User Manual

Under Review & Revision you can change the default review frequency, review alert and first revision.

Review Frequency

Review frequency is the number of months that elapse between a document's approval date and the next review date. In NovaCore the review frequency is 12 months by default.  To change the default review frequency, enter the number of months into the Review frequency box or select it from the drop down menu as shown below.

Note that this system default review frequency can be overridden for individual documents.See Document Review Interval.

Review Alert

When a document is due for its revision NovaCore alerts you in three ways.
 

1.The document's status will be set as needing review.
 

2.The Dashboard tile labelled 'Documents Needing Review' will count up. Select the tile to see a list of the documents needing review.
 

3.If you have email notifications enabled the designated reviewer (if none is specified the system administrator will be used) will be sent an email notification.

By default, NovaCore alerts you to a document's revision date 14 days before the review date. Review alert is specified as the number of days before a document is due for review. To adjust the review alert enter the number of days into the Review alert box or set it using the arrow buttons as shown below.

First Revision

When a document is created or imported it is automatically given the 'First revision' value which is 1.0 by default. You can change this 'First revision' number in Global Settings as shown below.

The large arrow buttons on the outside change the number by whole numbers (i.e. 1.0 moves up to 2.0). The small arrows on the inside change the number by decimals (i.e. 1.0 changes to 1.1).

By ticking the box below the First revision setting you allow the revision of individual documents to be defined during the import process.

Do not change the revision date or the next review date for minor revisions

Sometimes, a minor revision may be made to a document without the document's next review date being changed. If this is the case for your organisation, enable the Do not change the revision date or the next review date for minor revisions option under Application Options.

To find out more about how this feature works, check out Revising Documents.

Allow manually setting revision date when revising with an external document

When a document is created outside of NovaCore and then used to revise an internal document, it sometimes happens that the date the external document was revised is earlier than the date that it is imported into NovaCore.

To keep your dates accurate, NovaCore allows you to edit the revision date when revising with an external document.

Enable this option under Application Options. To find out more about how it works, see Revising Documents.

In the Workflow section of Global Settings you can select which user is the default approver. NovaCore automatically sets the RTO Administrator as the approver but this can be changed under Workflow.

Under Check Out you can set whether checked out documents can be edited by anyone including non system users or whether they can only be edited by the user who checked them out. For information about checking documents in and out go to Document Controlling.

Document numbering is a way of giving each document throughout your system a unique ID.

•If you are a small organisation you may not need document numbering and can disable it by disabling the Enable Document Numbering option.
 

•Document numbering can be formatted in the Numbering template field to suit your organisation's needs. Use the following guidelines:

•Include a hash(#) symbol which is the number place holder in the template. The # will be replaced by a sequential number. For example: DOC# will produce Number: DOC1, DOC2, etc.

•Add a number directly after the # to set the number of digits displayed. Allowed values are 2-7. For example: DOC#3 will produce numbers: DOC001, DOC002

•Set the number you want your document numbering to begin at in the Begin numbering at field. Common practice is to set this number to '1'.
 

•To reset document numbering enable Reset numbering of existing documents. Note that this resets the document numbering throughout your system and should be used with caution!