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	Document Control Administrator
Name & Title	Howard, Susan (Document Control Administrator)
Department	Administration

When inserting writer, reviewer, approver, reader, 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:

Examples of inserted document owner and creator properties:

Source: The document creator is the person logged into PolicyTech™ when the document is created.

By default the document owner is the same as the document creator, but the creator can assign  another user with the document owner role or document control administrator permission as the document owner. (Properties Wizard > 1. Settings > Basic Settings > Document Owner)

When it changes: The document owner or document control administrator can change the document owner assignment anytime in any active document.

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

Locations on Insert Properties menu:

Examples of inserted writer, reviewer, approver, and reader properties:

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

Source: The document creator assigns writers, reviewers, approvers, and readers while creating a document.

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

Where to view: The document writer, reviewer, approver, and reader names you insert will be the same as the one displayed in the document overview. The writers, reviewers, and approvers are displayed on the Properties page (Overview > Properties) and the corresponding status pages (Overview > Writer Status, Overview > Reviewer Status, and Overview > Approver Status), while the readers are only displayed on the Reader Status page (Overview > Reader Status).

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:

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 document control administrator can change security level assignments anytime in any active document.

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