Finding a Document You Are Assigned to Own, Proxy Author, Write, Review, Approve, or Read
When you are assigned to a document, you receive a notification email, and a task is added to your My Tasks list. You can access the assigned document directly from the notification email or task, or you can find the document using the My Documents feature, as explained below.
Note: The document control administrator may not have set up PolicyTech™ to send you notification emails.
- (Optional) If you have access to multiple sites, click the currently selected site name (see the sample screen below), and then click the site containing the document you want to find.
- Click DOCUMENTS, and then click My Documents.
Note: To change your preferences so that My Documents is selected when you log into PolicyTech, see Changing Default Display Options.
The My Documents menu below shows all the options that could be available, along with the document roles associated with each option. By default, all new users are given the reader role, so you should at least see the I Read option.
- Click the option corresponding with the document you need to find.
- Next, you need to decide by what criterion you want to arrange or display documents. The criteria are all roles or properties that can be assigned to a document. Once you select a criterion (role or property type), you can select a specific role or property. For example, if you select Departments as the Arrange by criterion, then a list of all departments within the currently selected site are displayed.
Click the Arrange by box, and then click a criterion. In the sample screen below, a document owner selected I Own and then selected Status as the criterion. Notice that each status is followed by a number in parentheses. The number indicates how many documents will be displayed if you click that status.
Note: If you see no numbers after the listed items, then either none of the items contain matching documents or the document control administrator has modified the default display options to hide document counts.
- Click an item to display a list of matching documents. For example, the user selected Published in the sample screen below to display all documents the user owns and that are currently in the Published status.
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Notes:
- If you are having difficulty finding a document, you may want to use Search instead. See Searching for a Document for details.
- If a document is assigned to more than one item in the Arrange by list, such as being assigned to multiple departments, you can click any of the assigned items to access the document.
- You may also see documents assigned to other users, depending on the security level of those documents. See Document Access Table for details.
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- (Optional) If the document list is long, especially if it spans multiple pages, and if you know the document's title, click the letter, number, or other character in the Sort Bar that comes first in the document title. Only those documents whose titles start with what you selected are displayed.
- (Optional) By default, a document list is sorted by title in ascending alphabetical order (a to z, with special characters and numbers preceding all letters). To change how the documents are sorted, see Customizing the Document List Display or Working with Advanced Sort and Search Features.
- (Optional) By default, the following information is shown for each document in the list: document type, title, version number, and current status. To add columns to and remove columns from the list, see Display/Export Options.
- To open one of the listed documents, click the document title. The document opens in a separate browser window, as shown below.
Important: If a File Information window is displayed instead of the document contents, see Reading a Document That Opens Outside of PolicyTech for further instructions.
What you can do with the open document depends on your assigned role. Go to a topic listed below that corresponds with your role.
Document Owner or Proxy Author:
Creating and Working with Draft Documents
Working with Documents in Review and Approval
Doing a Periodic Review and Creating a New Version
Working with My Tasks
Writer:
Creating and Working with Draft Documents
Working with My Tasks
Reviewer or Approver:
Working with Documents in Review and Approval
Working with My Tasks
Reader:
Reading a Required Document
Working with My Tasks
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