Creating a Smart Document

To create a new Smart Document:

  1. Select the library under Libraries in the Quick Launch bar
  2. Select Documents from the Library Tools tab to open the Document ribbon
  3. Select Smart Document from the New Document menu from the Document ribbon
  4. Choose the document source. Under Document Source, the Create document from template option is selected as a default option
  5. Choose the type of document to be created in Domain Name, Group Name, and Document Type drop-down options in the Document Group section
    Note:

    The document type options use cascading filtering. The values that appear for Group Name depend on the user’s selection from the Domain Name menu. The values that appear for the Document Type depend on the user’s selection from the Group Name menu.

    The Domain Name, Group Name and Document Type menu labels can be modified.

Tip: Some solutions, such as SOP, contain a link on the landing page that provides access to the Smart Document UI.

The Document Source section contains three options. The default option is Create document from template. We will discuss the other two options later in this document in the sections titled Copy a Smart Document, Move/Reclassify a Smart Document, and Create a Document From a File.

Tip: Note that the example pictured above is from an SOP solution which does not employ Domain and Group and is configured with file upload disabled. Additionally, SOP provides the ability to require approval prior to creating a document; therefore, the completion options have been modified to reflect this feature.

To determine the category of a document:

  1. Select a domain from the Domain Name menu
  2. Select a group from the Group Name menu
  3. Select an artifact from the Document Type menu
Tip: The menu labels are modifiable and may not be Domain Name, Group Name and Document Type.

The deployed lists used in the following examples contain three domain names:

  • 01 Sponsor file,
  • 02 Country File
  • 03 Site File.

Selecting a domain value of 01 Sponsor File from the Domain Name menu renders the group names that correspond to the sponsor file. Selecting a domain value of 02 Country File from the Domain Name menu renders the group names that correspond to the country file. Selecting a domain value of 03 Site File from the Domain Name menu renders the group names that correspond to the site file.

The values that appear for artifact are filtered based on the domain name selected and then further filtered based on the group name selected. If there is only one value available at any level, that value will be automatically populated on the menu.

After the user has selected the domain, group and document type, the system identifies the parent content type that corresponds to that combination. In this example, for a Domain of 01 Sponsor File, a group of S01 Trial Management and an artifact of Operational Procedure Manual, the parent content type is Operational Document.



The content type list entry for Operational Document contains two list items, one for each defined column. These columns include:

  • Country
  • Document Language

As the parent content type has properties defined, the Smart Document UI presents a new section, Additional Document Information where the user can enter the metadata.

Tip: Notice that the metadata does not match the columns identified for the parent content type. This is because the Document Language column is an Auto Fill column that does not require input from a user. Also aware that only the properties listed in the Content Type List that are not Auto Fill columns will be provided for the user to complete in the Additional Document Information window. There may also be additional metadata assigned to the content type that is not included in the Content Type List and, therefore they are not presented on the UI.

After the additional document information is completed, click Show Summary link to review the column values.

When After you confirm the inputs, select one of the following complete options:

  • Navigate to the document or the document request location. This option is the default option, and it creates the document in the location based upon the corresponding folder path. For example if the Folder Path is NextDocs Document Library> [Country]. This document would be created and stored in a folder titled Germany which is located in the Smart Document folder. Similar operations happen for if France and Sweden are selected as countries. If a folder does not exist for the selection, it will be created.



  • Open and navigate to the document or the document request. This option creates the document in the location based upon the corresponding folder path, navigates to the folder, and opens the document for the user.
  • Create/request another document with new selections. This option creates the document, stores it in the NextDocs document library, and returns the user to the Smart Document UI. The UI will not be pre-populated with the previous selections. It allows the user to create a new and different type of document.
  • Create/request another document from existing selections. This option creates the document, stores it in the folder, and returns the user to the Smart Document UI with previous selections pre-populated. The user can now modify one or all of the entries or accept them as they are.

If the user selects a combination whose corresponding document inventory list item contained an autoname schema such as Smart Document-[Country] and if the user does not change the value in the variable field i.e. Country, the system will indicate that The document already exists error message when the user clicks the Submit button. The system presents two options:

  1. Click on the checkbox to overwrite the existing document. If versioning is turned on in the library, the new document will be added as a new version.
  2. Click Submit button again. This makes the system to create a document with the same name but with a unique number appended to it. The system creates another document with the same name and _1 appended

Refer to the NextDocs SOP Guide for document creation/request restrictions that apply to Smart Document in SOP.