Viewing a Document
To view a document from the document module, simply click on the document name.
UniPhi will open the selected document in a new browser tab and display the contents in a simple reviewable HTML format. In order to view the document in the format that will be seen externally by your supplier/clients, from the UniPhi Document Toolbar, select the PDF icon to access the Document Sharing Toolbar.
The documents module allows you to hide certain steps of a document from the final output (for example – internal references). Selecting the EYE icon will allow you to view any hidden steps/information that is contained within the document. Once selected, the EYE icon will change being crossed out which will allow you to hide those steps again.
Document Status
There are seven document status types that are used in UniPhi. You can observe the status of all documents via the Documents module, and you can also use the filters to selectively locate documents based on their status.
Private - This document status is for documents that are in a pre-draft early stage form, or those currently being actively edited by their creator. While a document is in private status it can only be viewed by those who have edit rights to that document.
Private documents can only be seen by the document author.
Draft - This document status opens a document up to be read by any other project team member. A draft status means that the document is still under development, it can be modified, and can have comments added to it.
Open For Review - Like the draft status, this document status allows all other team members to view and comment on the document. The difference is that in the eyes of the creator, the document is completed and “open for review”.
Awaiting Sign Off – This document status allows people who need to sign off a document to sign it off. The system administrator configures document sign off requirements per template. Once a document is moved to Awaiting Signoff it will appear in the Summary module Signoff view of the people/person who are required to sign it off. If there is no specific sign off role for that template, then the document creator can sign it off.
Signed Off - This document status completes a document’s life cycle. A signed off document cannot be edited, though it can be copied or deleted.
Closed – This status can be selected for any document that does not require a sign-off process and is considered as finalised.
Deleted – This option displays all documents that have been deleted.
Deleting Documents in UniPhi can be done, though technically a document is never actually deleted from UniPhi. Rather, deleted documents are removed from view, and can only be recovered by an Administrator licenced user.
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