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You can add documents to:
|Purpose||Process Navigator Task||Steps|
Add documents for a regulation or initiative. For example, attach a PDF of the regulation.
|Manage Regulations and Initiatives|
Add documents for a compliance program. For example, attach a document that describes the program's purposes or goals, a set of processes and procedures associated with the program, regulatory audit paperwork (such as notices or results), violations paperwork, or certifications by the responsible person or vendor that the entire program is in compliance.
Manage Compliance Programs
Add documents for a compliance requirement. For example, attach a PDF of the permit or license.
Manage Compliance Requirements
Manage Contract Terms
Add documents for locations. For example, attach a copy of the inspection report for the location,
Manage Compliance Locations
Manage Contract Locations
|Add documents for events. For example, attach a scanned, signed completion certification for this event.||Manage All Compliance Events|
|Add documents for missed or overdue events.|
Manage Missed and Overdue Events (Compliance Program Managers)
|Compliance Program Coordinators|
|Add documents for requirements assigned to you.||Manage My Compliance Requirements|
|Add documents for permits and license requirements assigned to you.||Manage My Permits and Licenses|
|Add documents when managing missed and overdue events assigned to you.|
Manage My Missed and Overdue Events
|Enter a name that identifies the document.|
Enter text that identifies the document to users. The Description appears in selection lists to help users identify the document.
|Document Category/Document Type||Select a document category and type to describe this document. If you select a category and type for the document, these can be entered as search criteria to help you quickly locate the document. Your Business Process Owner defines the categories and types from which you choose.|
Select a folder for the document so that you can search for it by folder, or locate it by drilling down in a selection list of folders and subfolders. Using Document Folders is especially useful for generic documents, such as best practices, that are not associated with a single record, and that might even be used across applications. However, you can associate any document, even those associated with a specific record, with a Document Folder to facilitate locating it.
Once you drill down to a folder and select it, the field displays the last folder in the path; it does not display the entire folder hierarchy.
Your Business Process Owner defines the folder structure.
Enter the name of the person who wrote the document, or the name of the organization that published the document.
|Document Name||Enter a unique name to identify the document.|
Enter the date the document was published or written, or another critical date. For example, when adding documents using the Compliance Management application, you could enter the invoice date, bill date, or the issued date for a permit or license when adding a document. For EH&S, critical dates might be the training date, or the issued date for personal protective equipment. When users search for documents using the Date Document From and Date Document To fields, the application selects records for the restriction based on the document's Date Document.
Document Review Group
|Select the security group that is allowed to view this document. If you leave this field empty, any user who has access to this task can view the document.|
Enter any additional notes that describe how this document is used. For example, enter a document abstract, or enter a custom tag that you define to make locating this document easier by entering this tag in the Document Notes field in a Filter console.
|Description||Enter a description of this document, for example, to describe how it is used.|
- To save the record and add a new one, click Save and Add New. The record is saved, and the form refreshes by clearing the values you entered so that you can add a new record.
- To save the record, click Save.
Click this button to access the dialog to locate and select the document. After selecting the document, click OK in the dialog. See Working with the Document Management System for more information.
After you select the document and click OK in the dialog, the document is stored in the ARCHIBUS document management system, and it is associated with the regulation, compliance program, requirement, event, or location you selected.
Managing the Document Library -- To work with all documents, those that are associated with specific compliance records and those that are not.
Define Document Categories and Types and Define Document Library Folders -- For information on defining the background tasks for the document library.
Working with the Document Management System -- For information on locking/unlocking records, checking in revised versions of documents, and so on.
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