Modification of a Document and its Document Type: Impact on Attributes

When creating a document in SOLABS QM10, you must define its Document Type. These Document Types, configured in the Setup section, come with varying attributes. For instance:

• A Document Type may include a Control Number, an Effective Date with a delay (e.g., 15 days after final approval), and a Document Coordinator along with other system attributes.
• Another Document Type may NOT include a Control Number, an Effective Date delay, or may have entirely different attributes.

If you modify the Document Type of a document you are creating and for which you may have set some values for certain attributes, the attributes associated with the new type will replace the current ones. Because different Document Types can have distinct attributes, changing the type may alter or override existing settings.

1. Modifying the Document Type While Creating a Document

When changing the Document Type during the creation process, the following general rules apply:

• Shared Attributes Between Document Types:
  • Any saved values (you did a Submit and Confirm and you modify the document again) for attributes shared between the original and new Document Types are retained except for:
    • Location: Reset to the default value of the newly selected Document Type.
    • Effective Date Parameters: Reset to the default values of the new Document Type. A red notification appears:
      "The Effective Date parameters have been reset to the default values of that document type. You may want to verify the settings."
    • Periodic Review Cycle Fields: Reset to the default value of the new Document Type.

• • For attributes that did not have any value set in the original Document Type but are shared with the new type:
    • These attributes are set to the default values of the new type (if available) or left empty if no default is defined.

• • Any new attributes will display the default value if there is one and attributes not existing on the new document type select will simply be not displayed.

2. Modifying the Document Type While Reviewing (Modifying an Approved Document)

Key Note: Modifying an approved document retains all previously set values except for the Effective Date parameter, which follows these rules:

• If the 'Default Effective Date Delay (days)' option is set on the new Document Type, the system will default to ‘X days after final approval’ upon modification.
• If no delay is defined, the Effective Date defaults to ‘Date of final approval.’
• Tip: Always verify the Effective Date parameter before initiating the Approval Cycle, especially if the document requires a specific Effective Date.

When changing the Document Type during the reviewing process, the following general rules apply:

• Shared Attributes Between Document Types:
  • Any saved values for shared attributes are retained except for:
    • Effective Date Parameters: Reset to the default values of the new Document Type. A red notification appears:
      "The Effective Date parameters have been reset to the default values of that document type. You may want to verify the settings."
    • Periodic Review Cycle Fields: Reset to the default value of the new Document Type.

• • For attributes that were not previously set in the original Document Type but are shared with the new type:
    • These attributes are set to the default values of the new type (if available) or left empty if no default is defined.

• Location Parameter:
  • Unlike during document creation, the Location remains unchanged when modifying the Document Type of an approved document. THUS, if the document needs to be moved to the folder associated with the new Document Type selected, the Location must be updated manually while modifying the document

Summary

Understanding these rules ensures that any changes to Document Types are properly managed and that critical attributes like Effective Date and Location align with the organization's requirements. Always verify key parameters (e.g., Effective Date and Location) after modifying a Document Type to prevent errors during approval or publishing.