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Adjusting Basic Document Settings (Properties Wizard)

When you create a new document, you see a screen similar to the one below with only the first step—Settings—of the Properties Wizard displayed.

Note: If the Settings step is not currently displayed, open the document and click the Properties Wizard tab.

Type a title.
Do one of the following to select an owner:

If you have been assigned the Document Owner role, your user name is automatically selected. Move on to step 3.
If you have been assigned as proxy author for a single document owner, that user's name is automatically selected. Move on to step 4.
If you have been assigned as proxy author for more than one document owner, or if you are an administrator, select an owner.

(Optional) To create a task and add it to the document owner's My Tasks list, click Owner Instructions, select Create task for owner, write the task instructions, and then click Close.

This option can be especially useful if you are creating or editing the document as a proxy author or administrator and need the owner to do something regarding this document, such as preparing it and then submitting it for review.

Your administrator can create any number of templates with specific settings and task assignments in the Properties Wizard. The template creator may also have included content, such as headers, footers, and section headings.

Do one of the following:

If Template options are available, select one.
If you see a template name but no option for selecting a different template, the only available template has been automatically selected.

Notes:

Click Preview to open the selected template in a separate browser tab or window. Click the View Document tab to see any preset content or click the Overview tab to see the template's default properties.
The template list includes all templates from all sites you have access to.
If you select a template for a document type that is different than the type you selected from the New Document menu, the document will be changed to that type when you click Save.
If you have questions about which template to use, contact your administrator.

(Optional) The default version number for a new document is 1. One instance where you might want to change the version number is if you are uploading a document with a later version from outside the PolicyTech system.

Note: You cannot change the version number after the document is approved.

(Optional) Depending on how your administrator has set up PolicyTech, you may need to enter a reference number.

If you see To be generated on next step after Reference #, move on to the next step.
If you see a blank box after Reference #, type a number. The number can contain numbers, letters, and all other standard characters except <, |, and ^.

Important: A document's reference number must be unique throughout the PolicyTech system. If you are not sure what numbering scheme your organization is using, contact your administrator.

(Optional) By default, a new document is published as soon as it is approved. For Publication Date, select Wait to publish until the following date, click , and then select a date.

By default, reading task notifications are sent to assignees as soon as the document is published. Select Require completion before publication if you want the notification sent as soon as the document is approved, even if it will be published later. Assignees can then access the document during the interval between approval and publication (in the Pending status).

Notes:

A document approved after the specified publication date will be published immediately upon approval.
Users who mark the document as read before the publication date will not be required to complete their assigned tasks again after the document is published.

(Optional) For End Date, specify the date you want all assignee tasks for this document to expire. On that date, all incomplete tasks will be canceled, removing them from assignees' My Tasks lists. Also, if any assignee groups, departments, or job titles are selected, new users added to one of these entities after the task end date will not receive tasks.
Click Save.

Important: You must save the document at this point before you can access Advanced Settings and the other Properties Wizard steps or start editing the document.

You should now see all Properties Wizard steps included in the template, as shown below.

Note: The Properties Wizard page for your document may have more or fewer steps, depending on how the currently selected template was set up.

(Optional) Click Advanced Settings, and then make adjustments as needed. See Advanced Settings for details.

Do one of the following:

To continue with assigning properties, click Next Step, and then go to Assigning Sites, Departments, and Categories to a Document.
To work on content, click Edit Document, and then go to Writing a Document.
Click to the right of Submit for Review, and then click Save and Close.