggering event Document status Comments New draft is submitted to DCA database. Review team has approved the document. Effective date is reached, or key individuals complete training in the new procedure described in the document. Effective period expires, or a new version is promoted to effective status. Document is discarded before being approved. Pending Approved Effective Archived Canceled The draft is under review or awaiting review. It may need corrections which will also need to be reviewed. This form of the document needs no further corrections and has been approved. All documents in this state are not yet effective, however. Some documents are not actually until a specified date arrives, or until key individuals have been trained in the new procedure described in the document. This version of the document can be used to generate production documents. Effective documents must be approved and have met all requirements, such as date and training requirements. The retired version of the document is permanently stored and can be retrieved through the Archived view. Canceled documents are permanently stored in the database and can be retrieved through the Archived view. Page 21

22 How to use DCA Page 22 How to use DCA Regulus DCA is web-based. That means all functions are accessed and used in the Microsoft Internet Explorer browser window. As a user, you can perform actions such as adding, modifying, and copying and pasting folders and documents, filtering document states, and performing complex searches. This section contains instructions for the following: Working with the document tree and filtering by status Working with folders Working with the document tree and filtering by status Overview of status and filtering The document tree displays all documents of a single, selected status. When you are looking for a document, you must select the corresponding status in order to display the document you want to view. Selecting a status 1 Click the drop-down arrow in the Status Selection box. 2 On the list that appears, click Pending, Approved, Effective, or Archived. The document tree collapses. The next time you expand it, documents in the selected status are listed. Tip: Any time you want to refresh the document tree to show a change, click a folder or repository to collapse the tree, and then click to expand the tree again. This refreshes the tree and displays the changes. Working with folders Overview of folders Use folders to organize items in the document tree. You can use folders to group related documents (also referred to as creating groups) by copying documents from different parts of the document tree and pasting them into folders. This places a shortcut to the original document in the new folder, which makes the document available from either location. How to use DCA Page 22

23 How to use DCA Page 23 What functions are available to use with folders? You can add, move, or copy folders in a repository. However, you cannot add a new folder directly to a repository; folders must be placed inside cabinets or other folders. Use cut -and-paste or copy-and-paste commands to copy, move, or remove (delete) folders. Note: Your capability to perform some actions on folders or documents is wholly dependent upon the permissions you have been granted by the administrator that set up your user account. If you find that you cannot perform an action that you think you should be able to take, contact your assigned system administrator for assistance. To prevent accidently deleting document s that must be maintained in an audit trail, Regulus DCA does not allow you to cut or otherwise delete folders. You can move folders like this out of the way, however, by first copying and pasting the folder's contents to another location in the document t ree, then cutting the original folder. adequate Adding a folder Folders can be added so that you can organize documents in a way that makes sense in your organization, You can use folders to represent departments or functions within your organization, or to represent work flows or tasks. You can add folders within cabinets, and folders within folders, if you need subcategories. Documents are usually organized within folders. To add a folder 1 Right-click the cabinet or folder in which you want to place the new the folder to access the popup menu. 2 Click Add Folder. The Add Folder dialog box appears. 3 In the Folder Name box, type the name that you want to assign t o the new folder. 4 In the Folder Description box, type any information that will help to identify the contents of this folder. 5 Click OK. 6 If the Regulus Security dialog box appears, type your user name and password, then click OK. In a few moments, the new file is added to the document tree. Tip: Do you see a popup menu over the left pane that you no longer need? Place the cursor anywhere over the left pane, and then press the spacebar on the keyboard to close the unwanted menu. How to use DCA Page 23

24 How to use DCA Page 24 Copying folders and documents To duplicate folder structures in other cabinets, you can copy folders and the documents they contain. You may want to create copies of documents in several folders to allow users without access to all folders to view the document, or to distribute a single copy of a document into each of your company s department folders, for example. To copy a folder or document Note: This technique cannot be used to copy folders from one repository to another. Use the Add Folder command instead to create a similar folder in the other repository. See the Adding a Folder topic for help. 1 Right-click the folder or document that you want to copy, and on the menu that appears, click Copy Item. This places a copy of the item on the clipboard. 2 Right-click the folder in which you want to place the copy, and on the menu that appears, click Paste. Note: You cannot paste a folder to a location that already contains a folder by the same name. 3 If the Regulus Security dialog box appears, type your user name and password, then click OK. Removing folders Folders cannot be removed from DCA under most circumstances at the user level. Your administrator allows or disallows permission to take actions in DCA like removing folders. Security functions are set in the Security module (SA). If you need more information about this, contact your system administrator. How to use DCA Page 24

25 How to use DCA Page 25 Moving folders To move an empty folder (or a folder that contains only copies) 1 Right-click the folder that you want to move, and click Cut on the menu. A message box appears asking you to confirm the delete action. 2 Click Yes. This removes the folder from the document tree and places a copy of it on the clipboard. 3 Right-click the cabinet or folder in which you want to place the clipboard contents, and on the menu that appears, click Paste. This pastes the folder into the location you chose. Note: You cannot paste the folder to a location that already contains a folder by the same name. 4 If the Regulus Security dialog box appears, type your user name and password, then click OK. In a few moments, the folder is added to the document tree in the new location. How to use DCA Page 25

26 How to use DCA Page 26 To move a folder by creating a duplicate copy Note: This technique cannot be used to move folders from one repository to another. Use the Add Folder command instead to create a similar folder in the other repository. See the Adding a folder topic for help. 1 Right-click the folder that you want to remove, and on the menu that appears, click Copy Item. This places the folder s contents on the clipboard. 2 Right-click the location in the document tree in which the clipboard contents can be placed, and on the menu that appears, click Paste. This creates a duplicate copy of the folder being removed. Moving folders that cannot be cut Note: You cannot paste the folder to a location that already contains a folder by the same name 1 Right-click the folder that you want to move, and on the menu that ap pears, click Copy Item. This places the folder s contents on the clipboard. 2 Right-click the cabinet or folder to which the selected folder is being moved, and on the menu that appears, click Paste. This creates a duplicate copy of the folder being moved. 3 If the Regulus Security dialog box appears, type your user name and password, then click OK. Regulus DCA removes the selected folder. How to use DCA Page 26

27 Adding documents Page 27 Adding documents You can add new or existing documents to Regulus DCA. If you need help adding a new version of an existing Regulus DCA document, see Checking in documents after editing, on page 29. To add a new document 1 Right-click the cabinet or folder in which you want to place new the document, and on the menu that appears, click Add Document. This opens the Document Submission dialog box. 2 Click the Browse button. The Choose file dialog box appears, displaying a standard file browser. 3 Find and select the document that you want to add, then click Open. This closes the file browser and inserts the document pathname into the Select a Document box. 4 Click OK to close the Document Submission dialog box. 5 If the Regulus Security dialog box appears, type your user name and password, then click OK. In a few moments, the new document is added to the document tree. By default, the label is the same as the original document. In Regulus DCA, the new document is automatically placed in Pending status and will be visible in the document tree only when the Status Selection box is set to Pending. To change the document label, see page 35. To add a description, see page 34. Note: When you add a docume nt to Regulus DCA, you cannot delete it. Documents that have been cancelled and withdrawn from the approval cycle, as well as effective documents that have been retired, are given an Archived status and remain permanently available. To display archived documents, set the Status Selection box to Archived. Adding new versions of existing documents Adding a new version of an existing document is done by checking the document out, downloading a copy for editing, then checking the document in again. This inserts your edited copy as the new pending version and increments the version number by 1. If you need help checking a document out, see Checking out documents for editing, on page 28. If you need help checking a document in, see Checking in documents after editing, on page 29. Adding documents Page 27

28 Checking out and checking in documents Page 28 Checking out and checking in documents Checking out documents for editing Checking out a document places a copy on your computer or network for editing and locks the document in Regulus DCA to prevent others from editing it at the same time. When you check the document in again, the document is unlocked and your edited copy of the document becomes the new pending version. Approved, effective, and archived versions remain unchanged when the document is checked back in. Note: Documents submitted from Regulus Document Authoring (DA) versions 2.50 or earlier can only be checked into DCA. You cannot check a DA document out after it has been checked into the DCA repository. However, DA documents created in version 3.0 or later can be both checked in and checked out of DCA like any other document. For more information about these processes, or about the DA product in general, see the DA product documentation. If you would like to get an editable version of a document for purposes other than creating a new pending version, see Undo checkout, on page 30. To check out a document 1 Set the Status Selection box to the status of the document that you want to edit. 2 Expand the document tree. 3 Right-click the document that you want to edit, and on the menu that appears, click Check Out and Lock. The File Download dialog box appears. 4 Click Save. The Save As dialog box appears, displaying a standard file browser. 5 Click the drop-down arrow in the Save as type box, and on the list that appears, click All Files. 6 Navigate to the location on your computer or network where you want to place the document for editing, then click Save. When the File Download box indicates that the document is finished downloading from Regulus DCA, you can open the document for editing. Checking out and checking in documents Page 28

29 Checking out and checking in documents Page 29 Checking in documents after editing When you check a document in, the document is unlocked and the version that you are checking in becomes the new pending version. The document version number, visible on the Document History window, increments by one. Approved, effective, and archived versions remain unchanged. To check in a document 1 Set the Status Selection box to the status of the document that you want to check in. Note: You must check in a document with the same status as when you checked it out. For example, a document that is checked out with a Pending status must be checked in under Pending, and a document with Approved status must be checked in as Approved. 2 Expand the document tree. 3 Right-click the document that you want to check in, and on the menu that appears, click Check In. 4 If the Regulus Security dialog box appears, type your user name and password, then click OK. The Document Submission dialog box appears. 5 Click the Browse button on the Document Submission dialog box. The Choose file dialog box appears, displaying a standard file browser. 6 Navigate to the location of the document to be checked in. 7 Highlight the document to be checked in, then click Open. This closes the file browser and inserts the document pathname into the Select a Document box. 8 Click OK. A message box appears that displays Document successfully checked back into repository. Click OK. Checking out and checking in documents Page 29

30 Checking out and checking in documents Page 30 Canceling document checkout This procedure describes how to cancel, or undo, a document checkout. This allows you to unlock the document without overwriting the current, pending version. When a document is checked out, it remains locked so that no one else can download or edit the document until you check it back in. Checking the document in automatically creates a new pending version based on your edited copy. If you need to unlock the document but do not want to submit a new, edited version, you can undo the checkout. If, at a later time, you decide to edit the document, you must check it out again. To undo document checkout 1 Set the Status Selection box to the status of the document that you want to check in. 2 Expand the document tree. 3 Right-click the document that you want to check in, and on the menu that appears, click Undo Checkout. 4 If the Regulus Security dialog box appears, type your user name and password, then click OK. The document is unlocked and the checkout is canceled. Checking out and checking in documents Page 30

31 Using document checkout for editing Page 31 Using document checkout for editing Checking third-party documents in and out Third-party documents can be checked out for editing in their native formats, and checked back in to the same document thread in DCA. (Third-party documents are New document versions are always placed in the Pending view when the documents are checked in again. Note: Documents created in Regulus DA 2.5 and earlier cannot be checked out. Document check out If you want to change or update a document in a native format (third-party), you must check it out of DCA first. Third-party documents that you might want to edit could be Microsoft Word or Excel documents, or Adobe Acrobat files, for example. To check out a document for editing (thirdparty) 1 Right-click the document to be checked out, and click Check Out and Lock on the menu. 2 If the User Authentication dialog box appears, enter your login ID and password, and click OK. 3 The File Download dialog box appears. Click Open or Save. If you choose Save, navigate to the folder in which you want to place the file. 4 In the File name box, enter a name for the file, and click Save. 5 You can open the file for editing in the third-party application. Using document checkout for editing Page 31

32 Using document checkout for editing Page 32 Document check in with new versions Any new version of an existing third-party document must be checked into DCA. New versions of existing documents always receive a Pending status. Note: Documents can be checked in only by the person who checked them out. To check in a document (third -party) 1 In the Pending view, right-click the document to be checked in, and on the menu that appears, click Check In. 2 A message box appears with the message: Do you want to cancel the current Pending document and replace it with the new version? Click Yes. Canceling a document checkout You can easily cancel a document checkout if you want to. There are two ways to cancel a checkout: by undoing the checkout, or by canceling the checkout during document download at the File Download window. To cancel a checkout (for third-party documents) during the checkout process 1 During the checkout process, when the File Download window appears, click Cancel on the window. This cancels the checkout. 2 If you have already selected File or Save on the File download window, see the To cancel a checkout after you have already opened or saved the document topic, below. To cancel a checkout after you have already opened or saved it (checked it out) 1 Right-click the document whose checkout you want to cancel, and on the menu that appears, click Undo Checkout. 2 If the User Authentication dialog box appears, enter your login ID and password, and click OK. You have canceled the checkout. Using document checkout for editing Page 32

33 Working with document properties Page 33 Working with document properties You can view and set properties for a document, such as description, label, or custom properties like author name. - If you need help setting general properties, see Setting general properties, on page 34. If you need help setting custom properties, see Working with configured properties on page 36. About the Document Properties window STOPPED HERE You can view properties for a specific document to discover information like version, checked in date, document status and the date the status was in force, author name, and whether or not the document is locked for editing. The Document Properties window also provides an editable text box for a description and label. When you access the View Document Properties window, it looks similar to this example: Properties shortcut Properties buttons Document Description Label text box There are two text boxes that you can type information into: Document Description and Label. The other text boxes are updated through the Configured Properties button in the Properties shortcut bar, or by other actions you can take in DCA, such as changing the document status. From this window you can: View document properties Change document properties Add or change a description for the document Change a document label Working with document properties Page 33

34 Working with document properties Page 34 Viewing document properties To view document properties 1 Right-click the document whose properties you want to view. 2 From the popup menu that appears, click View Properties. 3 If the User Authentication dialog box appears, enter your login ID and password, and then click OK. The Document Properties window appears and displays a General button and a Configured Properties button in the shortcut bar. 4 In the shortcut bar, click the General properties button to view general properties or click the Configured Properties button to view the custom properties. Adding a document description You can add a description for the documents you put into Regulus DCA. Descriptions are useful when you need to distinguish documents from one another or provide more information than can be contained in a document title. To add a document description to an existing document 1 Right-click the document that you want to work with, and on the menu that appears, click View Properties. This appears the Document Properties window. 2 In the Document Description box, type information that will help to distinguish this document from others. 3 When you have finished re-labeling the document, click Update. The label information is saved and displays in the Document Properties window the next time you view it. Working with document properties Page 34

35 Working with document properties Page 35 Changing a document description Change and save general properties for documents with the following procedure. To change a document s description 1 Right-click the document that you want to modify. 2 On the menu that appears, click View Properties. 3 If the User Authentication dialog box appears, enter your login ID and password, and then click OK. The Document Properties window appears. 4 Highlight the text in the Document Description box and type in the new text. 5 When you are finished, click Update. The new description is saved and displays in the Document Properties window the next time you view it. Changing a document label When you first add a document to Regulus DCA, the label is the same as the document name. You can change this label, however, through the Document Properties window. To change a label for an existing document 1 Right-click the document that you want to work with, and on the menu that appears, click View Properties. This appears the Document Properties window. 2 In the Label box, highlight and replace the current text. 3 When you have finished changing the label, click Update. The label information is saved and displays in the Document Properties window the next time you view it. Working with document properties Page 35

36 Working with document properties Page 36 Configuring custom document properties In addition to document name, status, and other general document properties, Regulus DCA includes a utility for developing a set of properties customized for a specific repository. Custom properties categories are available in the Document Properties for all documents in the repository. You can collect information such as author, creation date, document type, and so on, which can be used for performing complex searches in the database. You can create text, number, date, and drop-down properties with any of the following characteristics: Display a default value Prevent documents from being approved until a value has been collected Apply to the document thread as a whole Accommodate multiple values within a document by repeating an infinite number of times Using custom properties can help you ensure consistent, required information is gathered across document sets within a repository. Custom properties can also assist you when running queries and managing required information for audit trails. Working with document properties Page 36

37 Working with document properties Page 37 About the configure document properties window When you open the DCA Configure Document Properties window from the DCA toolbar, it appears similar to the following example. EA B GI GH C D E EF G G Clockwise from the top: Window title (Configure Document Properties) in Microsoft Internet Explorer 6. Properties pane. Properties Name and Type text boxes. Checkboxes for Global, Repeating, Required, and Locked properties. Default Value text box where you can provide an example of what to type. Update, OK, and Close buttons. Scroll bars to use to bring hidden parts of the window into view. Selectable properties tree, similar to other tree views in DCA. This tree shows the properties that have been created. Clickable icons for New and Delete property. Note: The appearance and selections you have available depend upon how Regulus DCA has been set up at your location. If you have questions about the set up or the default options you have available, see your System Administrator for more information. Working with document properties Page 37

38 Working with document properties Page 38 Working with configured properties The following procedures show how to work with custom properties for a repository. To create a set of custom document properties 1 In the document tree, open the repository that you want to work with. 2 Click the Configure Document Properties button located on the Regulus DCA Search and Task toolbar. This opens the Configure Document Properties window. If no properties have been configured, the dialog box is blank. 3 Type the name of the first property in the Name box. This will serve as the property label in the Document Properties window. 4 Click the drop-down arrow in the Type box, and from the list that appears, select from Text, Number, Date, or Drop-Down. The type controls the types of values that the property accepts. Four choices are possible: This choice Text Number Date Drop-Down Sets the field to allow Any combination of letters and digits Only digits Dates A set of possible values to be displayed as a drop-down list 5 If you chose Drop-Down in the previous step, add the items to appear in the drop-down list: In the Selection Name box, type the first item to be included in the list. Click the Update button. The new item appears in the shortcut bar. Note: If you do not see the Update button, you can scroll down in the window until the buttons are visible. Click the Add New Selection button to clear the Selection Name box, then add the next item to be listed. Type the next item into the Selection Name box. Click the Update button. The second item appears in the grid below the first. - Continue repeating these steps until you have added all the items you need. Tip: If you need to remove an item, highlight the item in the grid, then click the Delete Item button. Working with document properties Page 38

39 Working with document properties Page 39 Setting other properties You can also set these properties for documents within a specific repository: - Global values that apply to all documents Allow multiple values within a document Requirement that a specific value is added before a document can be approved Document locking properties Other default values Document properties settings Use this Global check box Repeating check box Required check box Locked check box Default Value box To set this property Apply document thread property to every version in a document thread (or set), such as Author. Accept multiple values within a document, such as Properties. Require a property be assigned a value before document approval, such as Department name. Disallow modification after document approval, to prevent changes after document is approved. Display a default value, such as an instruction or format for entry, such as Project Label, Document Name. To set document properties in a repository 1 In the document tree, open the repository that you want to work with. 2 Click the Configure Document Properties button located on the Regulus DCA Search and Task toolbar. This opens the Configure Document Properties window. 3 Select the first property you want to set for the documents in the repository. 4 When you have finished creating the first property, click the Update button. The new property is displayed in the shortcut bar on the left. 5 If you want to create another custom property, click the Add New Property button and repeat steps 1 and 2. 6 When you have finished configuring properties, click OK. Click Close to close the window. Working with document properties Page 39

40 Working with document properties Page 40 Add a new selection item to a drop-down property You may want to add selections to drop-down properties for a repository. To add a new selection 1 In the document tree, open the repository that you want to work with. 2 Click the Configure Document Properties button located on the Regulus DCA Search and Task toolbar. This opens the Configure Document Properties window. 3 In the left pane, highlight the property that you want to work with. Information about the selected property appears in the right pane. 4 In the Selection Name box, located in the Drop-Down Selections section, type the new selection item. 5 Click the Update button. The new item appears in the grid. 6 When you have finished, click OK. 7 If the Regulus Security dialog box appears, type your user name and password, then click OK. Delete a custom document property At some point you may need to delete a custom document property that you no longer want to use. To delete a custom property 1 In the document tree, open the repository that you want to work with and navigate to the appropriate document. 2 Click the document in the document tree to open it for viewing in the preview pane. 3 Click the Configure Document Properties button located on the Regulus DCA Search and Task toolbar. This opens the Configure Document Properties window. 4 In the left pane, highlight the property to be deleted. 5 Click the Delete button. 6 If the Regulus Security dialog box appears, type your user name and password, then click OK. Working with document properties Page 40

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