The initial settings of the Electronic Document Management (GED) module involve defining the automatic code, document types, custom fields, and relationships.
Automatic code
To facilitate the registration of documents and their versions, it is possible to enable automatic code generation. This functionality allows standardizing identifiers, ensuring organization and agility in the process.
For documents, it is possible to define a prefix and the number of digits that the code must contain. For versions, in addition to these options, it is also possible to include elements such as the area code, document type, and the document’s own code within the generated structure.
If the “Use automatic code” option is not enabled, it will be necessary to manually enter a code when registering a version, as this field is mandatory.
Document types
The document type allows proper classification of documents. Besides categorization, it also defines whether the approval workflow will be mandatory. If the option Make approval workflow mandatory is enabled for a certain type, it will be necessary to link an approval workflow to the document version. This version will only be considered effective after approval in all stages defined in the workflow.
Document type is a mandatory field in the registration of any document.
Custom document fields
Custom fields allow additional relevant information about documents to be included. It is possible to create different types of fields, which will be available for all registered documents. These fields are optional and can be used as filters and columns on the management screen, contributing to a richer and more personalized visualization.
Relationships
The relationships section allows documents to be linked to other items in the system, according to the active modules on the platform. Items available for linking include: indicators, projects, strategic objectives, parameters, impacted items, and risks.
If this functionality is enabled, each document can be associated with the items it impacts or directly relates to.
