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Video Transcript: DOCCN Controlled Record
Hello, and welcome to this CMPRO training video.
In this video we will demonstrate the creation of a record controlled by a Document Change Notice, also known as a DOCCN. By definition, a DOCCN is a workflow-enabled form used to control the creation, editing, and revision of specifically assigned document types in the Document Repository as part of a formalized workflow process.
First, let’s briefly discuss some basic terminology and how certain terms are used within the context of CMPRO workflow.
Broadly speaking, most Document Repository records can be created or revised using one of two methods: Simple or DOCCN Controlled.
The Simple method appropriately describes a very simple create and revise process, where a single user can create, edit, release, and later revise a document repository record. However, some document types need much more formal oversight and control. That’s where the DOCCN steps in.
Now that we’ve established the basis for DOCCN usage, let’s use a DOCCN to control the creation of a record in the Document Repository.
The DOCCN does not use the standard create process employed by most other screens in CMPRO. In other words, there is no DOCCN Create link to be found anywhere in CMPRO. Rather, the DOCCN is tied to the creation or revision of a record in the Document Repository. Either a DOCCN is auto-created as a result of you initially creating a new record of a certain document type, or because you are revising an existing record of a certain document type.
In either instance, unless you are an administrator, you must have the appropriate workflow permissions on at least one DOCCN route in order to create or revise a document of that type.
The approach to the create process is the same as with most records in CMPRO. Though you can get to the Document Repository Create screen via the CMPRO Menu, we will take a shortcut through the Navigator.
From this list, we select the document type for our new Document Repository record (a Functional Spec), and click this button to go to the next create step.
As is common throughout CMPRO, yellow highlighted fields are required fields, all others are optional. So we’ll populate the required fields. The first two are automatically populated; the Document No field because this radio button is marked, and the Initial Revision is a CMPRO generated field.
So we’ll give this record a Title, complete any necessary fields, as well as the remaining required fields.
Because the document type we selected on the previous create screen requires a DOCCN, a list of DOCCN workflow routes we have create permissions on will display in this field.
After selecting the appropriate route, click the Create Document button to continue.
This action causes two things to happen: a new Document Repository record is created, a Functional Spec in this case; and a new DOCCN record is created that is tied to the Functional Spec record. This DOCCN will now control the review of the Functional Spec through its creation process.
In visual terms, we can think of the DOCCN as a vehicle, and the record as a passenger. The DOCCN transports the record from one step to the next. Once the record is reviewed and released, the DOCCN (i.e. the vehicle) has largely served its purpose.
Since the DOCCN is a workflow-enabled form, it shares the same common workflow actions as other records in CMPRO. Of course, the module permissions assigned to you will determine which workflow actions are enabled.
Featured on the DOCCN form is the Repository Attachment section, and the Files Excluded From Release section, in the right pane.
When a DOCCN is used for controlling the creation or revision of a Document Repository record, files relating to that record must be attached to the DOCCN and not to the actual record. As a matter of fact, when a DOCCN is controlling an in-work Document Repository record, the option to attach files to the record is not available.
Attaching files to a DOCCN is basically the same for any record in CMPRO that allows files to be attached. This icon (create) will open a screen where we can attach files. Depending on the browser you use, you may have up to three methods for attaching files.
We’ll demonstrate using the Enhanced method, but choose which works best for you.
With the file upload complete, we can then provide a description of the attachment, if desired, and either accept the default Category and Proprietary Group, or choose from the available selection in the drop-down lists.
Remember to save any changes.
We can return to the DOCCN by selecting this link in the upper left corner.
Now, let’s take a look at the Files Excluded From Release section.
Files attached to this section will be excluded from being released into the Document Repository when the DOCCN itself is released. This is useful for such items as ‘Marked-up’ or ‘red lined’ files that might be attached by a reviewer during the creation or revision process, but not needed beyond that purpose.
The process for attaching files to be excluded is the same as just demonstrated. Once selected, we simply change the Category designation to specify these files as being excluded from release into the Document Repository.
To demonstrate how these attached files will display as this record moves along the workflow route, we’ll submit this record to the next step, taking a look from the perspective of the recipient.
We can see that the attached files remain in the sections they were placed, and the links in both sections are enabled. This user can conduct their review of the attached files, make any necessary edits (with the appropriate permissions) and if all is well, submit the record to the next step.
Now we’ll look forward to see what this DOCCN looks like once the record’s review process is complete, and it has been released into the Document Repository.
The files that were attached to the Repository Attachments section of the DOCCN have been released to the Document Repository. The link here, on the DOCCN, is now disabled. However, the files are now accessible from the Repository record via this link.
Because an association between the two records has been created, a link in the Additional Data section allows us to quickly navigate back to the DOCCN.
We can see here that the files we attached to the Files Excluded From Release section remain with the DOCCN, and did not release to the document repository.
To learn more about the aspects of the DOCCN, please view related videos and follow the path shown here to view the DOCCN topic of the CMPRO User’s Guide, in the Document Management Book.
Thank you for watching.