My Documents

Overview:

If you use in-house, company, proprietary or restricted standards, or procedures that are not referenced within the i2i Standards Management System, then you can use the MY DOCUMENTS facility to create and manage these records.

Any record created through MY DOCUMENTS feature are treated the same as the records in i2i Standard

Before creating your records in MY DOCUMENTS, it is recommended that you read the following sections in order to familiarise yourself with the concepts and usage of it.

Contents:

1. Create a new document
2. Editing a document
3. Publishing a document
4. MY DOCUMENTS: Display – Searching – Actions.
5. Draft

 

Click on “MY DOCUMENTS” under the Profile icon to access MY DOCUMENTS as a Editor/Publisher

In order to create a My Document record the minimum requirement is to fill out Document number and Document Title – all other fields can be completed at a later stage

Click on “+ Create New Document” and fill out fields, then click on “Create”

Editor/Publisher can now edit the various sections of a document

2. Editing a Document:

Following Sections can be edited individually:

Document Section

Versions Section

Equivalencies Section

ICS Codes Section

Languages Section

Foreign Texts Section

Approvals Section

Updates Section

Cross Reference Sections

Document Section: click “Edit”

Click ‘Edit’ again to open up the Document Section

The Document Section opens up which enables Editor/Publisher to add further information for example AKA Keyword, Summary, Country etc. by scrolling down the yellow bar on the right hand side

Proceed to edit further sections if required by opening up the Accordion next to Sections for example

Versions Section

Enter Version and Date

Equivalencies Section

• ICS Codes Section
• Languages Section
• Foreign Texts Section
• Approvals Section
• Updates Section
• Cross Reference Sections

Once Editing is finalised Click on “Finish Editing”

3. Publishing a document

Go to My Documents listing and click on Doc. Number which needs to be published and click on “Publish” on the right hand side

4. MY DOCUMENTS

Display:

My Document view is displayed by listing all the documents already created

Searching:

Filter: Documents can be searched by Doc. Numbers, Groups, Status and Language

Doc. Number: Number of Document

Group: Group which will be able to view document after the document is published

Status: Publishing status

Last Action done by: User Name of Editor/Publisher

Actions: Lists all Action points which allows Editor/Publisher to modify the documents

 

Actions for Pending Publications are as follows:

Delete Draft: Pending Publication Documents are Drafts and can be deleted

Publish: Publish Document to make it visible for the associated Group

Move Document: Move the Document to another Group

Properties: Displays Document properties including Next Review Date and Owner Group

Once a Document is published and made visible to the associated Groups following Action points are available to Editor/Publisher

 

Actions for Published Documents are as follows:

Create Draft: Once a Published Document need to be modified or a new Version needs to be published the Editor/Publisher need to Create first a Draft

Mark To Delete: Marks a Document to be deleted

Unpublish: Users cannot see the publication anymore

Delete from list: Deletes the Document from the My Documents List

Add to Collection: If the Document should be monitored for changes add to a Collection

Remove from Collection: Remove Document from a Collection

Properties: Displays Document properties including Next Review Date and Owner Group

 

5. Draft

If an existing published Document needs to be modified due to adding a new version or adding further information following steps need to be completed.

Click on published Doc. Number in MY DOCUMENT list and choose under Actions: Create Draft

Note: The Draft will be created and can be modified while the published document is still on display for end users.

Once the Draft has been modified accordingly it can be:

a) Published as a new version which means the previous published version and the new version are being displayed as separate records in i2i

b) Published replacing the current document which means only the latest modified version is displayed in i2iClick on “Submit”

 

To access those reports:

• Go to Reports > Generate
• Choose the desired report
• Provide a report time frame
• Click on ‘Generate report’
• The report will be generated and emailed to you.
  • If you enter an email to the field “Email report to” the report will be only sent to the recipients entered.
  • If the field is left blank it will be sent to the user requesting the report.
  • The email will be sent from i2i-helpdesk@saiglobal.com