Applying Document Administration Settings

You can view apply different administration settings to documents in the Documents Register.

See the links below for information on applying document administration settings.

Defining Document Upload Rules

InEight Document controls who can upload documents to the system by a flexible system of document rules. Upload rules are defined in terms of key document attributes and companies are allocated to one or more rule sets. This means they can only upload documents that conform to the rule set they have been assigned to.

To define document upload rules:

  1. Click the cogwheel icon and select Admin.

  2. Select Manage document rules.

  3. In the Rule Type drop-down menu, select Upload.

  4. Click the plus icon.

  5. Enter in a title for the upload rule.

  6. Select the Status, Discipline, Category and Type for the new upload rule.

  7. In the Allocations tab, select the company.

  8. Select the contact and click the arrow icon.

  9. Click Save.

  • In addition to belonging to a company assigned to one or more upload rules, users who need to upload documents must be assigned full access to the Document Register.
  • While more than one company can be authorized to upload documents belonging to an upload rule set, once a document has been uploaded usually only the company who uploaded it can upload future revisions.

Defining Document Distribution Rules

InEight Document can automate the distribution of documents uploaded to the system via rule-based distribution rules which control:

  1. The default distribution (via notifications) for unrestrained documents.

  2. The format(s) of the documents each person on the distribution can download.

  3. A user included in a distribution rule set will automatically be notified when documents meeting the rule-based criteria of the group are released in InEight Document.

  4. Distribution rules are defined on a per discipline basis.

To define document distribution rules:

  1. Click the cogwheel icon and select Admin.

  2. Select Manage document rules.

  3. In the Rule Type drop-down menu, select Distribution.

  4. Click the plus icon.

  5. Enter in the title for the distribution and select a value from the drop-down menu.

  6. In the Distribution tab, select the company.

  7. Select the contact and click the arrow icon.

  8. Select the formats the contact has access to.

  9. Select notify to send notifications to the contact for documents related to the discipline.

  10. Click Save.

  • If a person removed notifications from their user preferences and Notify is selected, they will still receive a notification.
  • The distribution rules a user belongs to can also be reviewed and maintained via the Distribution Matrix tab in the contact details screen.
  • When you add a person to a distribution rule and there is a confilcting restricted document access rule, a warning message is shown with a link to the rule with the conflict.
  • For customers who would prefer that all documents are distributed via transmittals, the option to use distribution rules can be removed from the system completely. Contact InEight for more information.

Access User Security Settings

To access group security settings for forms:

  1. Click the Settings icon, and then select Admin.

  2. Select Manage user access.

  3. Select a security group, and then select Security from the Access Type drop-down menu.

  4. Select Documents from the Module drop-down menu. The Document security group settings are listed.

  5. Select the check box in the Allow column for each feature you want to allow for the security group.