PDF Settings and Recreation of old PDFs

There is one thing that needs to be discussed here. We have option to allow admin to set PDF settings for document or a group. So now whenever a PDF is generated, those settings are used.

If we change the settings, they will be used in pdf generation next time. So old documents has PDFs with the old settings as PDFs were created before settings were changed.

So,  do we need to recreate the PDFs of old documents if PDF settings are changed? Two things that we need to decide between:

1. If we are re-creating PDFs, we will have to generate PDFs for all documents to which this settings apply, so more processing (someone unnecessary also)
2. If not, then we won't see pdfs with new settings until a new version is checked in or a new document is added.

Restricting the depth of the Document Group hierarchy

While working on UI, we realized, we need to have some control on the depth of the document group hierarchy to make UI and UX better. We have found out that depth of 2 , i.e. 2 sub groups, is sufficient and in most use case, they are more than enough.

We just wanted to take your opinion about this. What do you think about this?

Front Page Requirements

Front page requirements:

The data requirements for the  front page of the SOP is a combination of organization information to identify the document, Document information, and potentially a watermark. Please see examples of SOP's sent to Kishan


Organization Information:
Organization Name:
Organization Address:
Organization Logo:

Document Group: (Version 2)
Document Group Name
Document Group Logo
Document Group Front Page Template


Document Information Required:
Document Title:
Document No:
Version No:
Date Approved (Effective Date):
Document Owner:
Document Approver: (Note, there may be multiple approvers). Is it possible to put name and signatures of the approvers?
Copy Expiry Date

Version 1: The user can select from a small list of pre-defined fron page templates. The company name and logo will appear on the front page, as per the template definition. The document information will also be formatted according to the template definition.

Version 2: The concept of document groups having the ability to select a template and logo for all document s within that group is that some companies have subdivisions with different names etc. Therfore, while they may want to keep a single document tree, they may want subgroups of that tree to have different names and logo's on the front page of the SOP to identify that division etc.
An extreme example would be General Electric...    They have hundreds of companies within the organization, each with their own name, logo etc.

Thoughts, comments, criticisms welcome :)

Mat

Watermarks in PDFs

Are we going to have watermarks in the PDF that was generated by DocControl? 

Length of Front Header Page

The length of front header page, added in PDF of the document, is just a one page or it can vary depending upon the content. I mean, if we have long list of approvers and all cannot be accommodated in single page, what should happen? 

Thoughts for Version 2 or 3 or 4...: Google Doc integration

Any thoughts on the level of difficulty in adding a Google drive feature-set to a future version of DocControl. Note, this also may work with DropBox......

(1): DocControl Login authentication via Google.

(2) A "Publish to DocControl" widget on Google drive.
1-click send a file of any type to DocControl:
Standard document types would be sent to DocContol in their native format.
Native Google documents would need to be converted to PDF prior to sending. The original Google doc would stay on the drive.  This would create a PDF snapshot that could go through the approval process.  Just like  the upload button in DocControl.

(3): For companies using Google Drive, you could also  publish the approved PDF Controlled Documents in Google drive, under the same folder structure as in DocControl, with appropriate view permissions. Users could then view the approved PDF documents in Google Drive using permissions defined in DocControl.

Does anyone else have ideas for a future version!!!!!!!!!!!!!!!!!!!!!!!!!

Doubts - Re Matt/Kishan/Nrip 's Discussion on PDFs

1. What details will be there in the header page of PDF that was published?

2. What kind of flexibility is to be given to the user for this header page?

3. What is the formatting going to be like?

4. If we are using fixed formatting for the header and if rest of the pages has different formatting, fonts etc, what should happen?

5. What going to be in footer?

6. What are the options available in footer for user?