Features
Docs Applied Features and Modules
Docs Applied has three main modules:
Dashboard
Documents
Admin
Dashboard
If a user logs in to Docs Applied , the first feature they will come across is the dashboard. The dashboard displays details on the actions of users.
Docs Applied dashboard consists of two parts – Approvals and Notifications.
Approvals
In this feature, users can perform an action with regard to approval of a document – approve, reject, resubmit.
Users can approve the document if it is okay. In case of corrections, they can check with the people in charge and resubmit the document. If someone rejects the document, it gets dismissed.
Notifications
In the notifications feature, users get messages regarding the actions performed, time and other details. They can dismiss the notifications after viewing it.
Documents
Users can view the details of documents that come under it. The details include Document number.
- Document number
- Document Name
- Document Type
- Associations
- Effective Date
- Status
- Users can also choose to view document, apply for uncontrolled print, view print history, change history and view past versions of the document. There is a search option to look up documents. Users can also download reports and initiate documents in this feature.
Documents
In this module, users can view the document categories in Docs Applied . When users select a document category, they will be able to view three sections – Documents, Issued and Controlled.
Initiate
In the initiate option, users can view change control info and document info. In change control info, users can add details, such as change control number, description and file. In document info, users can add document information, such as document type, title and number, description, review period and files.
Issued
In Issued section, users can view details of issued documents – identifications, documents, date of first issue, reconciliation date and status. Users can choose to view document, view change history, manage the documents and edit posts in there. They can also download document reports from the section.
Controlled
Controlled documents refer to the documents that are under organization. This section too provides details similar to “Issued” section and also has option to download document reports.
Admin
The Admin module is mainly for access and permission control. This module consists of different categories.
Permissions
Admins can set the access and permission for other users, by checking the options from the list under the following headings.
- Users
- Roles
- Add/edit document classifications
- Designations
- Departments
- Global sequences
Document Numbering
There are two types of numbering we can assign to the documents – auto number and manual number. When we select auto numbering, a temporary document number is assigned which stays until the document is approved. After that, the users can assign a number to the document. Initiated documents are numbered based on global sequence set by the Admin. The documents will be numbered based on the format we set until it goes for approval.
Document Type
In this feature, Admin can set the type of numbering they want for the document, along with other options that define the type of the document.
Justification
When Admin performs an action inDocs Applied- , they should provide a justification or explanation for it in this feature.
Documents
The documents feature of Admin Module has the following settings.
- Make effective – You can reconcile the document or choose to dismiss it
- Access - Admin can set the documents accessible only for a particular department and location and users with access to the department can only view the document.
- Organization – This is a one-time setting
- Org info – Admin can add/ view the information of the company here.
Settings
The setting feature has settings for notifications and reminders. Admin can check the boxes corresponding to the following acronyms to confirm how they want the notifications or reminders to be delivered.
- e- email
- m- message
- es- email submission
- Admin can also set the document reviewer and approver in this feature. Also, if a document is initiated or submitted and no action is performed for the next three days, reminders will be sent to the ones in charge. Admin can set the number of reminders to be sent. If no action is still taken, it will be escalated to the higher ups.
docs applied ensures the easy and efficient management of large volumes of information and data within an organization by helping them to keep the data organized and accessible. This is of great help to the organization, in terms of quick reference and making decisions after learning specific information.
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