User Manual

If a document has been approved, the edit option will not be available. The only way to change an approved document is to revise it. To revise a document:

1.Right click on the document and choose Revise or select the document and click the Revise button on the Ribbon Menu under the Manage tab:
 

2.On selecting the Revise button, the Revise Document form will open up:
 

 
The Revise Document form allows you to choose various revision parameters including the document name, add revision notes

The Revise Document form allows you to define the revision as a Major or Minor revision. If it is a major revision the new revision number counts up to the next whole number and if it is a minor revision the revision number decimal position will increment.

If Do not change the revision date or the next review date for minor revisions is enabled under Application Options, the revision date will not change for Minor revisions but only for Major revisions.

You can also set who you'd like to approve the document, we call this the 'Document Approver'. If you do not specify this NovaCore will automatically use the system wide Default Approver (see Global Settings).

Every time a document is created, edited or revised, an email alert will be sent to the Approver.

Enable this option to mark the current revision as obsolete and the new revision as current but not approved. Note that this is not the normal practice and should only be used if you want to force an approved document out of circulation immediately until this new revision is approved.

You can add revision notes at this point but these notes can also be added or edited within the NovaCore Toolbox when editing the document. Revision notes are always useful especially as they can be reported on and provide a simple way of providing evidence of continuous improvement for audits.

The external file selection field provides a way to revise documents such as PDF or image files that are not editable within NovaCore but are edited using external applications. In addition to this, you may have a requirement to revise a document by someone external to your organisation who sends you an updated version of the document.

To update a document with an external file:

1.Select the folder icon.

2.Choose your file and click Ok.

In some cases, the date of the external file may be earlier than the date that the revision is made. If that is the case, select the date of the external file using the drop down calendar. Note: You must select your external file first so that the revision date will become editable.

Note

This option will only be available if it is enabled under Global Settings in Application Options.

Once you have adjusted the revision options click the Ok button. The document will open and you will be able to edit it. (See editing documents for more) Once you have edited and saved the document it can be approved.

If you need to revert the content of a newly revised document to match the content of a previous version of the document without actually deleting the revision, you can Revert the document to a previous version.

Documents that have been approved cannot be reverted to previous revisions. To revert an approved document to a previous revision revise the document and select the option to Edit later and click OK.

This changes the current status of the document to Waiting to be Edited. Make sure that the document is selected and click on the revision history icon as shown in the image below:
 

 

The previous revisions of the document will be shown below the document. Right click on the revision you want to revert to and select Revert.
 

A revision can be cancelled or undone if the revision has not been approved. Right click on the revised document and select Cancel Revision. The document will revert to its previous approved version.