Validation process

Introduction

The validation circuit is triggered when depositing a new document or during a revision.

The validation circuit consists of several steps depending on the user's rights and the circuit configuration.

During all steps of the validation process, the new document or the modified document is not active in the explorer. It will only become active after validation by all signatories. In the case of a revision, *it is the document version "n" that is viewable by other users until version "n+1" is not published.*

In the explorer, an icon informs users that this document is in progress.

Circuit diagram

If the user has the *Administrator* or *Publisher* right, they can directly publish the document without going through the validation circuit.

Document creation

The creation of a new document is done from the Explorer *Menu DMS/Explorer*. Only users with write rights on the folder can initiate a circuit.

The user can add a new document either from the "Add" action button at the top right of the screen, or by right-clicking in the central page and clicking on *Add a file*.

Adding a new document opens a registration window where several pieces of information are mandatory. The new document can be either prepared on the user's station and then simply added, or it can be edited directly online from a template.

To deposit a new document, the user must:

• *Select the document* prepared on the user's station or edited online from a template.

• If you choose to insert a *header / footer* in your document, you must select the *template* to apply. You have the possibility to preview the final rendering, without waiting for the document to be published.

• Propose a *location* (by default the currently consulted folder)

• *Complete the metadata*: type, nature, referential, processes, products, etc.

• Add a comment

• Complete the circuit actors (advisors, reviewers)

In the case where the user is not a publisher, they will necessarily have to select at least one reviewer.

Document revision

The revision of a document is done from the Explorer Menu DMS/Explorer. Only users with the "Write" right on the folder can initiate a revision.

To revise a document, the user selects the concerned document and opens the context menu either by clicking on the three points to the left of the document or by right-clicking, then selects the *Revise* menu.

The revision of a document opens a window where several pieces of information are mandatory. The document can be either prepared on the user's station and simply added or edited online.

During a revision, all fields of the form are pre-filled according to the document properties, the user can:

• *Complete the metadata*: type, nature, referential, processes, products, etc.

• Add a comment

• Modify the circuit actors (advisors, reviewers)

The reference

The reference is automatically calculated by the system according to the configuration on the folder.

Circuit actors

Several contributors can participate in the circuit:

• *Reviewer(s)*: (or verifiers) Reviewers intervene to verify the document. They cannot modify the document but simply give an opinion and a comment. In case of unfavorable opinion, they have a blocking power, the document is sent back to the writer so that the latter makes the requested modifications.

• *Advisor(s)*: Advisors also intervene to verify the document however the opinion is not blocking (it does not oblige the writer to edit a new revision). It provides as an indication the opinion of a collaborator.

For the reviewer and the advisor, the writer can specify a deadline (a value is configured by default), beyond which, the document will still be sent to publication to ensure continuity of the circuit.

• *Publisher(s)*: (or approvers) The publisher is not modifiable and is calculated by the application. It is taken from the "Publication manager" attribute of the document deposit folder (cf. "Additional information" tab of the "Properties" menu of the folder). If no publisher is indicated, the system will automatically go up to the parent folder. In the absence of a designated manager, the publishers are the people with the role "SMQ_Doc_Publication".

• *Notified(s):* Notified people are informed by email or notification during the dissemination of the document.

• *Notified(s) with read acknowledgment:* Notified people with read acknowledgment are informed by email or notification during the dissemination of the document and must confirm the reading / acknowledgment of the document.

Write / edit a document online

When creating a circuit or a revision, the writer can directly edit the content of the document in the application.

To edit the document, the user must click on the document title which is a link. The corresponding program opens and allows editing the content with Word, Excel or PowerPoint.

By clicking on the floppy disk at the top left, the modifications are automatically saved in the DMS.

Delegate writing

Writing is assigned to only one person. In case of co-production of the document, the writer can delegate the writing to a second writer by selecting in the "writing delegated to" dropdown the desired person.

Verify a document (review) / deposit a visa

It is through an email or a notification that reviewers and advisors are informed of a new document or a new version to approve. A link present in the body of the email or the notification allows direct access to the concerned document in the application.

At the review and opinion steps, the document is only offered in PDF format.

The reviewer and the advisor can:

• make a decision

• make a comment

• consult the history of decisions and comments

In case of unfavorable opinion, the reviewer must necessarily make a comment.

In this scenario, the other review opinions are deleted and the document is sent back to the writer for modification.

Consult the opinion history

The user can consult the history of opinions and visas by clicking on the "Comment history" tab. All revisions, that is to say each writing/review cycle are offered. The color code green displays reviewers or advisors who have validated, red for those who have refused and blue for those whose response deadline has been exceeded.

Publish a document / approve a document

It is also through an email or a notification that publishers are informed of the publication of a new document or a new version to approve.

After validation of reviewers or after exceeding the deadline, the publisher verifies and completes the document information.

Depending on the opinions and visas, they can:

• Modify the metadata

• Complete the publication information

• Send the circuit back to a previous step

• Publish the document

• Abandon the circuit

The publication date allows, if necessary, to postpone the publication to a later date.

By default, during the installation of the DMS, the publisher cannot modify the attached document. The publisher can only preview the attached document.

When the validity end is reached on a published document ("Active" folder), it is automatically archived (moved to the "Archives" folder).

*The publication of a version "n+1" implies* :

• The automatic archiving of version "n"

• The creation of a new version in active documents.

• The sending of an information message including a link to the document to all people in dissemination (document users) having an email address.

• The deletion of read confirmations on version "n" that are to be performed.

Read confirmation

When confirmation is requested, the concerned user receives an email or a notification informing them of the new document or the new version.

By connecting to the application, they must validate their acknowledgment in the application.

Adding and removing advisors or reviewers

When the document is at the Opinion step or respectively at the Review step, it is possible, for the Admin role and for the writer, to add and remove people at the current step.

This is done via the publication management page, in the dedicated section for the step (here 'Verification history')

The 'Details' button opens a popup, displaying the people concerned by the step:

The deletion of people is done by clicking on the trash icon, opposite the mentioned person.

The addition of people is done by clicking on the 'Add' button. This opens a popup for selecting people to add.

To validate your choices, click on the 'Add' button.

No longer wait for opinions and reviews

When the document is at the Opinion step or at the Review step, it is possible, for the Admin role and for the writer, to bypass these validations (to advance the document directly to the approval step), provided that the dedicated parameter for this possibility is activated.

Updated on: 13/03/2026