When a Custom Process is set up with a Document View as the Filter, or whenever a Process includes a step that creates a document, you can use the Alter Document step.
- For a Process that is filtered with a Document view to retrieve a collection of documents, you can use the Alter Document to update any key fields.
- You can also add a Task or a Comment to the document (used as notifications for other staff members)
- For a Process that creates any Documents, Emails, Phone Calls, File Notes or Meetings, you can also use the Alter Document step to change the filing details, or add a Task or Comment to a document that has been created in that Process. The step used for this action include Create Word, Create Email, Create Spreadsheet, Create Presentation, Create Phone, Create Note, Create Meeting.
Selecting the Document to Alter
In Alter Document step, in the Action section, the Document field indicates which document to alter.
Selecting the Trigger Document
To select the document that has been retrieved by the Document view in the filter, select "Trigger Document"
Selecting a Document Created in the Process
If the Process includes any steps that create documents, you can select one of these documents as the document to alter. The Alter Document step is available to be selected from the list of Actions if there is at least one Create step in the Process. This applies when the Process is filtered by any type of View, or by the Client Filter.
In the Action section in the Alter Document step, you can select one of the documents that have been set up to be created in the Process. This only includes the documents created in steps that are before the Alter Document step in the Process and the number of the step in the Process is included for clarity.
If the Process is filtered with a Document view, you can also select "Trigger Document".
In the following example, the Process has steps that create a Document and create an Email. Select the document you want to alter.
Set the Filing Details to Change
In the Filing section in the Alter Document step, the Name of the document is set as a default as the Original Filename. The fields will default to "Don't Update" which leaves what is already selected for the document.
Where relevant, update the Cabinet, Category and Filing details.
The status in Filing can be set to "Archived" to archive documents. The documents will be included in the Documents Archived view.
The status in Filing can be set to "Delete" to delete documents. The documents will be included in the Documents Deleted view.
In the Workflow section, the options for Owner, Approver and Workflow Status will default to "Don't update" and can be changed.
The Workflow Status options available in the drop-down will depend on the Approval Level assigned to the user in their User Profile. For example, a User with an Approval Level of None will not be able to view or select "Approved". Refer to Workflow Basics and Managing Users.
In the following example, the Owner of the document is being changed and the Workflow Status is being changed to "Completed".
An example of when the Alter Document can be used is documents that have been sent from the client with Client Uploads (refer to Sharing the Uploads Folder with the Client). When the documents are imported, a Custom Process with the Alter Document step can be used to file the documents, for example, as "Workpapers".
Add a Task or Comment
To add a Task or Comment, expand the section and set Create a Task or Create a Comment to "On" and then enter the details.