Document Control Software: Document Types
The first step is setting up the program with the Document Types that your company uses and the corresponding directory structures that will be created under the Released, Draft and Obsolete JKT9000 directories. Typical document types in quality management are e.g. standard operating procedures or work instructions.
The screen below shows the entries that have to be made:
- Codes Group: This is 'Document Type' that you wish to create.
- Code: This is the actual document type, e.g. standard operating procedure or work instruction
- Subdirectory Label: Next enter the subdirectory where all documents of this type will be stored.
- Auto-numbering, Prefix: If you want to use auto-numbering for this document type, fill in this field with the desired prefix that you want to use e.g. SOP- for standard operating procedure.
- Turn on Auto-Numbering: Check this box if you want to add the number to the prefix selected above. If it is checked then a new document might have a number of SOP-003. If it is unchecked then the new beginning document number would be SOP- and you would fill in the number manually.
- Override Path for Released, Draft, Obsolete Directories: When using a client server version, this variable helps to store locally, e.g. a work instruction that only is used at one location.
Corresponding Directory Structures
For the examples of standard operating procedures and work instructions, here is how the directory structure would be created for the storing of documents:
Note how each major directory heading (Released, Obsolete and Draft) have identical settings. Let us repeat for clarity. Since we set up two Document Types each with their own subdirectories, we have to create these subdirectories (\SOP\ and \WI\) under each major directory of Released\, Draft\ and Obsolete\.)
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