Document Repository Users' Guide:
Chapter 3
Editing records

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Getting started

If you have the database permissions to edit records, you should see something like Figure 2 on the Document Repository home page. If you do not have database permissions to edit records, you should not see the Edit option. Contact admin if you believe there is an error. By default you can only edit those records which you own (created).

Figure 2
Editing a record

Edit--Edit or delete an existing document in the Repository. This link will not work.

Click either the tools icon or the words Edit to edit a document record in the database.

 

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Editing a record

To edit a document record in the repository database, perform the following steps:

1. If you know the document ID number you can enter its URL directly ("...index.cgi?action=editdoc&doc_id=nnn" where nnn is the document ID number). Skip ahead to Step 3.
   
   
2. Either use the Search feature to find the document you wish to edit OR use the Browse all documents feature to browse through all documents, and click the word Edit in the Admin Functions column. If you do not have edit permissions to the specified document you will not see the word Edit.
   
   
3. Edit the information for the record. Note that fields in boldface must still be present when the edit is complete or the edit will fail. Refer to Chapter 2, "Adding a record," for details on what each field means.
   
   
4. Click the Submit button to edit the record in the database.
   
   

The document record has been added to the database.

 

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Fixing common errors

There are some common mistakes and errors when editing document records in the repository database. This section discusses them and provides workarounds for them.

Fixing author problems

Some past CT members are no longer in the member database so specifying their login ID may result in seeing an ID instead of a name in the results of a search. To resolve this, contact the web repository administrator and ask that the ex-CT member be added to the exceptions table. You can also check the Ex- and Non-CT members field on the Search page to see if they're listed there, first.

Some current CT members use alternate login ID and email aliases so specifying what you assume is their login ID may result in seeing an ID instead of a name in the results of a search. To resolve this, either correct the login ID to use the same ID as in the Resources database (PSADB) or contact the web repository administrator and ask that the login ID be updated on the record.

Fixing class/subclass problems

If you do not know the class and subclass for your document, please contact the technical writers or your manager for assistance. The following classes and subclasses exist:

	Class C--Client and technical documentation; subclasses are the SPECTRA letters
	Class I--Internal documentation and resources: Subclass C is for code, such as scripts and programs Subclass D is for documentation Subclass H is for HR and Finance documentation Subclass I is for IT documentation Subclass L is for Legal documentation, such as contracts, partnership agreements, LOIs, SOWs, and Schedule A documents Subclass R is for Review-related documentation, such as development plans, member reviews, and manager reviews (MAR, BYB)
	Class M--Marketing and Sales documentation: A is for Advertisement O is for Offering P is for Publication S is for Sales literature X is for other marketing/sales documentation
	Class R--Recruiting documentation: A is for Agency, or documents specific to a particular agency or company C is for Candidate, or documents specific to a particular candidate I is for Internal, or documents internal to CT Recruiting J is for Job description X is for other recruiting documentation
	Class X--Other documentation; subclasses are the SPECTRA letters OR X for Other

Fixing date problems

As of the alpha release of the repository (X2.0.0.8), the date had to be specified in the MM/DD/YYYY format or it would fail with an Oracle error ('Bad date"). Use the MM/DD/YYYY format. (This bug should be fixed by the time we go into production.)

Fixing keyword problems

As of the repository there is no enforcement of the validity of keywords. There should be no keyword problems.

Fixing status problems

The status bits -- specifically, Blessed (B), Frozen (F), and Locked (L) -- define the state of the document record. The following states are legal:

	B=0, F=0, L=0--Document is NEW and not ready for release.
	B=0, F=0, L=1--Document is LOCKED and checked out to the author but is not approved.
	B=0, F=1, L=0--Document is FROZEN and can no longer be changed but was never approved for release.
	B=1, F=0, L=0--Document is APPROVED or released.
	B=1, F=0, L=1--Document is LOCKED and checked out to the author AND APPROVED in its current form.
	B=1, F=1, L=0--Document is FROZEN and can no longer be changed AND was APPROVED for release.

The following states are illegal:

B=0, F=1, L=1; or B=1, F=1, L=1--A document cannot be FROZEN and LOCKED at the same time.

If you have both FROZEN and LOCKED selected you must deselect one (or both) for the document record to be added to the database.

Fixing URL problems

URLs are not forced to preexist. For example, you can specify a URL of http://go.to/hell/you/bozo/ and the database will merrily add it in. It is YOUR responsibility to provide a correct URL for document records you add, and it is possible to add records before the document exists.

URLs may refer to documents that are themselves secured or have limited access. For example, a member's development plan has a specific URL but only that member and his or her management chain have the permissions in the Review database to access it. This is considered a feature, not a bug.

Back to "Contents"

Back to Chapter 2, "Adding records"

On to Chapter 4, "Searching the database"

Back to the repository

Back to CLINK

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