Assign Document to Document Groups

DataTrak installs with default documents and document groups already created. However, you do have the ability to create document groups and edit existing document groups. The Assign Document to Document Group program lets you specify to which document group, a document should be assigned. Furthermore, you can assign the same document to more than one document group. After you finish assigning documents to document groups, you will then need to assign documents to user groups.

Add Assignment

Complete the following steps to assign a document to a document group.

1. Login to DataTrak as "admin".

2. Click the Maintenance button on the DataTrak menu. The system will display the maintenance screen.

3. Click Assign Document to Document group in the Maintenance Library.

4. The right browser pane displays the Assign Document to Document Group maintenance form.
   

5. Select the document group from the dropdown list and then click the button.

6. The Available Documents window displays all existing documents that are not currently assigned to the displayed document group. The Assigned Documents window displays all documents currently assigned to the document group.

7. To assign a document to a document group, click the document in the Available Documents window to highlight it. You can highlight multiple documents by pressing the Ctrl key and clicking each document you want to add.

8. After you've highlighted the documents, click the button to assign the documents to the document group. The system removes the documents from the Available Documents list and displays them in the Assigned Documents list.

9. After you've assigned all documents, to the selected group click the button to save the changes. After you have submitted your changes to the database, you can then select a different document group and make document assignments to it.

10. After you finish assigning documents to document groups, you will then need to assign the documents to user groups.

Remove Assignment

Complete the following steps to remove a document from a document group. Any document you remove from the group is still available for assignment to another group or to the original group.

1. Login to DataTrak as "admin".

2. Click the Maintenance button on the DataTrak menu. The system will display the maintenance screen.

3. Click Assign Document to Document Group in the Maintenance Library.

4. The right browser pane displays the Assign Document to Document Group maintenance form.

5. Select the document group from the dropdown list and then click the button.

6. The Available Documents window displays all existing documents that are not currently assigned to the displayed document group. The Assigned Documents window displays all documents currently assigned to the document group.

7. To remove a document assignment, click the document in the Assigned Documents window to highlight it. You can highlight multiple documents by pressing the Ctrl key and clicking each document that you want to remove from the group.

8. After you've highlighted the documents, click the button to remove the documents from the document group. The system removes the documents from the Assigned Documents list and displays them in the Available Documents list.

9. After you finish making changes to the selected group, click the button to save the changes. After you have submitted your changes to the database, you can then select and make changes to a different document group.