Create or request a new document

Once an administrator has set parameters for the Managed Documents application, you can create or request new documents.

  1. Navigate to Managed Documents > Create New.
  2. Complete the following fields:
    Table 1. New document fields
    Field Input value
    Number An identifying number for the document. Automatically generated using number maintenance.
    Name A name for the document. Note that the name for the document is combined with other naming components (as defined by the name format) to create the names for each document revision.
    Requested by The person asking that the document be created or updated.
    Owner The approver of the document request. Also responsible for setting completion date with requesters and authors.
    Reviewers The user or users who review the document and provide feedback to owners and authors.
    Department The department responsible for the document.
    Type The document purpose. This is a choice list derived from the type parameters.
    Classification The document classification, based on security, audience, and confidentiality. This is a choice list derived from the classification parameters.
    Audience The document readers, such as external or internal. This is a choice list derived from the audience parameters.
    State The current status of the document in the editing and publication process.
    Checked out by The user who currently has the document checked out.
    Description A short description of the document.
    Revision Settings
    Name format The format for the name of each individual revision of the document. For more information, see Defining Name Formats.
    Revision format A choice between the two digit (0.x) or the three digit (0.0.x) revision format.
    Auto increment revision If selected, the revision number automatically increments each time the document is revised.

    The User Permissions related list determines which users have rights to view and contribute to the document:

    Table 2. User permissions
    Field Input value
    User A reference to a user who is entitled to read and contribute to the document.
    Type A choice list describing how the user can interact with the document. Options are:
    • Reader - The user can read the document versions.
    • Editor - The user can upload new versions.
    • Owner - The user can edit the document.

    The Group Permissions related list determines which groups have rights to view and contribute to the document:

    Table 3. Group permissions
    Field Input value
    Group A reference to a group of users who are entitled to read and contribute to the document.
    Type A choice list describing how group members can interact with the document. Options are:
    • Reader - Group members can read the document versions.
    • Editor - Group members can upload new versions.
    • Owner - Group members can edit the document.