Document properties
The Document properties defines a document’s identity, ownership, and lifecycle responsibilities, including roles like author, verifier, and approver. It supports collaboration and control through change logs, permissions, feedback, and historical tracking of edits and approvals. Additionally, it links documents to competence profiles to ensure relevant personnel are qualified to act on the content.
Navigate to the application
Option 1: RamBase menu → Option 1 → Option 2 → Option 3
Option 2: Click the Program field and type "DCM" and press ENTER → then find the document and click the Cog wheel icon in the grid.
Option 3: Click the Program field and type "DCM" and press ENTER → then find the document and click the Three dots icon in the grid and select the Document properties option.
Click here to read more about the user interface.
General
This tab is where you define the document’s identity and ownership. You can enter the title, description, version, and status, as well as assign roles such as author, verifier, and approver. It’s the starting point for setting the document’s purpose and life cycle responsibilities.
Properties area
The table below describes the fields available in the properties area.
Fields | Description |
|---|---|
Title | Displays the title of the current version of the document. |
ID | Displays the document identifier. |
Valid to | If the document has a Valid to date, this date will be displayed here. |
Description | Displays the document description. Note that the description of approved documents can not be edited. |
Version | Displays the version number of the currently opened document. |
Version status | Details the status of the document. Note that editing document properties might be restricted based on its current status. Potential statuses:
|
Responsibilities area
The Responsibilities area details the current and future responsible for the document.
The area is divided into the Current and Successor categories, split by potential dates for successor activation.
Author field - Displays the employee name.
Verifier field - Displays the employee name.
Approver field - Displays the employee name.
The successor fields specify who will be responsible for future versions of the document and will also receive all notifications, the same ones as the current responsible.
Author successor field - Displays the employee name.
Verifier successor field - Displays the employee name.
Approver successor field - Displays the employee name.
Change log
The Change log tab is used to track changes to the document, detailed by the user who did the change, a change description and date. It also details which version the change was applied to.
The Change log tab provides a historical record of modifications made to the document. It allows users to track what was changed, when, and by whom—supporting transparency and version control throughout the document’s evolution.
Column | Description |
|---|---|
User | Displays the employee name of the person who applied the change. |
Change Description | Details the change applied. |
Date | Details the date when the change was applied. The days/weeks/months/years passed is also summed up for easy verification. |
Version | Displays the number of the latest document version. |
Permissions
In this tab, you manage access control. You can specify which roles and duties are allowed to view, edit, verify, or approve the document. This ensures that only authorized personnel can interact with the document at various stages.
Feedback
The Feedback tab is used to review and provide feedback on the specific document.
To apply feedback, click the Text box, type the feedback and click the Send feedback icon. A feedback comment can be replied to, edited, and even deleted.
This section is designed for collecting input from users. It enables readers to leave comments or suggestions, which can then be reviewed and addressed by the document owner or team.
Icons | Name | Function |
|---|---|---|
| Send feedback icon | To post the typed feedback in the Feedback tab, click the Send feedback icon. |
| Reply icon | To reply to a specific feedback comment, click the Reply icon. |
| Edit icon | To expand the options for handling a feedback comment, click the Edit icon. |
| Confirm icon | Once the Edit icon has been clicked, changes to the text can be made. To confirm these potential changes, click the Confirm icon. |
| Cancel icon | Once the Edit icon has been clicked, changes to the text can be made. To cancel these potential changes, click the Cancel icon. |
| Delete icon | To delete a comment, click the Delete icon. |
History
The History tab offers a detailed audit trail of the document’s lifecycle. It logs key events such as creation, edits, approvals, and status changes, providing traceability for compliance and quality assurance purposes.
Search field, filter builder and column settings
The header contains multiple options to filter the list:
Competence Profiles
The Competence profiles tab links the document to relevant competence requirements. You can associate it with specific training or role-based profiles, helping ensure that the right people are informed and qualified to act on the document’s content.
The Competence profiles can either be viewed as a list, or in tree view. Use the List view / Tree view button in the header to decide which view is displayed.
List view
Column | Description |
|---|---|
Competence profile | Displays the name of the Competence profile the document belongs to |
Document collection | Displays the name of the Document collection the document belongs to. |
Organizational unit | Displays the name of the Organizational unit the document belongs to. |
Tree view
The tree view provides a visual overview of the folders that is useful for quickly identifying which organizational units the associated competence profiles are connected to.
Add Competence Profile(s) button
Function: Add competence profiles to the document.
Open the Document properties for the Quality document (DCM) by navigating to it.
Navigate to the Document properties for the Quality document (DCM) application
Option 1: RamBase menu → Option 1 → Option 2 → Option 3
Option 2: Click the Program field and type "DCM" and press ENTER → Select the specific Quality document (DMC) → Click the Document properties icon.
Click here to read more about the user interface.
Once in the Document properties, click the Competence profiles tab.
List view or Tree view
For the next step, the user can choose to proceed via by displaying the List view or Tree view
Adding Competence profiles:
Via List view or Tree view
Choose the List view or Tree view sub-tab.
In the footer, click the Add competence profile(s) button to open the related popup.
From the lefthand side, search and choose the competence profile(s) by using the search field or manually navigating through the organizational unit tree view and clicking them. The current selection is highlighted in orange. If selecting multiple competence profiles, every previously selected profile will be bolded. Click the profile again to unselect it.
The added competence profiles are displayed on the right. Use the Search units search field to search through the added competence profiles. Click the X button next to the profile name to remove it from the Competence profile list.
Click the Settings button to set a Read within deadline, Read frequency, and a co-signer. Click the Notify by mail checkbox to notify the associated users of the requirements. Click the Close button to save the settings.
Click the Add competence profile(s) button to add the document to the selected competence profiles.
Result: Click the To do document option in the header to open the document.
Links
The Links tab displays all the links associated with the document in two sections: incoming links and outgoing links. The Incoming links section displays ID and Document title the documents that contain a link to the current document. The Outgoing Links section displays the Target name and Link type of the links in the current document.
The link types that can be included in a document are:
Documents
Folders
Diagrams
Media
Anchor
URL