FAQ - M2: Document Management

I am looking for a document that I have created. Why doesn’t it appear in the search list?

It is possible that you cannot see unpublished documents when performing a document search, all depending on your permission and selected filters.

From the document advanced search page, if you have the modification permission on at least one folder, you can select the "management" option for the "Search Mode" field. This way, you will see all published and non-published documents in the folders for which you have modification permissions. Only effective documents will be visible in folders for which you have view permissions and you will not be able to see documents in folders for which you have neither.

 

You can make the management search mode your default search mode by defining it as such in your user profile, by selecting the “Management” search mode.

 

Is there a maximum size for files added to the Omni-Assistant?

Files cannot exceed 80 MB in Omni-Assistant.

If it is the case, you could try to reduce the size of your file by compressing the images.

Another possibility: instead of attaching the file directly into the Omni-Assistant document, you could create an Omni-Assistant URL type document and link it to the file's location on your server.

 

I am trying to publish a document, but it remains unpublished (red dot). Why?

When publishing a document, if the effective date (“General” tab) is in the future, your document will remain unpublished until this date, even if the defined reading requests have been sent to the selected users. Users who have received the reading request will be able to view the document but it will remain invisible to all other regular users.

 

The document will be automatically visible to all at this date (green dot).

 

The inactivation box doesn’t appear. How can I inactivate my document?

The first thing to check is to make sure you have the correct permissions to inactivate a document. Please contact your local System Administrator to make sure.

If this is the case and you still do not see the inactivation checkbox, it is important to know that only a document that has been published (green dot) can be inactivated, and it is only in this case that the inactivation box is available.

 

If your document is in a publication process (red dot) and you want to inactivate it, you will have to publish it first in order to inactivate it.

 

Prior to publication for inactivation purposes, close the approval ticket associated with the document, if there is one open. You will also have to validate that no readings will be sent upon publication. To do that, you will have to uncheck the “Automated” box in the “Readings” tab. If the box is grayed out, you can always deselect all the addresses in the “Reading Assignation” field.

Once your document is published, you will be able to inactivate it.

 

How can I delete a document?

The Omni-Assistant, being a conformity software, never deletes information. You have to inactivate your document.

 

I cannot reactivate a document that was accidentally inactivated 2 months ago. Can I reactivate it some way?

You are not able to reactivate the document because you have a configuration that limits you to a 30 days reactivation period. As an administrator, you can go to Parameters>General>System configuration>M2: Document Management section and remove the 30 days restriction found in the Reactivation Period field (leave it blank) then save. You will then be able to reactivate your document. After it is done, you can go back and define the previous setting again and save.

 

Who can review archived documents?

Administrators, document owners, and staff with special permissions can access the archived version of the documents.

 

Can you have approval workflows with more than 2 levels of review?

This is a built-in feature for Omni-Assistant. The approval processes are highly flexible and can adapt to as many levels of review and approval required by our clients.

 

Do you support signature via email?

Yes, for approvers that do not use the system but are part of the chain of approval, the Omni-Assistant provides an Email approval feature.

 

Do you track document revision history? Can this be viewed?

By default, the view provides you with full revision history (who did what, when), full chain of approval (as many levels as required), and all previous versions (no limit on how many versions).

 

What kind of search function does your system provide?

The Omni-Assistant allows to search using keywords, document description, document file name, and document unique identifier. You can also search by content.