Use the Document Details dialog box to view a private document's details. Also, with the appropriate access, based on a document's security policy, you can edit a document's details.
Document Details contains three tabs; General, Version, and History.
General
The General tab displays general document information. Only six fields on this tab may be edited; Title, Security Policy, Template Document, Owner, Document Category, and Reference Number:
- Title is a required field. Update this field with a new title for the document.
- Security Policy is displayed in a drop-down menu and there are three security options; Personal, Read-Only, and Shared. Personal means that only the user who added the document can view, modify, or delete the document. Read-Only means the document can be viewed by all team members, but cannot be modified or deleted. Shared means a document can be viewed, modified, or deleted by all project team members.
- Template Document, if checked, allows the document to be used as a template. This template in turn can be used to create new documents.
- Owner is the person who is responsible for the document. You can browse to assign this person to this field.
- Document Category is a classification that can be used to organize various documents. The category is set up in the client/server application by the user.
- Reference Number is the documents reference or catalog number. The reference number is defined by the user.
The remaining fields on the General tab are Read-Only:
- Access Level determines who can access the document. There are three access levels; Project, Workgroup, and Private. Project means if you have access to the project, you will have access to this document. Workgroup means if you are included in the workgroup you will have access to this document. Private means only the user who created the document will have access.
- Author is the person who authored or created the document.
- Version is the latest, or most current version of the document.
- Last Modified By lists the name of the person who last modified the document.
- Modified Date lists the date and time the document was last modified.
- Format lists the application format that document was created in or checked in as, after being updated.
- Size indicates the document size in KB.
- Review Status indicates if the document is under review and lists the current status. If there document is not under review, this field is blank. The review statuses are Blank, In Review, Approved, Rejected, and Terminated.
Version
The Version tab displays information about the versions of the document.
- Version lists all of the document's versions as links. Click on the version number's link to view the document.
- Review Status is a link that indicates if the document is under review and lists the current status. If there document is not in review or if the review has been completed, this field is blank. If the document is in review, click the link to open the review details for any version of the document.
- Modified By lists the name of the person who last modified the document.
- Modified Date lists the date and time the document was last modified.
- Comments lists any comments entered when a checked out document was checked back in.
History
The History tab displays the history of the document.
- Date lists the date and time the document was last modified.
- User lists the name of the user who last modified the document.
- Action lists what action the user made with the document.
- Version lists the version of the document that was modified.