New iPassport Accounts - Setup Steps for Document Control

New iPassport accounts require some configuration before they can be populated with documents and other data.

This article provides an ordered list of steps to follow when implementing Document Control in a new account.

Setup Steps for Document Control

This sequence is based on best practices developed through onboarding previous customers:

1. Create Organisational Units (OUs) according to how documentation should be segregated.
   • Also consider that separate staff teams should be placed in separate OUs.
2. Create User Groupsto allow access to each OU by read-only users, editors and managers.
   • If documents should only be authorised by a director or select staff, custom editor roles ,which remove authorising permissions, must be created.
3. System Preferences should be adjusted to have a login strategy in place and decide on other general rules.
4. At least some Users need to be added to the system initially - those who will be document owners, authors or authorisers. They can all be uploaded at this point and you can hold back the welcome emails until the account goes live.
   • When pre-existing documents have authors who have already left the organisation, a user record can be created for them, and they can be immediately inactivated.  This will allow adding them as authors but prevent them from accessing the system.
5. Categories and Sections should be created next, as they can't be applied in bulk later.
6. Design Index Generation recipes for documents, if desired.
7. At this point, Controlled Documents can be imported.
8. Cover Pages can be created next but will only be needed when prints are required.
   • They then need to be assigned to documents.
9. The same applies to setting up Watermarks and Footer/Spine Information.
10. At this point it makes sense to set up Document Control preferences (under Organisational Unit Preferences) and then documents will be ready for printing, reading and reviewing.
11. **Users who will be collaborators in reviews (editors) will need to be added to create document review workflows.
    • NOTE: System roles allow a view-only user to complete a 'review feedback' task on an authorised document, but not on a draft.
12. **Create Document Review Workflows and assign them to documents.
13. If all general Users haven't been added yet, they can be added now.
14. Import Skilled Staff records if applicable.
15. Skilled Groups can then be created to set up the reading lists.
16. Competency Tests can be added to complement skill confirmations.

** These events can be moved down the list depending on customer priorities.