About Insert Properties, User Info Fields

With almost all User Info options you can insert one of the following document properties:

Property	Example
Full Name (F L)	Susan Howard
Full Name (L, F)	Howard, Susan
Job Title	Administrator
Name & Title	Howard, Susan (Administrator)
Department	Administration

Note: When there are multiple values for any of the properties in the table above, they are always listed alphabetically. This means that the order of values listed for Full Name (F L) most likely won't correspond to the order of Job Title or Department lists.

When inserting writer, reviewer, approver, assignee, and security properties, you also have the option to include information about groups, as shown below.

Note: When including specified or all users with group names, you have the same user information options as shown in the table above. For "Group Names and Specified Users" and "Group Names and All Users" in the table below, the examples are for when Name & Title are selected.

Property	Example
Group Names Only	Managers, Officers
Group Names and Specified Users	Managers, Officers, Brad Thomas (Director of Operations), Darren Breen (Personnel Manager), Teresa Monson (Chief Operations Officer), Tom Hansen (Accounting Manager)
Group Names and All Users	Managers, Officers, Alice Lavin (Manager), Anne Jones (Chief Finance Officer), Brad Thomas (Director of Operations), Carol Benton (Environmental Control Manager), Darren Breen (Personnel Manager), Douglas Johnson (Chief Executive Officer), Edward Gleeson (Manufacturing Manager), Fred Wright (Software Development Manager), John Farnsworth (Information Systems Manager), Teresa Monson (Chief Operations Officer), Tom Hansen (Accounting Manager)

Locations on Insert Properties menu:

When using WordModulePlus

When using Office Online Integration

Example of inserted document creator and owner properties:

Source: The document creator is the person who clicks New Document. By default the document creator is assigned as the document owner in the Settings step of the Properties Wizard, but if the creator is an administrator, he or she can assign  another user as the document owner. (Properties Wizard > Settings > Basic Settings > Document Owner)

When it changes: An administrator can change the document owner assignment anytime in any active (unarchived) document.

Where to view: The document creator and owner names you insert will be the same as those displayed in the document overview. (Overview > Properties)

Locations on Insert Properties menu:

When using WordModulePlus

When using Office Online Integration

Example of inserted writer, reviewer, and approver properties:

Note: Only approvers are required for a document. If a document has no writers or reviewers assigned, an inserted field for one of these roles contains "Not Assigned."

Source: The document creator or owner assigns writers, reviewers, approvers, and asignees while creating a document.

When it changes: The document owner or administrator can change the writer, reviewer, and approver assignments anytime in any active (unarchived) document.

Where to view: The document writer, reviewer, and approver names you insert will be the same as those displayed in the document overview. (Overview > Properties)

The actual approvers of a document may be different than the assigned approvers. For example, if an administrator sets a document as approved before any approvers complete their approval tasks, only the administrator's name will be inserted as the actual approver. For another example, if a document owner assigns three approvers to a document but only requires one approver, the actual approver will be the first of the three assigned approvers to accept the document.

When inserting information about actual approvers, if you choose a Users and Dates option, the approval date is included in parentheses after the inserted information (for example: Susan Howard (09/29/2016)).

Location on Insert Properties menu:

When using WordModulePlus

When using Office Online Integration

Example of inserted actual approvers properties:

Note: An inserted Actual Approvers field will contain the text "No User" until after the document is approved.

Source: Actual approvers are either approvers assigned to the document, an administrator, or a document owner who has been assigned the Approves Own Documents role.

When it changes: Once a document has been approved, inserted actual approvers properties cannot be changed.

Where to view: Actual approvers are only designated for documents in the post-approval statuses (Pending, Approved, and Archived).

If the document was approved by one or more assigned approvers, the actual approvers will be the same as or a subset of (in the case where less than the total assigned approvers are required) those listed in the Properties page (Overview > Properties) and Approver Status page (Overview > Approver Status). The actual approvers will be those with the word Accepted next to their names, along with the acceptance date, in the Properties page, and those in the Approver Status page with by their names.

If the document was set as approved by either an administrator or a document owner with the Approves Own Documents role, the actual approvers will be a combination of assigned approvers who have already accepted the document, if any, and the administrator or document owner who set it as approved. A complete list of actual approvers is shown in the Approver Status page. (Overview > Approver Status)

Note: When a document is set as approved, one or more of the assigned approvers will have will have the word Skipped after their names in the Properties page and by their names in the Approver Status page.

You can also see which of the listed approvers set the document as approved in the Change Log (Overview > Version History > Change Log).

The Security option applies only when a document is set to Restricted - High or Restricted - Severe. With one of these security options selected for a document, only certain users are able to view the document in its various workflow stages (see Step 7: Security in the "Assigning Document Properties" section for details). When selecting one of the restricted security options, the document creator has the option of selecting additional users who will have the same permissions as those users automatically granted permissions by the selected security level. The names, job titles, departments, or group names (depending on your selection) of these other allowed users will be displayed in an inserted Security property field.

Location on Insert Properties menu:

When using WordModulePlus

When using Office Online Integration

Example of inserted security properties:

Note: Assigning additional users restricted security permissions is optional. If no additional users are assigned, the inserted field contains "Not Assigned."

Source: The document creator assigns additional users permissions within the current restricted security level.

When it changes: The document owner or administrator can change security level assignments anytime in any active (unarchived) document.

Where to view: You can view the additional users allowed permissions within a restricted security level in the document overview. (Overview > Security)