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Documents

Documents

Overview

nVIRO serves as an electronic file cabinet, storing documents that have been generated within or added to nVIRO. Documents are a type of shared attribute available across several functional areas within nVIRO. As such, documents are managed in the context of the functional area record they relate to. This provides convenient access to relevant documents when working on a functional area record.

In-Browser Editing for nVIRO Documents

nVIRO allows for in-browser document editing using a third-party plug-in called AceOffix. When a document is opened by a user with permission to edit it, AceOffix opens in a new window. With a few exceptions (such as development macros), AceOffix functions exactly like Microsoft Word. Internal users must have Microsoft Word installed to use AceOffix. AceOffix is not available on mobile devices.

For more information on editing documents, see the Viewing and Editing Documents page.

Document Statuses

Documents have two status options: Draft and Final. Internal users can use these statuses to indicate where a document is in the development process and update them on the document’s Details page.

Document status, in conjunction with other factors, has implications for visibility to external users. For more information, see the Document Visibility to External and Public Users page.

Document Security Classification

To align with government document security classifications, all documents are assigned a document security class. Security classes define visibility and access rules for a given document. Though security classes and class names are configurable, five are standard:

  • Internal: Visible only to internal users, based on user security settings and the status of the related functional area record.

  • Confidential: Visible only to specific internal users. For information on confidentiality settings, see the Designating a Document as Confidential page.

  • Restricted: Visible only to specific internal users.

  • Authorized External User: Visible to external users when the related functional area record is in a completed status.

  • Public: Unrestricted visibility when the related functional area record is in a completed status. For information on public documents, see the Document Visibility to External and Public Users page. 

System behavior for Confidential and Restricted security classes is the same. The separate designations exist to differentiate reasons for the classification.

Automatic PDF and Thumbnail Creation 

nVIRO automatically creates a PDF version and thumbnail of a document at the time of upload if certain conditions are met. When available, the thumbnail appears on the Documents page, and the PDF can be viewed in the Preview Gallery. For more information, see the Document List and Preview Gallery page.