Environmental & Risk Management / Environmental Health & Safety / Documentation / Track EH&S Documents task

Edit the Properties of a Library Document

After a document has been checked into the library, you can edit the information associated with the document. For example, you might have checked in document, but did not take the time to enter the folder field or category and type. You can do so now using the Track EH&S Documents task.

To edit a library document's information:

In the Process Navigator, chooseEH&S/ Documentation / Track EH&S Documents.
In the Filter pane, enter the search criteria for the document (author, type, document date, related incident, etc.). Click Show.
The system lists documents matching the search criteria in the middle pane.
Click the Edit button next to the document's name.

Note: If the document has a value for the "Document assigned to a..." column, it does not have library information. When you select the Edit button, the system will present the document's associated record. For information, see "Library Documents without Details" in EH&S Document Library Overview.

Complete some or all of the following fields to enter basic details about the document as well as associate it with a folder, category, or type. You can also associate the document with a safety program requirement, work restriction, or workplace incident.

Document Category/Document Type	Select a document category and type to describe this document. If you select a category and type for the document, these can be entered as search criteria to help you quickly locate the document. Your Business Process Owner defines the categories and types from which you choose.
Document Folder	Select a folder for the document so that you can search for it by folder, or locate it by drilling down in a selection list of folders and subfolders. Using Document Folders is especially useful for generic documents, such as best practices, that are not associated with a single record, and that might even be used across applications. However, you can associate any document, even those associated with a specific record, with a Document Folder to facilitate locating it. Once you drill down to a folder and select it, the field displays the last folder in the path; it does not display the entire folder hierarchy. Your Business Process Owner defines the folder structure.
Document Author	Enter the name of the person who wrote the document, or the name of the organization that published the document.
Date Document	Enter the date the document was published or written, or another critical date. For example, when adding documents using the Compliance Management application, you could enter the invoice date, bill date, or the issued date for a permit or license when adding a document. For EH&S, critical dates might be the training date, or the issued date for personal protective equipment. When users search for documents using the Date Document From and Date Document To fields, the application selects records for the restriction based on the document's Date Document.
Document Review Group	Select the security group that is allowed to view this document. If you leave this field empty, any user who has access to this task can view the document.
Document Notes	Enter any additional notes that describe how this document is used. For example, enter a document abstract, or enter a custom tag that you define to make locating this document easier by entering this tag in the Document Notes field in a Filter console.

Site Code/Building Code	To associate this document with a location, select the site and/or building.
Related PPE Type	To associate this document with a general PPE (personal protective equipment) requirement, select from the list of existing PPE types. For example, you might attach a PDF of a safety mask user's manual to a requirement for issuing safety masks.
Related Medical Monitoring	To associate this document with a type of medical monitoring, select the medical monitoring type. For example, for a hearing test requirement, you might attach a document outlining the details of executing the hearing test or an OSHA document on protecting hearing.
Related Training	To associate this document with a training program, select the training program. For example, you might attach the course outline or the course exam.
Related Incident	To associate this document with a specific workplace incident, select that incident here.
Related Restriction	To associate this document with a specific work restriction, select the work restriction here.

Click Save at the top of the Document pane.
Your document information changes are saved in the database.
If you wish to edit the actual document or check in a new version, use the buttons next to the Document field. For information, see Using the Document Management System.