4.1.7 Create a Document

 

Documents in AgilityBMS are Items linked to a file which is uploaded into the system or a link to a URL or a Dynamic URL. They are referred to as Documents, regardless of the file format.



4.1.7.1 To Create a Document Item

 

  1. Navigate to the Workspaces Tab
  2. Click on the Document icon (Create Document window appears) 


Create Document Window


  1. If required enter a Number
  2. Enter a Title
  3. If Advanced Properties are in place and are required then select relevant Advanced Properties
  4. If Item Roles are in place, click Add Item Role icon blob1476106296597.png
  5. An Agility Item Query windows appears (Person Item is set as default as the Item type as only Person Items can be added as an Actioner upon Item creation).


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Item Role Query Window


  1. Type in any search criteria or carry out empty search by clicking the Search button
  2. System returns and displays all Person Items in the Results Grid


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Query Results Grid


  1. From the results grid Select the required Person or if multiples are permitted you can select more than one Person Item
  2. Click the Select button (Item Role is added to the Document)
  3. Click the Detail tab to upload the required file and to select Supporting Items


Document Detail tab


  1. Click the Select File/URL button (file upload window appears)


File Upload Window


  1. Select the file:

  • Click the Browse button
  • Locate the required file
  • Select the file
  • Click Open (file path is displayed in the upload window)
  • Click Update (file will be shown in the Item Preview section)


  1. If the file is available online select the Link To External File:

  • Insert the full web address in the following format http://www.webaddress.domain/
  • Click the Check button to verify your web address
  • Click Update (website will be shown in the Item Preview section)


URL File Path


  1. To add Supporting Items to the document:

  • Select Add Items under Supporting Items Details Screen with Supporting Items highlighted


Supporting Items

  • You can also add a URL or Dynamic URL by selecting Add URL, as shown below

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Add URL


  1. Click Save (Document is now saved in the system) or you can Save and Check In the Document


Document Detail tab showing the Item Preview


  1. The Document is now ready for the Item Workflow to be initiated.



Notes:


  1. You can add the Item to a Navigator - See Section 4.1.2 for details on how to achieve this
  2. You can add the Item to a Group - See Section 4.1.3 for details on how to achieve this
  3. You can define Periodic Review Settings of the Item - See Section 4.1.4 for details on how to achieve this
  4. You can define Subscription Settings of the Item - See Section 4.1.5 for details on how to achieve this



4.1.7.2 Action a Document after Creation

 

  1. In the Document Designer toolbar select Action Item


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Item Workflow Screen


  1. The Item Workflow screen is opened where the Document Item (the default workflow for a Document is Advanced) can have the following set:

  • Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
  • Set as Reviewed
  • Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
  • Set as Approved
  • Release.



4.1.7.3 Action a Document at a Later Date

 

  1. On the Welcome page or Workspaces tab, select Item Query
  2. Enter the Number/Title or part of the Number/Title of the Document in the All or part of the item: field
  3. In Where item type is: select Document
  4. Click Search
  5. On the required Document, right-click on the Document and select Action Items


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Query - Showing Right-Click Button Options


  1. The Item Workflow screen is opened where the Document Item can enter into the Item Workflow, see previous section (4.1.7.2) for more information.