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 actual approvers of a document may be different than the assigned approvers. For example, if a document control administrator (DCA) sets a document as approved before any approvers complete their approval tasks, only the DCA'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.

Location on Insert Properties menu:

Example of inserted actual approvers properties:

Source: Actual approvers are either approvers assigned to the document, a document control 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 postapproval 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 a DCA 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 DCA or document owner who set it as approved. A complete list of actual approvers is shown in the Approver Status page.

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 see which of the listed approvers set the document as approved in the Change Log (Overview > Document 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:

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)