My Documents module explained

My Documents module has a ton of filter options by documents' type, workflow, folder, category, favorites, most consulted, pending acknowledgment, and a lot more properties.

This way, you can opt for the view that suits you more and you consider more useful for your organization.

You may organize your documents, filter documents by properties, customize filters and columns, search for any document property, etc... Our search engine allows you to find any document in an easy way. 

 TIP  To learn how to customize your documents' dashboard and add extra columns/filters, check this article: How to customize workflow listing/columns?

It's also possible to print a list of your documents and export it to Excel, CSV, PDF, or other formats. To know more about it, check this article: How to print a list of documents?

Example of a list of documents

Inside the document

Here, we can see the document and all its info and history. 

Pay attention to the caption to understand the action of each menu button: 

1. Used to expand the menu

2. Dashboard: This button allows us to go back to the AGIR homepage. 

3. List of (workflow): Takes us to the workflow's list of documents.

4. All Documents: It takes us to the My Documents module homepage. 

5. Properties: Where we can have access to the documents' properties. To know more about it, check this article: Documents Properties - General Concepts 

6. Print: It allows us to print the document.

7. Send document: We may send the document by email from AGIR. To know more about this feature, check this article: How to send a document by email?

8. Notifications: This is where you can define a list of users who will be notified by email. Check the following article to know how this feature can help you define who can access documents as a reader: Notification- Why is it helpful and how does it work? 

9. Attachments: You can add attachments of any format to complement the document and enlighten those who consult it. 

10. Links: It is possible to create links to other documents, workflows, or external websites. To know more about links in documents, consult this article: Links in Documents- Why is it helpful?

11. Timeline: The timeline provides us a complete tracking of changes or actions made to the document, with updated records and obsolete versions archive, access to editable versions, and personalized stamps. By consulting the timeline, we are able to know who, how, when, and why. 

All you need to know will be available on the timeline. AGIR meets all the ISO 9001, ISO 14001, ISO 45001, ISO 17025, and many other standard requirements. 

To know more about the timeline, consult this article: How to check the history of a document?

12. Subscribers: It's where you can control who has access to the document. Consult the article Documents permissions - General concepts to know more about all the options you have for distributing the documents to your users and control the subscribers' list.

Learn more about reading records and reading acknowledgment requests in this article: Reading acknowledgment request

13. Controlled copy: AGIR assures you total control of your documents and their versions in a 100% digital way. In most situations, you don't need to print any document as the only controlled copy is the original version saved in AGIR. 

To know more about controlled copies, check this article: Controlled copy – How to manage and why is it helpful?

14. Next owner: The user who is in charge of the next workflow step. 

15. Comments: It is possible to add comments and share information with your teammates. All changes to the document will be added as comments as well. To know more about comments in documents, consult this article: Comments in documents- Why is it useful and how to manage it?

16. Open: Open the document.

17. Edit: Click this icon to edit the document with AGIR Office. Don't forget that this icon only appears when you are the editing task owner. To know how to edit documents with AGIR Office, check out this article: How to edit documents with AGIR Office? To know how to edit documents in AGIR without AGIR Office installed, check this one instead: How to edit documents without AGIR Office Add-In. 

18. Replace: In case you want to replace the document with an updated version, for example.

19. Delegate: Allows you to delegate the task to another user.

20. Alternatives: If you intend to add an alternative, as in rejecting or not approving a document and send it to another editing step, you can do so by clicking the alternatives icon. These alternatives are configured in the workflows' settings. 

21. Change the deadline: This allows us to change the deadline for completing the task.

22. Change status: You can change a workflow status and add a justification clarifying your change, so that change records are maintained in the document's history.

 PERMISSIONS  A status change is a feature only available to administrators. To know more about how to change a document's status, check this article: How to change a status of a document?

23. Submit: The most important button in AGIR :) After all the editing, you must submit the document to the next status. To do that, click on the submit button and choose the next owner (if applicable). 

Your task is now completed. An email will be sent to the next task owner, according to your workflow definitions.

If you still have any questions about how the My Documents module works, watch this video :)