Document

The user can add or edit one document record at a time in this module. Documents are stored in either the CTMS database or linked to the company's network (company must host CTMS on their own server) or to SharePoint, and is based on the Configuration options for Documents.

When a user attempts to view a document that has been linked to CTMS either through the network or to SharePoint, CTMS will return the current version of the document. CTMS will save the version each time the document is viewed in case the link is broken in the future by a change in file name, location, or permissions. If a link is broken, CTMS will inform the user that the current version is unavailable and will provide an option for the user to view the saved version instead.

The Sharing tab will be displayed if the base table for the current document is set to Project or ProjectCountry.

The Trial Master Files tab will be displayed if the Enable Document TMF configuration variable is set to True and the base table for the current document is set to Project, ProjectCountry or Site.

Adding a Document

The New Document tab allows you to select the Category, if not already assigned, and the Type. If the fields are empty, contact the Administrator to define the fields in the Administration tab, System Tables, under Document Categories and Document Types. Next, After selecting both the Category and Type fields, click Save for the Document tab to open. The fields that display on the Document tab are based on the configuration settings for Document Types. Another configuration setting can require the document to be uploaded or linked.

Click Common Buttons for a description of the buttons found throughout the system and their uses.

Attaching the Document

On the Document tab, the user must enter all the asterisked (*) fields and optionally, can enter the other fields. To upload the document, select the Upload/Link tab. The Custom Fields tab will appear for those document types that are checked on the Usage Filters tab of the Custom Fields system table for Document. Additional tabs, such as Sharing, History, and Trial Master Files, may appear.

Renewing an Expired Document

If a document has expired, you can click the Renew and Copy button on this module. This will mark the current Document as Renewed and then creates a copy of that Document. The user can then simply add the new Expiration Date to the new Document.

Field	Description
Category	When adding a document, the field is required and users can select from a list that is maintained in the Document Categories table that is defined in the System Tables. When editing, this field is read only.
Type	When adding a new document, the user can select from the list of Document Types associated with the Document Categories. When editing the document information, the field becomes read-only and shows the item that was selected when the document was added. When adding a new Site Document, Document Types that are linked to specific Countries will not be available if the Country of the current Site is not included in the list of specific Countries.
Staff	This field is visible when the Show Site Staff field is checked for the current Document Type. If visible, this field is required and limited to the list of Site Staff for the current Site.
Document Name	This field is visible when the Require Document Name field is checked for the current Document Type that is stored in the System Tables. If visible, the field is required. Enter the name of the document limited to 50 characters.
Document Date	This date field determines whether a document is pending. It is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. The caption for this field is defined by the Caption field of the current Document Type in the System Tables. If no caption is defined, then the caption will default to Document Date.
Expiration Date	This date must be on or after the Document Date, if it exists. Future dates are allowed. If the Expiration Date has passed yet the document is still valid, you can enter a new expiration date or indicate the document has been renewed by placing a check in the Renewed check box. This field will be hidden unless the Show Expiration Date check box is checked on the current Document Type.
Renewed Check Box	This field will be hidden unless the Show Expiration Date field is checked for the current Document Type.
Language	This field will be restricted to the list of active Languages. This field will be hidden unless the Show Language field is checked for the current Document Type.
Version	The version of the document can be entered by using up to 25 characters and indicate whether it is a draft or final by checking the appropriate check box. This field will be hidden unless the Show Version field is checked for the current Document Type.
Draft/Final Check Box	Only one of these fields may be checked at a time. This field will be hidden unless the Show Draft/Final field is checked for the current Document Type.
Comment	The user can enter up to 200 characters. This field will appear on the name field when downloading the document.
Date Sent	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Sent Date field is checked for the current Document Type.
Date Sent Comment	A comment can enter up to 100 characters. This field will be hidden unless the Show Sent Date field is checked for the current Document Type.
Date Approved	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Approved Date field is checked for the current Document Type.
Date Approved Comment	A comment can enter up to 100 characters. This field will be hidden unless the Show Approved Date field is checked for the current Document Type.
Date Collected	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Completed Date field is checked for the current Document Type.
Date Collected Comment	A comment can be entered limited to 100 characters. This field will be hidden unless the Show Collected Date field is checked for the current Document Type..
Date Received	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Received Date field is checked for the current Document Type.
Date Received Comment	A comment can be entered limited to 100 characters. This field will be hidden unless the Show Received Date field is checked for the current Document Type.
Date Filed	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Filed Date field is checked for the current Document Type.
Date Filed Comment	A comment can be entered limited to 100 characters. This field will be hidden unless the Show Filed Date field is checked for the current DDocument Type.
File Location	This field can hold up to 50 characters and will be hidden unless the Show File Location field is checked for the current Document Type.
Date Reviewed	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Reviewed Date field is checked for the current Document Type.
Date Reviewed Comment	A comment can be entered limited to 100 characters. This field will be hidden unless the Show Reviewed Date field is checked for the current Document Type.
Date Audited	This field is not restricted to project dates. The user can indicate unknown dates by placing a check in the box. This field will be hidden unless the Show Audited Date field is checked for the current Document Type.
Date Audited Comment	A comment can be entered limited to 100 characters. This field will be hidden unless the Show Audited Date field is checked for the current Document Type.