Configuring the Document Control System (DCS) in Plex

The Document Control System (DCS) in Plex is designed to facilitate efficient document management and approval processes. To fully leverage its capabilities, it is essential to configure several key components. This article outlines the recommended configurations for optimizing your DCS setup.

Recommended Configurations

1. Lists of Users for Document Approvers and Champions

Establish lists of users who will serve as document approvers and champions. This ensures that the right individuals are involved in the document review and approval process.

2. Document Groups for Filtering DCS Searches

Create document groups to enhance search capabilities within the DCS. By categorizing documents into groups, users can filter searches more effectively.

3. Document Types for Filtering Searches and Establishing Document Properties

Define document types to categorize documents based on their nature and purpose. This allows for better filtering during searches and helps establish specific document properties.

4. Review Actions for Expired Review Periods

Set up review actions that must occur when a document's review period has elapsed. This ensures that documents are regularly reviewed and maintained for accuracy and relevance.

5. Document Attributes and Attribute Groups for Filtering Searches

Create document attributes and attribute groups to further refine search capabilities. This allows users to filter documents based on specific attributes, enhancing the search experience.

6. Document Control System Security

The DCS provides robust security features to protect sensitive documents. You can secure individual folders and files, ensuring that only authorized users have access. By default, files inherit the security settings of their parent folders, but these can be adjusted as needed.

DCS Permissions

Certain DCS functions require specific permissions, including:

• Delete Documents
• Copy Documents

These permissions work in conjunction with secured actions to maintain document integrity.

Document-Level Security

Document and folder properties represent the most granular level of security within the DCS. For detailed instructions on securing documents and folders, refer to the "Specify Document or Folder Properties" section.

Customer Group Security

Documents shared across a customer group are secured with roles. Ensure that these roles exist in all instances of Plex to facilitate cross-tenant security.

Configuration Steps

Setting Up Document Groups

1. Access the Groups screen.
2. Adjust the search filters and click Search.
3. In the grid, click the linked group name in the Group column.
4. On the Group Detail screen, select the Document Group checkbox.
5. Click OK.

Setting Up Document Types

1. Access the Document Type setup table.
2. Click Add on the Action Bar.
3. Specify a name for the document type and its properties.
4. Click OK.

Setting Up Document Attributes

1. Use the Attribute Category setup table to define categories.
2. Create a list of document attributes using the Attribute setup table.

Setting Up Document Review Actions

1. Access the Doc Review Action setup table.
2. Click Add on the Action Bar.
3. Specify the required review action.

4. Click OK.