About Insert Properties, Document Info Fields

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

 

Example of an inserted title:

Source: The document owner or proxy author enters a title while creating a document. (Properties Wizard > Settings > Basic Settings > Title)

 

When it changes: The document owner or administrator can change the title anytime in any active (unarchived) document.

Where to view: The title you insert will be the same as the title displayed in the Overview. (Overview > Properties)

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted reference number:

Source: PolicyTech auto-generates the reference number the first time the document is saved.

 

When it changes: The reference number cannot be changed and remains the same for all subsequent versions of a specific document.

Where to view: The reference number you insert will be the same as the one displayed in the Overview. (Overview > Properties)

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted keyword list:

Note: Adding keywords to a document is optional. If no keywords are added, the inserted field contains "Not Set."

Source: The document owner enters keywords while creating a document. (Properties Wizard > Settings > Advanced Settings > Keywords)

When it changes: The document owner or administrator can change the keywords anytime in any active (unarchived) document.

Where to view: The keywords you insert will be the same as those displayed in the Overview (Overview > Properties).

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted version number:

Source: PolicyTech auto-generates the version number. The document owner can enter a different version number when the document is first created (first version). (Properties Wizard > Settings > Basic Settings > Version Number)

When it changes: The document owner can change the version number only when creating the document and only while it is in Draft status.

Where to view: The version number you insert will be the same as the one displayed in the Overview. (Overview > Properties)

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

 

Example of an inserted list of superseded documents:

Note: Selecting documents to replace is optional. If no documents are selected, the inserted field contains "Not Set."

Source: When the document owner creates a new version of a document, the previous version is automatically superseded. The document owner can also select other documents to supersede. ( > Replace Documents)

When it changes: A superseded previous version cannot be removed from the Superseded property. A document owner or administrator can change other superseded documents only while the document is in Draft or Collaboration status.

Where to view: The list of superseded documents you insert will be the same as the one displayed in the Overview. (Overview > Version History > View (in Superseded Documents column))

Note: Inserting affected departments from the Document Info menu is the same as inserting them from the Categories menu.

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted list of affected departments:

Source: When creating a document, the document owner selects which departments will have access to the document. (Properties Wizard > Departments & Categories > Departments)

When it changes: The document owner or administrator can change the department selections anytime in any active (unarchived) document.

Where to view: The list of affected departments you insert will be the same as the one displayed in the Overview. (Overview > Properties)

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted version change summary:

Note: The document owner can, optionally, enter a version change summary when taking any action that moves the document out of Draft status, such as when sending the document to Review or Approval. If you are creating the first version of a document and it is still in Draft status, the inserted field will contain "Not Set."

Source: When a document owner creates a new version of a document and then submits it to Review or Approval, he or she has a chance to specify the changes made in the new version. If the document owner does not specify changes, the text "New Document" or "New Version" appears by default. (Properties Wizard > Departments & Categories > Departments)

When it changes: The document owner or administrator can change the version change summary only if the document is sent back to Draft and then resubmitted to Review or Approval. An administrator can edit the change summary in any active (unarchived) document.

Where to view: The version change summary you insert will be the same as the one displayed in the Overview. (Overview > Version History > View (in Changes Summary column))

Location on Insert Properties menu:

When using Office Online Module

When using WordModulePlus

Example of an inserted status:

Source: The status is determined by the workflow step the document is currently in. Possible statuses include Draft, Collaboration, Review, Approval, Pending, Published, and Archived.

When it changes: A document's status changes whenever it is moved from one workflow step to another. This can be done manually, such as when a document owner submits a document to Review, or automatically, such as when a document is moved to Approval once all assigned reviewers accept the document.

Where to view: The status you insert will be the same as the one displayed at the top of the document window and in the Version History page. (Overview > Version History)