Environmental & Risk Management / Environmental Health & Safety / Documentation

Edit a Library Document

After a document has been checked into the library you can edit the information associated with the document.

You can also update a document in the library by uploading a new version of a document to the library. If your system administrator has enabled the version feature, the new document will not replace the older version.

Note: If the document you select for edit was uploaded to the database from another EH&S view (for example, using the Documentation tab in the Track Incidents view) you cannot edit document information associated with the document in the Track EH&S Documents view. You can distinguish this type of document by an entry in the left-most column titled: "Document related to a..." When you select a document that has a value in this column, edit controls are disabled for document information fields. However, you can save a new version of the document to the database using the upload controls provided.

To edit safety-related information associated with a library document:

  1. In the Process Navigator, click EH&S/ Documentation / Track EH&S Documents.
  2. In the Filter pane enter the search criteria for the document (author, type, date range, related incident, etc.).

  3. Click Show in the Filter pane.

    Documents matching the search criteria are listed in the middle pane (ordered by name, type, date and author).

  4. To edit a document click the Edit button next to the document's name.

    The EH&S Document pane opens at the bottom of the right pane.

    Add or change the following information...
  5. Click Save at the top of the Document pane.

    Your document information changes are saved in the database.

To check in a new version of a document:

  1. In the Process Navigator, click EH&S/ Documentation / Track EH&S Documents.
  2. In the Filter pane enter the search criteria for the document (author, type, date range, related incident, etc.).

  3. Click Show in the Filter pane.

    Documents matching the search criteria are listed in the middle pane (ordered by name, type, date and author).

  4. Click the Edit button next to the name of the document you want to update.

    The EH&S Document pane opens at the bottom of the right pane.

  5. Use the up-arrow next to the Document field to locate and select the new version.
  6. In the File to Upload box click Open.
  7. In the Check in New Version box select the file status (locked or unlocked) and click OK.

    The document is updated and a new version of the file is placed in the library.