In our 29.3.0 release, document categories in draft status, the Document Category fields: Name, Description, and Key are editable. Changes are immediate and impact all versions of the category, as well as documents within the category.
When upversioning a document category, you might find it necessary to revise its name, description, or key. This process allows you to maintain consistent and clear categorization as your documents evolve. This article will guide you through the scenarios to update these fields during the upversioning process, helping you keep your document management system organized and reflective of the latest information.
Document Category
Scenario 1: Fields Are Editable in Draft State
Given: the user can edit a category, with category permission “Can Edit All Settings In This Category” or is assigned to role “Administration: Account Super User”.
When: the category is in draft state
Then: the Name, Description, and Key fields can be edited.
Scenario 2: Fields Not Editable in Active/Retired States
Given: the user can edit a category, with category permission “Can Edit All Settings In This Category” or is assigned to role “Administration: Account Super User”.
When: the category is in active or retired state.
Then: the Name, Description, and Key fields cannot be edited.
Scenario 3: Changes To All Previous Items
Given: the user can edit a category, with category permission “Can Edit All Settings In This Category” or is assigned to role “Administration: Account Super User”.
When: the category is in draft state.
Then: changes to the Name, Description, and Key fields are immediately applied to the documents and other category versions.
Scenario 4: Changes Made in Active State
Given: the user can edit a category, with category permission “Can Edit All Settings In This Category” or is assigned to role “Administration: Account Super User”.
When: user clicks the “approve for use” button in the 'Actions' drop down making the category active.
Then: the Name, Description, and Key fields are no longer editable.
Audit Trail
Scenario 5: Audit Trail
Given: the user has category permission “Can Access Audit Trail Data For Items In This Category” to access audit trail for specific documents.
When: user clicks the “audit trail” option in the 'More Options' button when viewing a document.
Then: the user can see all transactions associated with new and old category names and keys.
Scenario 6: Settings Account Audit Trail
Given: the user is assigned to an account role which has permission 'Account Audit Trail'.
When: user searches or filters for a specific category name, or key.
Then: the user can see all transactions associated with the category names and keys.
Comments
Article is closed for comments.