Documents Properties - General Concepts

There are 15 properties and metadata fields available to help you customize and control your documents. Besides these 15 properties, there is room to add custom fields according to your workflow needs. In the image below, the section for custom fields is identified with a blue square.

1. Title

It’s the name of the document. It's a free text field that can be repeated.

2. Code

The document is identified by a unique code. This code can’t be repeated. AGIR will alert you if the code already exists, prompting you to correct the code. When importing a document to AGIR, a code will be suggested according to the document type. However, the code can be adjusted by the editor/approval.

3. Revision number

The first time the document is uploaded on AGIR, the revision number starts at 0. However, the document version can be adjusted if previous versions already exist. After the first upload on AGIR, the revision number will increase automatically for each review.  

4. Expiry date

The expiry date field is optional. Use this field if your document has an expiry date. This property is used only as a reminder. An out-of-date document remains the same version on AGIR but will be identified as expired.

5. Type

The document type field is a required property. It's useful for document categorization and codification. To create document types, follow the next tutorial: How to create/edit document types

6. Department

The department field is also mandatory. This property is useful for document categorization. Document permissions and the editors/approvals list will be unaffected by this field.

7. Process

The process field is a required field. This property is useful for document categorization. Document permissions and the editors/approvals list will be unaffected by this field.

8. Edit mode

The edit mode field lets you define which users can change document properties, link properties, attachment properties, notification properties… This tool is described in Edit mode on document properties explained.

When importing a document to AGIR, this setting assumes the normal mode by default, which is the mode we always recommend.

9. Publication date

This corresponds to the document’s publishing date. The publish date can be set manually by an editor or approver, or set automatically based on the last workflow step's completion date. This tool is described in Publication Date - What does it means and how to set it?

10. Open mode

This property allows you to define on which file format the document will be available to the final user, when downloaded from AGIR. PDF format is is the default format, defined by AGIR.  Select the Original version if you want to give access to the editable document file on its original version the final user. For example: the original version setting is helpful when dealing with templates in Excel format that the final users must fill in.

 ATTENTION  Open mode property should not be used to edit/revise documents.

To do so, there are proper tools available on AGIR. Open mode property should be used only by final users for the routine use of documents.

11. Description 

This is a free text and multipurpose field. It is useful for saving keywords that might be helpful during searches.

12. Using the pre-publication system

This is an advanced tool that allows you to have a pre-published version of the document and schedule an automatic overwrite date of the current version. This tool is described in Documents pre-publication system in detail.

13. Require acknowledgement

By activating this property you can trigger a reading acknowledgement prompt to the user (who must confirm it) as soon as the document is published/approved. This way, acknowledging the document becomes mandatory when this property is activated. Acknowledgement is required for each document review and for users who have permission to read the document. For more information visit our tutorial: Reading acknowledgement request

14. Allow external link to this document

This option allows you to create a link to an AGIR document with no need for an AGIR account. For example, you can make a document's last version available on the website or intranet simply by enabling this option and creating a public link. Consult the tutorial: Make documents accessible on the internet.

15. Folders

This is the section where your folders are listed. Only the folders that you own, or for which you are a writer will be visible to you. In case you do not own any folders, this list will be empty. This property allows you to define in which folder(s) your documents will be published.

Documents folders - How to create and set permissions explains how folders work in detail.