Changing Document Formats

All documents can now either inherit their type (electronic record or electronic document) from the schema level (default format for all documents associated with this schema) or the type can be changed manually by an authorized user (Administrators and in some cases Organizers) on the document level overriding the default one.

This means that a document can be changed from an electronic document (a document that can be edited) to a record (a document that cannot be edited) and back again and continue to be associated with the same schema and metadata.

Only users with Library Administrator permissions or higher may change the format of a document.

Converting from a Document to a Record or a Record to a Document

Changing the format of a document will convert it from a document into a record or from a record into a document:

• Records cannot be edited or altered
• Documents can be edited and altered.

When switching from a record to a document the version control will track the change as well as the user logs.

To Change a Document Type:

• Select the document
• Right Click
• Select Metadata and Properties
• Click on Edit  in the Metadata and Properties box
• Change the Document Format
• Save

Offline to Electronic Documents

Users with the permission of Organizer or higher can convert files from offline documents to electronic documents.

When the off-line document has been converted (replaced) by the electronic document type the organizer will need to edit and apply the proper metadata by assigning the file to a document schema.

Offline Document (Older Designs)