Little Changes #2: Documents Part I

Our second little change to the system that we have in store for you is to the new document screen. There are 3 tweaks to this screen.

Tweak number 1 relates to displaying the template name, description and any associated sign off rules relating to it. In the example below a variation order template has been used to create an new variation order document. Users will be surprised by the new card on the right-hand side of the screen that tells you what the template is all about.

Create Variation Order Document - Information Card

This explanation card can be as verbose as your system administrator decides, as they control what is inputted there. In this example, the card also shows users the delegations that relate to the template. Depending on the template this could show the financial delegations linked to it, which role this is and who is in that position. If there are no users delegated to this role, it will simply show the roles that need to sign it off, if there are any. If there are none, then the explanation card won't show anything except the description of what's in the template.

The second thing to notice in the create document screen, is that the document name isn't editable (greyed out). The document name can now be optionally configured by the system administrator to follow a set of business rules that will then auto-generate a name based on those rules. In this example, the name is generated based on the contract name and the name of the variation. Though this name can be edited in the final step, just in case users desire to name it something specific.

Create Document - New Document Name

The third change to this screen has been in the addition of the little "i" which has started to permeate its way through the system. 

This symbol provides contextual help details when hovered over. In this case it tells you that the document name will be auto-generated at the final step. 

These little symbols and card updates have been implemented to enable users to get a lot more info about what this template is all about before they jump in and use it. This will hopefully help team members understand what templates they are using, why and who they need to get approvals from for it to be signed-off. 

The second major tweak to documents will be revealed in Part 2.