In SOLABS QM, documents are retrieved through the Search function. To be retrievable, they need to be indexed by the Search engine. There are many actions on a document that automatically trigger the indexing for a document.
The actions triggering the indexation are the following:
- Modify Metadata Only
- Cancel In Process
- Start Review Cycle
- Stop Review Cycle (through menu or completion of cycle)
- Start Approval Cycle
- Stop Approval Cycle (through menu or completion of cycle)
- Approval (once last user has confirmed his approval step)
- Set Effective
- Change Location
Whenever one of these actions is performed, the document version on which the action was performed is indexed and would be retrievable in the search results for users having privileges on that version.
- If a user has just Read Only privileges on a document and a new Authoring version triggers indexing due to an author choosing the Modify option, then only the Approved & Effective version will be retrieved on a Search result for this user.
- A user having Review/Approve privileges on this same document would see both versions in the Search result since both have been indexed.
A document can have up to 3 concurrent versions:
- An Approved & Effective version (Internal Version 1.0)
- An Approved, Not Effective version (Internal Version 2.0)
- An Authoring, Pending Review or Pending Approval version (Internal Version 3.0).
Which versions a user will see on a Search will depend on the privileges they have on the document. Users with enough privileges will see all the concurrent versions in a Search result.
Performing Searches and Queries: https://docs.solabs.com/hc/en-us/articles/360042044013-SOLABS-QM10-Performing-Search-and-Queries
Searching for Documents by System Attributes: https://docs.solabs.com/hc/en-us/articles/360042044013-SOLABS-QM10-Performing-Search-and-Queries