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nextpage user guide tracking
TRACKING DOCUMENTS
By default, NextPage® tracks all documents. However, your administrator can configure the application to give you the ability to opt out of tracking certain documents. If your administrator has not provided this ability, then not all of the options described in this section will be available.
Tracking new documents
Tracking begins the first time you save a document. When you start a new document in Word, for example, and click Save, you’ll see the same Save As window as you always do. You can choose a location and file name the way you do today. When you click the Save button, however, another dialog box will appear.
This dialog will prompt you to provide a classification for the document. By default, the dialog will automatically be set to the last classification used. You can select a different classification from the drop-down list if you want to change the classification. If the appropriate classification isn’t listed, you have two options (both are optional NextPage features and must be requested to be supported for your organization):
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You can select Unclassified from the drop-down list. This represents the documents you have created but are not yet ready to classify. At some later point you can reclassify the document to a classification.
- You can click the Add button to create a new classification. Note that this classification will be known only to you. Even if other users create classifications with the same name, each classification will be known only to the member who created it. If you click on "Add" you will see the following dialog:
You can now add a classification for the document, click OK, and the document will now have a classification personal to you.
After the document receives its classification, you can continue editing and saving the document with no interruption from NextPage.
NextPage accounts for the possibility that when you save a file under a new name, your intent might be to start a brand new document thread. Each time you do so, you can track the new file as either a new version in the same document thread or the first version of a new thread. For example, if you’re writing a proposal and getting feedback from different team members, it would probably be a good idea to have NextPage track all of the different copies as new versions of the same thread. If, however, you were creating a monthly report that used an existing document for its layout and template, but included new data, you’d probably want to save that file as the first version of a new thread.
By default, the software will prompt you to make this choice each time you save the document under a new name.
