Document Register Edit - Screen Guide

Document Register Edit Screen

The Document Register Edit screen is used to create, update, and manage individual document records.
It provides a tabbed interface for editing document details and reviewing activity history.

Tabs Overview

Details
Activity Log

The last selected tab is remembered to improve user workflow.

Details Tab – Field Definitions

The Details tab is used to define and maintain document information.

Document Type – Classification of the document (e.g. drawing, form, map).
Title – Name of the document used for identification.
Version – Numeric version of the document used for tracking revisions.
Distribution List – List of recipients who will receive the document when distributed. Also shows user when a document was sent, viewed or downloaded.
Auto Attach to Email – Determines if the document is automatically included in outgoing communications.
Files/Show current – Shows current and past versions of the documents depending on check box status
Notes – Any associated notes entered by the user
Recreate Files - recreates files for any times there has been an update that needs to be reflected on latest version

This tab manages the structure, classification, and versioning of documents within the system.

Activity Log Tab

The Activity Log tab records actions taken on the document.

Document creation events
Edits and updates
Version changes
User activity tracking
Date and time stamps

This provides an audit trail for document history and compliance.

Tips

Use consistent naming conventions for documents
Always increment version when updating files
Ensure correct document type is selected
Verify distribution lists before sending
Review Activity Log for audit purposes