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The term "document" can be confusing. In DocDB-speak, it refers to the numbered entry that contains (or is reserved for) one or more files and that contains metadata about the files. But of course people often call the files themselves "documents." Just be aware.
When you create a new document, please select the metadata carefully. Improperly specifying topics, in particular, can make a document very difficult to find.
This example shows you how to upload a new version of a file in a document. It does not show you how to change the DB Info associated with the document, but you can do that, too. All fields marked with an asterisk (*) are required.
All fields marked with an asterisk ‘*’ are required. This will only allow changes to the metadata, not allow you to change a file in the document.
An example of how to delete a file from a document was included in the section “Update a Document with Modified Files”. Unfortunately, DocDB will not let you just delete a file from a document; you have to upload a new version of one of the other files in the document as well. You can download one of the files and then treat it as a modified file and follow the instructions in the “Update a Document with Modified Files” section.
DocDB allows you to search for documents meeting many different criteria. Here are some of the commonly used methods for searching for documents in DocDB –
A person needs to be explicitly added as an Author, before they show up as a choice in the Author list.
A document should be marked obsolete when either or both of the following are true:
This does not affect the adding of new versions of documents, which should continue to occur as it does now. DocDB will keep versions of all documents; so updating an existing document by uploading new versions of it will still preserve the old version and allow access to them. Please use this mechanism and do not create new documents (with a new DocDB number), if you are only updating a current document.In order to mark a document obsolete, send a request to email@example.com including the following information:
You will be able to tell if a document has been marked obsolete because the link that you select to open the document will start with the word - OBSOLETE. The reason and superseding document will be listed on the documents DocDB page if it was included in the 'make this doc obsolete' request.
This feature will allow documents to list one or more individuals (approvers) that have to sign off on new or modified documents. The LBNF and DUNE Projects use this feature for approving documents.
IMPORTANT - approvers of documents must access DocDB using a valid CI certificate that is loaded in their browser.
If you choose more than one approver, the approvers will have to sign off serially in the order listed.
At the bottom of the new document page there is a box labeled 'Signoffs'. There is also a link ('Signoff Chooser') to the list of all people that have been enabled to be approvers for the DocDB as a whole. This list can be added to by sending a request to firstname.lastname@example.org.If you choose to enable signoffs for a document, click the 'Signoff Chooser' link and pick one or more individuals to signoff on the document in order. You can do this by selecting the names on the pop-up window in the order in which the approvals should occur. Approvers will be notified in that order.The status of the document will be 'Unapproved' until signoffs have completed. The list of selected approvers is at the bottom of the DocDB page for the document, and includes the status of the signoff process.
When updating a document, all prior signoffs (approvals) are cleared. You can retain the same list of approvers, or you are allowed to change the approvers required, including removing all approvers. Then update the document as needed and any signoffs will be handled as for new documents.
When updating DB info, you are allowed to change the approvers required, including removing all approvers. Then update the DB info as needed and any signoffs will be handled as for new documents.
Adding a file does not allow any changes to the list of approvers; this includes adding approvers back on. If the previous version of the document did not have approvers listed, then there will be no approvers allowed during the 'add files' function.
Approvers will receive an email requesting they 'sign' the document. A URL of the document page is included in the email. This document page contains a button to press next to the name of the approver. This is called ‘signing’ a document. Once all approvers have 'signed' the document, the status will change to 'Approved'.