Document Management

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Documents can be embedded in the database or the database can store a link to an external file. Documents can exist on their own, or be linked to model requirements, tasks, audits, findings, issues, or actions. Embedding documents in the database can significantly increase the size of the database file.

Use the Documents View to view all documents in the database.

The Model Builder also has document management capabilities. Documents added to a model in the model builder will be saved with the .model file. When the .model file is imported into the Compliance Taafi database, documents, and their associations with requirements, will be added to the database as well.

Document Menu Commands

Add -- Add a document association to the selected data object or to the database.

Open -- Open the selected document. If the document is embedded, it will be written to a temporary file and the temporary file opened. Any changes to the document will not be saved in the database. If the document is linked, the linked file will be opened. A document file can only be opened if the application associated with the document is installed on your computer.

Check Out -- Check out the selected document. Check out a document when you want to make changes to the document. While the document is checked out, no other user will be able to modify the document until you check it back in. Only embedded documents can be checked out.

Security Warning: When a document is checked out, a temporary file is created on the local computer. Changes are made to the local file. When the document is checked back into the database, the local copy remains on the computer.

Check In -- Check in the selected document. Only an administrator, or the person that checked out a document can check it back in. With this command, the document is checked in with the latest version from the users computer, overwriting the existing document in the database.

Check In Revision -- This command checks in the selected document as a revision. The previous version remains in the database.

Undo Checkout -- With this command, the document's "checked out" status is removed. The current version in the database is not overwritten with changes from the local computer. Any changes made to the document while checked out will not be saved in the database.

Delete -- Use this command to delete a document from the database.