User’s Guide ============ .. |home_scr_view.png| image:: ../home_screen.png .. |home_scr_edit.png| image:: ../home_scr_edit.png .. |home_scr_admin.png| image:: ../home_scr_admin.png |home_scr_view.png| Role system ----------- Following roles are available: * Editor (can create, edit, review, release documents) * Viewer (can view documents) * Admin (can do, what an editor can do + create/edit users, create root folders) * Folder.Edit (can create, edit folders) * QM (FUTURE: can release documents) First steps ----------- Root actions ```````````` * go to table "document type" * create a new document type, e.g. "Order form" * create a new user for yourself with the role "Editor", "Folder.Edit" and "Admin" * now you can create new users and documents with your personal account * logout Create a new document ````````````````````` * login as normal user * activate the EDIT area (see head menu) * click "Create document" * select/create a destination folder * select the document type and give a title * now the document object is created * upload documents, add reviewers, add links Start a release process ``````````````````````` * the owner of the document can start a release workflow * go to the document * click "Start Release Workflow" * now the document cannot be edited anymore, but the workflow can be rejected by you * now the other reviewrs/releasers can login and do their review process * the last reviewer automatically releases the document * if configured in the "document type", define the original Word document will be converted to to PDF (see `Convert Word documents to PDF`_. ) * the document is now visible in the VIEW area Areas ----- EDIT area ````````` |home_scr_edit.png| Scope: * allow create/modification of documents * allow creation/modification of folders * allow linking of documents to folders * see your active tasks * do reviews VIEW area ````````` |home_scr_view.png| Scope: * allow search/retrieve released documents Admin area `````````` |home_scr_admin.png| **Main functions:** * Create/modify users * Create/modify document types * Do a system check * Activate/deactive admin functions in the normal user context GUI * Reject any active workflows * Change Owners of documents **User management** Useful activities: * Set login method=LDAP to activate ActiveDirectory authorization * Set “user is active“=0 to deactivate a user * Set roles to allow user activities * Set password **document type management** Useful activities: * create new document types * define the "Doc code" : this is the prefix for the "Document ID" * define "Covert Word document to PDF" yes or no : automatically convert a \*.docx document to PDF at the end of the document release; the users in the VIEW area just see the produced PDF document; the Word doc must contain VARIABLES, which will be replaced by the database data, like title, Document-ID, version and so on **System Configuration** some important config variables in conf/config.py: * workflow.sign.password.need : 0 or 1 : defines if the user must give the password on an approval workflow (electronic signature support) this is required by FDA CFR820 Part11 * email.send.allow : 0 or 1 : defines, if the system should send emails to the users, mainly in the workflow process Document and Version features ----------------------------- Uploads ``````` A document contains one or more uploaded files. If the document type flags "Covert Word document to PDF", tahn the document can only contain one Word document. Reviewers ````````` The document type defines the number of reviewers or releasers. These users will review/release the version during the approval process. Links to other documents ```````````````````````` A document can link to other documents as "parent" or "depends on". The links can be set from the document itself or other documents can link to this document. Audit log ````````` This list shows the important past actions related to the document version. Folders ------- Documents are managed in folders. If you are used to a common Computer File explorer software, than you get easily used to it. You can create, cut, rename folders. You can copy document links to one or more folders. Important: folders are not a feature of the Document. It is just an optional info detail. Scenarios --------- Start Approval-Workflow (A04) ````````````````````````````` Prerequisites: Following users are planned for approval: * test1 (editor of the document) * test2 (reviewer1) * test3 (reviewer2) * test4 (releaser1) * test5 (releaser2) Actions: * Start Workflow * if email-function is active on the system: All REVIEW-users get an email, the system allows them to review the document version * The review-users review * After last reviewer: all releasers get an email * All releasers do a review Convert Word documents to PDF ````````````````````````````` What to keep in mind: * there is an example for a proper Word template: see [GIT-PROJ]/doc_src/examples/Template_SOP_v1.docx * the PDF conversions takes places at the end of the release process * a VIEWER can only retrieve the PDF version, not the Word-version