Setting up the 'Documents - Print & Download Settings'
The 'Documents - Print & Download Settings' allow you to add an automatic Header and Footer to a PDF Document in the Document module, when downloaded or printed from Safefood 360°.
Header Includes: ID, Title, Version and Approval Status
Footer Includes: Downloaded By, Timestamp and Review Date
Below are the steps that must be carried out in order to Set up the 'Documents - Print & Download Settings'. Expand each step below for further explanation.
To set up the 'Documents - Print & Download Settings', navigate to Plant Settings using the 'Settings>Plant Settings' buttons.
Note: You will only see the 'Settings' button if you have the correct Role access. Ensure that you contact your site admin if you do not have the access to complete this task.
Image: Navigating to Plant Settings via 'Settings>Plant Settings'
The Plant Settings will contain the 'Documents - Print & Download Settings' section, which is used to enable the Header and Footer details on PDF Documents.
Image: 'Documents - Print & Download Settings' Section of the Plant Settings
Image: 'Documents - Print & Download Settings' Not Set Up
See below how to complete the two sections of the 'Documents - Print & Download Settings':
Image: Show 'Display Document Info' Field Unticked
1. Show 'Display Document Info' Field: To modify the Document page in Master Data and enable the visibility of the 'Display Document Info' boxes within the Document Page, tick on the 'Show 'Display Document Info' Field'. This will add blank 'Display Document Info' boxes into each Document previously uploaded to your site, as well as to all newly added Documents. It will also allow you access to the 'Display Document Info' options (explained below) to set the default options for all newly added PDF Documents going forward.
Note: This simply adds the 'Display Document Info' boxes to your Document page as blank fields. To set up default options that will be automatically enabled for all newly added Documents, you must complete and activate the 'Display Document Info' section below. Setting a default option in the Plant Settings page, will save you time, so you don't have to tick on the individual fields in each newly added PDF Document.
Image: Show 'Display Document Info' Field Ticked, Providing Access to 'Display Document Info' Fields
Image: Show' Display Document Info' Field Enabled in Settings, Now Displayed in Newly Added Document Page
Image: Show 'Display Document Info' Field Enabled in Settings, Now Displayed in Previously Added Document Page
Image: Display Document Info: Both Options Unticked
1. Display Document Info - On Printed Document: To set a default option of the Header and Footer to appear on the Document when printed, tick on the 'On Printed Document' option. For all newly added Documents going forward, the 'On Printed Document' option will be enabled in the Document page.
2. Display Document Info - On Downloaded Document: To set a default option of the Header and Footer to appear on the Document when downloaded using the 'Actions>Download' button or when clicking on the Document name in Blue Text, tick on the 'On Downloaded Document' option. For all newly added Documents going forward, the 'On Downloaded Document' option will be enabled in the Document page.
Note: This default option will only be seen for newly added Documents. Any Documents uploaded to your site previously will not contain this default option. To set the 'Display Document Info' for previously added Documents, you can manually edit each PDF Document individually.
Note: If you wish to enable the default 'Display Document Info' options within previously added Documents, and you have too many PDF Documents to edit manually, please send a ticket to the Support Team (via the 'Help' button, or directly to '[email protected]') to request this update to be made behind the scenes.
Image: 'Display Document Info' Options Ticked
Image: 'Display Document Info' Options Ticked in Settings, Now Displayed and Enabled in Document Page
Image: 'Display Document Info' Options Ticked in Settings, Displayed but NOT Enabled in Previously Added Document Page
As noted above, once you have enabled the 'Show 'Display Document Info' Field' in the Plant Settings, you will then see the blank 'Display Document Info' section within each Document page. If you have selected default options within the 'Display Document Info' section of the Plant Settings, you will see these default options populate within any newly added Documents. If you have not selected any default options within the 'Display Document Info' section of the Plant Settings, you will need to manually tick each 'Display Document Info' option for each newly added Document.
Remember: All Document pages will have the 'Display Document Info' section if the 'Show 'Display Document Info' Field' has been enabled in the Plant Settings. However, this feature only applies to PDF Documents and will not apply to other types of Documents, such as Word, Excel, PowerPoint, etc.
Note: This feature only works with PDF Documents. Therefore, it will not work for other Document types, e.g. Word, Excel, PowerPoint, etc.
However, the 'Display Document Info' options will still be visible in the Document page in Master Data for other Document Types, e.g. Word, Excel, PowerPoint, etc, if the 'Show 'Display Document Info' Field' has been enabled in the Plant Settings.
Post Set Up Scenarios
If you decide to disable the 'Documents - Print & Download Settings' completely, simply tick off the 'Show 'Display Document Info' Field'. This will remove access to the 'Display Document Info' options from the Plant Settings, thereby removing this section from newly added Documents. It will also completely remove the 'Display Document Info' section from all the previously added Document pages in Master Data.
Image: 'Show 'Display Document Info' Field' Enabled
Image: 'Show 'Display Document Info' Field' Disabled
Image: Newly Added Document with Disabled 'Show 'Display Document Info' Field'
Image: Previously Added Document with Disabled 'Show 'Display Document Info' Field'
If you decide to re-enable the 'Documents - Print & Download Settings', simply tick on the 'Show 'Display Document Info' Field'. This will allow access to the 'Display Document Info' options from the Plant Settings again, to select the new default options you wish to see for all newly added Documents. It will also add the 'Display Document Info' back inside the previously added Document pages in Master Data.
Image: 'Show 'Display Document Info' Field' Disabled
Image: 'Show 'Display Document Info' Field' Re-enabled
Note: If you re-enable the 'Documents - Print & Download Settings', the old options selected within the 'Display Document Info' for each Document will reappear. These Documents will not be given any new default options you may have now selected in the Plant Settings. Only newly added Documents will have the new default options.
For example, if you previously had both options (On Printed and On Downloaded Documents) enabled, then disabled and re-enabled them with the new default set, e.g. only for Printed Documents, all previously uploaded Documents will retain both boxes enabled, as per the old settings. Only new Documents will have the Printed box enabled.
Image: Newly Added Document with New Blank 'Display Document Info' Options Re-Enabled in Plant Settings
Image: Previously Added Document with Originally Enabled 'Display Document Info' Options
Note: If you wish to enable the new default 'Display Document Info' options within previously added Documents, and you have too many PDF Documents to edit manually, please send a ticket to the Support Team (via the 'Help' button, or directly to '[email protected]') to request this update to be made behind the scenes.
If you decide to edit the default 'Documents - Print & Download Settings' in Plant Settings, simply tick or untick the 'Display Document Info' boxes within the Plant Settings, to select the new default options you wish to see for all newly added Documents.
Image: Original 'Display Document Info' Settings Configuration
Image: Edited 'Display Document Info' Settings
Note: This edit only applies to newly added Documents. Any previously added Documents will retain the 'Documents - Print & Download Settings' options selected previously.
Image: Newly Added Document with Edited 'Display Document Info' Settings
Image: Previously Added Document with Retained Original 'Display Document Info' Settings
Note: If you wish to enable the new default 'Display Document Info' options within previously added Documents, and you have too many PDF Documents to edit manually, please send a ticket to the Support Team (via the 'Help' button, or directly to '[email protected]') to request this update to be made behind the scenes.
Header and Footer Details Shown in PDF Document
See below the Details shown in the PDF Document within the:
Image: Header Details: ID, Title, Version and Approval Status in the Document Preview Screen
1. ID: The 'ID' will be pulled from the Document Identifier in the Document.
2. Title: The 'Title' will be pulled from the Document Title in the Document.
3. Version: The 'Version' be pulled from the Document Version in the Document.
4. Approval Status: The 'Approval Status' will be pulled from the Document Approval Status in the Document.
Note: If the Approval Workflow is not set up within the Document, the 'Approval Status' will always be 'Approval Not Required'. However, if the Approval Workflow is set up within the Document, the 'Approval Status' may be 'Awaiting Change', 'Awaiting Review', 'Awaiting Approval' or 'Approved'.
Image: The Header Details within the Document Page
Image: Footer Details: Downloaded By, Timestamp and Review Date in the Document Preview Screen
5. Downloaded By: The 'Downloaded By' will pull the name of the User who is Previewing/Downloading/Printing the Document.
6. Timestamp: The 'Timestamp' will pull the Date and Time when the Document is being Previewed/Downloaded/Printed.
7. Review Date: The Next Scheduled Document Review Date will appear within the 'Review Date' if the 'Enable Periodic Review' is ticked on and has been set up in the Document page in Master Data. If the 'Enable Periodic Review' is not ticked on, the 'Review Date' will remain blank.
Note: If the 'Enable Periodic Review' is not ticked on, the 'Review Date' in the Footer of the Document will remain blank, even if a Document Review Record is manually added, as the 'Review Date' is coming from the date of the Next Scheduled Document Review.
If the 'Enable Periodic Review' is ticked on, and a Document Review Record has opened, but is still not completed, the 'Review Date' will populate the Next Scheduled Document Review based on the 'Start Date' and the specified frequency, as this is pulled from the 'Start Date' of the 'Enable Periodic Review' within the Document. The 'Review Date' is not populating the Last Completed Review Date.
Image: The Footer Details within the Document Page
Image: Disabled Periodic Review in Footer
Image: The Footer Details within the Document Page
Image: Enabled Periodic Review in Footer
Previewing, Printing and Downloading the Document
Note: When you access the Document Preview via the 'Magnifying Glass' icon, the 'Show 'Display Document Info' Field' is enabled in the Plant Settings, and at least one of the 'Display Document Info' options is ticked within the Document page, you will always see the Header and Footer details in the Document Preview.
Image: 'Display Document Info - On Downloaded Document' Ticked Only in Document
Image: Accessing the Document Preview via the 'Magnifying Glass' Icon
Image: Header and Footer Details are Populated in the Document Preview Window and Therefore They will be Present in the 'Print to PDF' Document
Image: Document Ready to Print with Header and Footer Details
Note: However, when you access the Document Preview via the 'Actions>Preview' button, and the 'Show 'Display Document Info' Field' is enabled in the Plant Settings, you will only see Header and Footer details if you have ticked on the 'Display Document Info - On Printed Document' option.
Image: 'Display Document Info - On Downloaded Document' Ticked Only in Document
Image: Accessing the Document Preview via the 'Actions>Preview' Button
Image: Header and Footer Details are Not Populated in the Document Preview Window and Therefore They will not be Present in the 'Print to PDF' Document
Image: Document Ready to Print without Header and Footer Details
Image: 'Display Document Info - On Downloaded Document' Ticked in Document
Image: Downloading the Document via the 'File Name' or 'Actions>Download' Button
Image: Header Details: ID, Title, Version and Approval Status in Downloaded Document
Image: Footer Details: Downloaded By, Timestamp and Review Date in Downloaded Document
