Edit a Document
There may be certain situations where you may need to edit a Document. For example, the Document name or code has been updated, the Document must be placed into a different folder or a New Version needs to be added.
Below are the steps that must be carried out in order to Edit a Document. Expand each step below for further explanation.
To edit a Document in Safefood 360°, navigate to the Documents in Master Data using the 'Master Data>Documents' buttons and locate the individual Document using the folders or the 'Search' field.
Note: Remember, you cannot search for a Document by its Identifier Number, unless the Identifier Number has been added to the Document Name during set-up.
Image: Navigating to Documents via 'Master Data>Documents'
Image: Expanding Document Folders by Clicking the Dropdown Arrows
Image: Searching a Key Word in the 'Search' Field
Once you have located the Document that requires an editing, you can access the Individual Document by:
1. Clicking on the name of the Document to open the Document in the same Browser Window.
2. Clicking on the 'Open' Icon to open the Document in a new Browser Window.
Image: Two Options of Accessing the Individual Document Page
Within the Document overview page, click the 'Actions>Edit Properties' button to access the Document Details page to edit the Document.
Image: Document Overview Page with 'Actions>Edit Properties' Buttons
Once you have accessed the Document page under the 'Edit' function, you can make manual changes to any fields, except the 'Version' field.
Note: For further explanation on each of the fields of the Document Details, see here.
Note: While editing the Document, if you add a new Document using the 'Select File' field, the Version Number of the Document will be updated. For further details on adding a new Document Version, see the article Add a New Document Version.
Therefore, changing this field will start the Approval Workflow again. For further details on the Approval Workflow, see the article Approve/Review a Document.
Note: Editing the following fields in the Document Details will not update the Version Number of the Document:
- Title
- Description
- Identifier
- Folder
- Responsible
- Approval Workflow
- Periodic Review
Therefore, changing these field will not start the Approval Workflow again. If there is an Approval Workflow set up in the Document Details, the Audit Log will simply note 'Date of Change - Document status changed to Approved'. If there is not an Approval Workflow set up in the Document Details, the Audit Log will simply note 'Date of Change - Document status changed to Approval Not Required'.
Image: Document Details Ready for Edits (Version Greyed Out and Disabled)
After completing the changes to the Documents, scroll to the bottom of the Documents page and click the 'Save' button to save the changes.
Note: It's very important to click the 'Save' button, otherwise the changes will not be made.
Image: 'Save' Button
You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Document page before confirming and saving the changes.
Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Document Overview page.
If you do not wish to make edits, click the 'Cancel' button at the bottom of the page to be brought out of the Document Overview page.
Image: 'Reason for Change' Pop-Up Screen after 'Save' Button Clicked
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Document Overview Page after Edits Saved
Edits made to a Document will be recorded in the Audit Log. If you would like to view the changes, the Audit Log can be accessed via the 'Actions>Audit Log' buttons.
Image: Navigating to the Audit Log Via 'Actions>Audit Log' Button
Image: Audit Log Recording Edits
