How to Locate, Access, and Edit Documents in netLex

🎯 Objective

This article will guide you on how to access and locate your documents in netLex, explaining the powerful search and filter tools available, and offering solutions for when you cannot find a document.

This article contains the following sections:

• Where can I find my documents?
• Search and Filter Options
• Accessing and Editing your Document
• I can't find or edit my document: what could have happened?

💡 Where can I find my documents?

On the "Documents" page, you will find a complete list of all documents to which you have access on the platform. Each generated document may be in different statuses, such as:

• Still as a "draft", if you haven't finished filling out the questionnaire. In this case, you can go back directly to where you left off and finish it. Only the author of the draft has access to it; the document only becomes available for management once the questionnaire is completed.
• In progress, if the document is submitted to a workflow (approval flow) and there are still steps to be approved. In this case, the current stage of the document will be shown in the status column.
• Finished, if all workflow steps have already been approved or if the document is not submitted to any approval flow. This doesn't mean there's nothing left to be done with the document. At this point, we can move on to its lifecycle management!
• Canceled, when the user decides to cancel the document within the flow.

It is also possible to locate documents according to the folders and subfolders of the template they belong to.
 

🔍 Search and Filter Options

To speed up the localization of your documents, netLex offers several search and filter options, redesigned to be more intuitive and practical.

 

Click here to read the article: Properties Filter in Activities and Documents

Click here to read the article: New Filters Layout in Documents

✍️ Accessing and Editing your Document

When you find the desired document, click on it to access its management screen. On this screen, you can view the document and perform edits, according to your access profile and workflow settings.

🔍 I can't find or edit my document: what could have happened?

If you are having trouble finding or editing a document, the following situations may have occurred:

• Access Profile: You may be involved in the document (for example, as the person responsible for an activity), which makes it visible in your "Activities", but you may not have permission to access it directly through the "Documents" screen. Permissions to access folders and documents are controlled by the system administrator. 
  
  Additionally, the document may have been placed in a folder to which you do not have viewing or editing access. Document functionalities are restricted by folder permissions.
   
• Check the Trash: The document may have been deleted. To check, click on the "Trash" icon in the top or side menu (below the folders) to see if the document is there.
   
• Document in review or signature: If the document is under review or in the signature process, it is usually locked for editing to ensure the integrity of the process.
   
• Stage configuration: The document may have been configured not to allow editing at the current workflow stage.
   

Therefore, the ideal approach is to check the document to analyze if it is available for editing or to request an internal check to see if your user profile can edit or even view documents in the folder where this document is located. We recommend contacting your company's system administrator to verify your access permissions or for help locating specific documents.