Sustainability & Risk / Compliance / Compliance Program Coordinator

Viewing the Document Library

As the Compliance Coordinator, you need to upload important compliance documents for regulations , compliance programs , contracts , contract terms, requirements , locations , and events for which you are selected as the Responsible Person. You can upload documents using the Manage My Compliance Requirements, Manage My Permits and License, and Manage My Missed and Overdue Events tasks. See Adding Document for Compliance Records.

Additionally, you might need to view generic compliance documents that are not associated with a specific record. For example, the Compliance Program Manager might have added general procedures, best practices, audit checklists, and compliance vendor documents that you might need to review. To enable you to find and view these documents most efficiently, the View Document Library task offers a consolidated method for viewing these generic documents and also documents associated with specific compliance records in one place.

From the Compliance Program Coordinator / View Document Library task you can drill-down in the list of folders and subfolders to locate the document. From this drill-down list, you can access all documents associated with a Document Folder.

The Document pane includes documents added for compliance records whether or not these documents are associated with a Document Folder. You can use the Filter console to locate any document. The filter you enter restricts both the drill-down list and the documents shown in the Document pane. For example, if you enter a Document Category and Type in the Filter, both the drill-down list and the Document pane include only documents have that Document Category and Type.

From the View Document Library task, you can:

  • Use the Filter console to locate documents. See Using the Filter Console for the Manage Document Library Task.
  • View all compliance documents. This includes documents added to the document library only, and documents associated with a compliance regulation, program, requirement, contract, contract term, or event. If a document has been added to the document library from another Archibus application, you can also access these records. See Viewing Documents.

Using the Filter Console for the View Document Library Task

The Manage Document Library task includes a Filter console that you can use to restrict the view to facilitate locating the document you want to work with. If you have associated a document with a Document Folder, with a Document Category, Document Type, or with a specific compliance record, you can use the Filter to locate documents using any of these criteria. The restriction you enter is applied to both the documents shown in the hierarchical tree in the Document Folders pane, and to the documents shown in the Documents pane. The Documents pane shows all document stored in the Document Management system.

Note the following when setting a restriction:

  • For the Event Title, Document Author, Document Notes, Document Description, and Document Name fields, the restriction shows records that include your entry anywhere in the value entered for the field. For example, if you enter "Permit" in the Event Title field, the application includes records that have an Event Title of "Permit Renewal" or "Monthly Permit Renewal."
  • Document Notes : You can use this field to enter an abstract of the document, or to enter a custom tag for the document that you enter as search criteria to facilitate locating it.

  • From the "Show Documents For" list , you can select All, Regulations, Programs, Requirements, Events. These selections apply the following additional filters to the panel:

    • All: None

    • Regulations: The document is associated with a regulation and not with a program.

    • Programs: The document is associated with a program, and not with a requirement.

    • Requirements The document is associated with a requirement.

    • Events: The document is associated with an event. An event is generated from a requirement and is a record in the Action Items table with an Activity Type of COMPLIANCE - EVENT.

  • Date Document - From and Date Document - To : The application looks for documents that have a Document Date that falls within this time frame.

To locate documents using the Filter:

  1. If needed, expand the drill-down list in the Document Folder pane to show the subfolders.
  2. Optionally, select the check boxes for the folders or subfolders for which you want to see documents. If you select folders, only documents associated with one of these folders are shown.
  3. In the Filter console, enter any additional restriction criteria you want to apply. For example, select a Compliance Program Code to see only documents associated with a particular compliance program, or enter a date range to see only documents dated within a certain time frame.
  4. Click Show.

    The Documents pane shows only documents meeting your restriction. The documents must meet criteria entered in the Filter console and be associated with the Document Folders you selected in the Document Folders pane.

Viewing Documents

To view documents:

  1. If needed, use the Filter console to locate the document you want to review. See Using the Filter Console for the Manage Document Library Task .
  2. When you have located the document you want to review, click the link in the Document field. The Document field uses the file name as a link to open the document.

    document_fld_as_link.jpg

  3. Depending on the type of document, you might be prompted to select whether to open the document or to save it.

  4. Select Open to open the document.

    The document opens for your review.