The Navigation tab for the DOCUMENT Section includes an option called Show All (including hidden, superseded and retired).
All users can see this option but only users with the SOLABS System Administrator, SOLABS Document Administrator or SOLABS Training Administrator role assignments see anything different when they choose this option. Those users will see some folder names in gray with "(Hidden)" after the folder name. Users with the SOLABS System Administrator role will see all available Hidden Folders. Users with the SOLABS Document Administrator role will see just the Installation and Update Verification - (Hidden) folder as well as any Hidden folders that were intentionally created. Users with the SOLABS Training Administrator role will see just the TA Related Items - (Hidden) folder. Neither the Hidden Folders nor the documents within them are visible to general users. SOLABS System Administrators and SOLABS Document Administrators also have the ability to create Hidden Folders, and name them whatever they would like, should the need arise to hide documents from general users for any reason. The folder below titled OLD DOCUMENTS - (Hidden) is shown below as an example. What about the other folders though? The use of each folder is described below.
- Installation and Update Verification - (Hidden): This folder is created and used by SOLABS during the initial environment configuration and verification testing for a client instance. It is NOT needed for any client use.
- Process Related Items - (Hidden): All SOLABS QM APPs allow the option to Link Documents as Related Items. These documents can be linked from outside SOLABS QM10 but still need to be available for users to open and view from the Related Items section of the process. Therefore, they need to be in the system somewhere. When the Link Documents option is selected during the execution of a Process, a related folder is automatically created within the Process Related Items - (Hidden) folder in order to store the linked document. These documents also have a related Document Type called Support Document for Process. This Document Type comes with the Core Software in order to manage any settings you may like to establish for documents linked to a process, such as PDF Rendering Templates.
- TA Related Items - (Hidden): When creating a Training Activity, there is an option to Link Documents as Related Items. These documents can be linked from outside SOLABS QM10 but still need to be available for users to open and view from the Related Items section of the Training Activity. Therefore, they need to be in the system somewhere. When the Link Documents option is selected during the creation of a Training Activity, a related folder is automatically created within the TA Related Items - (Hidden) folder in order to store the linked document. These documents also have a related Document Type called Support Document for TA. This Document Type comes with the Core Software in order to manage any settings you may like to establish for documents linked to a process, such as PDF Rendering Templates.
- Task Related Items - (Hidden): When creating or acting on a Task, there is an option to Link Documents as Related Items. These documents can be linked from outside SOLABS QM10 but still need to be available for users to open and view from the Related Items section of the Task. Therefore, they need to be in the system somewhere. When the Link Documents option is selected during the creation of or when acting on a Task, a related folder is automatically created within the Task Related Items - (Hidden) folder in order to store the linked document. These documents also have a related Document Type called Support Document for Task. This Document Type comes with the Core Software in order to manage any settings you may like to establish for documents linked to a process, such as PDF Rendering Templates.
NOTE: Documents linked to Secondary Tasks related to a Process are instead stored in the related Process Related Items - (Hidden) folder.
Other types of Hidden Documents not associated with the above Hidden Folders:
- When documents are Retired through an approved Retire Cycle, they are also Hidden from general users but are stored within the same folder as they were prior to retirement. They are visible to SOLABS System Administrators and SOLABS Document Administrators.
Related Articles:
Who Can View Hidden Documents: https://solabs.zendesk.com/knowledge/articles/360051135313/en-us?brand_id=360003480534
Retire a Document: https://solabs.zendesk.com/knowledge/articles/360041574034/en-us?brand_id=360003480534
Comments
0 comments
Please sign in to leave a comment.