Document Control in Deacom

Deacom Version 17.02 includes a document control option that allows only one user to download and edit a controlled document at a time ensuring users are opening the most recent published version of the document. The system will also record the document history including users that have modified or simply viewed the document. This feature may help companies with regulatory compliance and FDA validations.

Configuration

  • System > Options > Documents tab - the "Record Document History" checkbox must be checked.
  • System > Maintenance > Document Categories - the "E-Signature Required" checkbox must be checked for all categories that will have controlled documents assigned to them.

Existing documents that need to be tracked and controlled must have their Document Category changed to one of those that have the "E-Signature Required" field checked.

Process

Once the appropriate configuration has been established, follow the step below to upload tracked documents and report on document history in the system.

Upload and assign documents for tracking and control

  1. Navigate to the appropriate records in the system where documents will be uploaded. These include item masters, bills of materials, sales orders, production jobs, etc.
  2. Use the "View Docs" button on these records to open the Documents form.
  3. Click the "Add" button to display the Edit Document Entry form.
  4. Select the document in the "Name" field and in the "Document Category" field be sure to select one of the Document Categories that have the "E-Signature Required" flag checked.
  5. Click "Save".
  6. The E-Signature form will be displayed and users must enter their Deacom username and password and then click the "Continue" button.
  7. At this point exit the form. The document is considered checked-in.
  8. Navigate to Tools > Document Reporting, select a Report Type of "Document History", fill out the appropriate filter settings, and click "View" to generate the report.
  9. Locate the document you uploaded in steps 1-5 above, select it, and click the "Lock-Release" button to lock the document from being modified until users enter their e-signature credentials, which are the same as their Deacom user credentials. This is necessary to ensure the document is fully controlled and revisions of the document are stored and tracked in the system.

Viewing Documents

  1. Users can view documents by clicking the "View Docs" button on the appropriate record and then either double click on the document or single click the document and select the "View" button. This results in the documenting being downloaded and available for viewing.
  2. Users will not be required to enter an E-signature when viewing but the system will record that the document was viewed and record the username.

Modifying and checking updated documents back in

Once a document has been modified, the new version may be uploaded/checked in.

  1. Click the "Modify" button on the Document form.
  2. If another user has already clicked "Modify" button the following prompt will be displayed: "This document is currently checked out by 'username'. At this point, the user must wait until the Edit Document Entry form has been closed. Users should check to see if a new version of the document has been uploaded prior to uploaded another version. If the document is not checked out, then a user may use the file icon in the "Name" field to upload a newer version of the document with the same name.
  3. Select yes and then save the Edit Document Entry form to have the updated document checked backed in.

Viewing document history and unlocking documents

  1. Document history may be viewed on a document by document basis via the "View Document History" button on the Document form via the "View Docs" button.
  2. Document history may be viewed for multiple documents simultaneously on the "Document History" Report Type via Tools > Document Reporting. When using this report the signed out status and start and end dates may be applied to filter the list.
  3. Documents that have been locked may be unlocked only on the Document History report mentioned in the previous step via the "Release Lock" button on the report. Grid Layout Security may be used to control access to this report. Situations where a document may be locked include:
    1. The connection to the Deacom system has been lost while users are editing the Edit Document Entry form.
    2. A user leaves the Edit Document Entry form open which would keep the document locked.