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Little Changes #3: Documents Part II

UniPhi Software, 10 Jul 2019

Yesterday's post on Documents Part I was all about changes to document naming conventions and how template information is displayed to users who are creating documents.

Part II focuses on what information is displayed to non UniPhi users who don't have access to the systems and how information can be hidden from them but used by licensed users.

In UniPhi, it is possible to hide steps in a document. There can be many reasons for this but one would be to have a link to an issue that has been logged in the system from being seen by a non-licensed user. Currently, if a step is hidden, it can't be seen by any user, this meant that links to issues were not hidden and were sent as part of the document body to non-licensed users. The receipients of the document don't have access to issues linked into that document and this can lead to confusion when they click on links that lead them nowhere.

For example, in UniPhi 14, when creating a document such as a variation order, all issues, emails and documents that had been around since this variation came up could be linked to the document. This is due to the variation order being the last the last step in the entire process once everything has been thoroughly scoped out. Internal users could select and view the included issues, however external contractors could see the reference link but not access and view what these issues were about.

Now in UniPhi 15, a "Hide Output" checkbox, which is automatically ticked as part of the template,  hides any links from the final PDF documents that are sent to external parties. 

Hide Output Checkbox

This helps avoid any future confusion created whilst generating the document and when the document is finalized and created, the way that information is shared is two-fold.

First, if you have access to UniPhi, you can access document information by just viewing the document as html in your browser. From this view you can "'Show Hidden" fields to view the internal references, as well as mask them once done.

Contract Variation with Fields Hidden
Contract Variation with Hidden Fields Shown
From there you can sign it off, email it and send the document to the contractor. Once emailed, it will be sent as a PDF with your company letterhead and so what we've done in UniPhi 15, is take advantage of this difference.

When rendered to PDF those internal references won't be there so that people who don't have access to UniPhi won't be confused by links they can't view.

Variation Order as a PDF

This means people with access to UniPhi can see the whole audit trail around that particular issues and the emails that have come and gone over time, but those who don't won't see those internal references but will still receive the document instructing them on what to do. 

 

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