Documents

On the Documents page, you can view all submitted data files and forms. You can also do the following:

View submitted documents information

If you are the Global or App Administrator, you can view all documents. And if you are the document Originator or Submitter, you can view documents you have submitted.

On the Documents menu, the following information is available for submitted data files and forms:

  • Name
  • Status - Details of each status is available in the Process Status Description table below.
  • Created by
  • Created date
  • Modified by
  • Modification date
  • Output type (applicable only to Query type documents)
  • Supporting files – You can download the supporting files

Filter by solution

You can view documents according to the solutions they belong to. The left window lists all solutions related to a given document. The number of documents related to a solution is noted next to the solution name. Click on a solution name to view the list of associated documents in the right window.

Search for a solution

You can also search for documents submitted for a solution by entering your search words in the search box in the left window. This search is executed on the selected solution only.

Download supporting files

If you are the Global or App Administrator, you can download supporting files for all documents. And if you are the document Originator or Submitter, you can download supporting files for documents you submitted.

To download supporting files:

  1. Click Documents and select a solution from the left panel to see the documents for that solution.
  2. Now locate the document for which you want to download supporting documents.
  3. Under the Supporting Files column, click the file names. A Supporting Files slide-out pane appears, listing each file associated with a process.
  4. Hover over the icon corresponding to the file and click the download icon. A message appears notifying you that the file was successfully downloaded.

Documents - status descriptions

Documents Process Status

Description

Running

When a process is started. A process remains in the Running state until it is Completed, Approved, Rejected, or Canceled.

Completed 

When a process ends on the end node with disposition.

Rejected

When a process ends on the end node with the disposition set to Rejected.
Also, when an Administrator force rejects a process, the process status is set to Rejected.

Approved

When a process ends on the end node with the disposition set to Approved.
Also, when an Administrator force approves a process, the process status is set to Approved.

Canceled

When a process is canceled by the Administrator.

Forms - status descriptions

For Forms, the status is derived from the Workflow design.

Note: If a document includes the AutoRun plug-in, during execution the document status will define the AutoRun plug-in status. For more information, please refer to the AutoRun plug-in page.

Forms Process Status

Description

Review

When a process is started, it remains in the Review state until it is Completed, Approved, Rejected, or Canceled.

Completed 

When a process ends on the end node with disposition set to Completed or Approved. Also, when an Administrator force approves a process, the process status is set to Completed.

Rejected

When a process ends on the end node with the disposition set to Rejected.
Also, when an Administrator force rejects a process, the processs status is set to Rejected.

Canceled

When a process is canceled by the Administrator.

Open in Excel

You can open the Excel documents directly in the Studio Excel Add-in. The Studio Add-in is logged into with the context of the last logged in user on that machine.

If you are logged in and have a task for a specific file, you will be able to act on that task after opening the file in Excel.

If you are the Global or App Administrator, you can open all documents in Excel. And if you are the document Originator or Submitter, you can open documents you submitted in Excel.

To open Excel sheets in Excel:

  1. Click Documents, and select a solution from the left panel for a list of documents for that solution.
  2. Now locate the document you want to open in Excel.
  3. Check the check box next to that document and click the Open in Excel button. The Excel sheet opens using the Excel application on your system.

Download a copy

If you are the Global or App Administrator, you can download copies of all documents. And if you are the document Originator or Submitter, you can download copies of documents you submitted.

To download a copy:

  1. Click Documents and select a solution from the left panel to see a list of documents for that solution.
  2. Now locate the document to which you want to download.
  3. Check the check box for that document and click the Download A Copy button. The Excel file downloads to your system.

View workflow history

If you are the Global or App Administrator, you can view the workflow history for all documents. And if you are the document Originator or Submitter, you can view workflow history for documents you submitted.

To view Workflow History:

  1. Click Documents and select a solution from the left panel. This will list all the documents for that solution.
  2. Now locate the document for which you want to view workflow history.
  3. Check the check box for that document and click the Workflow History This opens the Workflow History window.
  4. Click the icon to see details of each assignment/task in the workflow.

The Workflow History contains the following information:

  • Name and Status of the Workflow
  • When the workflow was created/elapsed time
  • Comments
  • Details of each assignment:
    • Assignee
    • Task name
    • Assignment date
    • Review date
    • Due/Completion date
    • Comments
    • Status

Version history

If you are the Global or App Administrator, you can view the version history for all documents. And if you are the document Originator or Submitter, you can view version history for documents you submitted.

To view version history:

  1. Click Documents and select a solution from the left panel. Documents for that solution are listed.
  2. Now locate the document for which you want to view the version history.
  3. Check the check box for that document and click the Version History button. This will open the Version History window which includes the following:
    • Version Number
    • Title
    • Modified by and Modified Date
    • Created by and Creation Date
    • Supporting Files
  4. Click the  icon to see the details for each numbered version. The details of each version may include following, as applicable:
    • Description
    • Status
    • Solution Name
    • Solution Version
    • Data Review Process
    • AutoRun
    • System Post
    • SAO Connection Name
    • Total Rows
    • Error Rows
    • Locked
    • Locked By