User Manual

Every document in NovaCore has a status which is identifiable by the status symbol. Hovering your mouse cursor over a status symbol will display a hint describing its meaning. The following list explains all available status symbols:

Approved - An approved document cannot be edited and it will be protected when opened. You can view, print, export and revise an approved document.

Checked Out - The document has been checked out by a NovaCore user.

Editing - The document is in the process of being edited.

Newly Imported - The document has just been imported into NovaCore.

Edit Pending - A document with this symbol is waiting to be edited.

Needs Review - The document is due for its review.

Reviewed - This means that a document was reviewed. The review date of the document was updated without any changes being made to the document.

Waiting Approval - The document needs to be approved.

Past Review - The document is past its review date. Documents with this symbol will have a red light in the Traffic Light System.

Classifications enable you to organise and group your documents more easily. After selecting a framework using the Framework Selection Button the default classifications will be displayed on the Ribbon Menu as shown below, and select one of them will display just those documents:

You can assign a document classification when creating or importing documents. You can change a document classification by simply changing the selection in the classification field.

To access the document after it has been imported go to the Manage tab of the Ribbon Menu and select the classification. For example, if you set the classification of your document to 'Policy' click on the Policies button to access your document. If you do not classify a document that belongs to a framework, NovaCore will place the document under Others > Unclassified on the Ribbon Menu.

NovaCore automatically sets a document's Review Date after its approval as specified by the Renew Interval (see below).
 

To change a document's review date

1.Go to a document list that indexes the document as explained in Document Controlling.

2.In the Review Date column select the date you want to change. You can either type the new date in or select the drop down arrow beside the date to view a mini calendar and select the desired date.
 

You can also change the review date in the NovaCore Toolbox while Editing or Revising a document.

The Review Interval is the number of months that elapse between a document's revision and its next review date. In NovaCore the review interval is 12 months by default. This means that every time a document is approved, the next review date will automatically be set to a date 12 months after the approval date. (To change the default Review Interval see Global Settings or see Framework Settings to set Framework specific Review Interval defaults.)

To change a particular document's review interval:

1.Go to a document list that indexes the document as explained in Document Controlling. Select the review interval that you want to change.
 

2.Type in a review interval or click on the drop down arrow and select on of the review interval options.
 

 

3.When you have selected the new review interval, you will be prompted to specify whether you want the review date (see section above) to be reset based on the new interval. If you select Yes then the review date will change immediately and if you select No the review date will be calculated after the document is next approved.
 

4.If your selected document should never expire then select a Review Interval of None.

The Revision Number of a document changes every time a document is revised. It shows how many times the document has been revised and whether the revision is Major or Minor. To learn more about revising documents click here.

Documents are linked to standards of a framework to monitor compliance. A document can be linked to one or more framework items/standards in multiple frameworks. To see how to link documents to  framework items/standards in a framework go to Using the Traffic Light System. Documents can also be linked to DMS folders.

The number of times a document has been linked is shown in the Link column in all document lists within NovaCore:

Select the number to see a breakdown of the number of links and which frameworks the document is linked to:

When looking at the breakdown list of links a special case is the DMS which shows the number of folders that a document has been copied/linked to.

For information on linking documents see Copying Documents and Using the Traffic Light System.