Documents are the individual files that exist within the Library. Pepper Flow assists in the review and approval of these documents by putting them through a job. Each document is a file (ex. PDF, .PNG, .DOC, .MOV) and is assigned its own unique document ID number in Pepper Flow.
- Document card information
- Document ID
- Document status
- Expired documents
- Add a new document
- View a document
- Download a document
Document card information
Document cards in the Library provide general information about each document.
- Document type
- Document name
- Document ID, followed by the Pepper Flow version number in parenthases
- Document status. If a prior approved or expired version exists, a layered green or black status icon will appear. Hover over the icon and click to navigate directly to a prior version; else, clicking on the card by default will load the most recent version of the document.
- Geography
Document ID
The document ID is a unique ID assigned to every document for auditing and tracking purposes. Pepper Flow generates an ID when you start a job. The ID format is configured based on your organization’s requirements.
Document IDs can be found in several areas, including the Viewer and document card.
Document status
A document status lets you know if a document is ready to use. Document statuses appear in several places, including the document card, Viewer, History, and Audit Trail.
| Document status Note: Document status labels may vary depending on your company’s configuration. |
Status definition |
| Draft |
Document has not been approved. Documents are in this status when:
|
| In Review | Document is currently in a job for review |
| Scheduled | Document is approved but has a future Effective Date/Date of First Use. When the date is reached, the document will transition to Approved |
| Approved | Document has completed the review stage and is approved for use. |
| Expired | Document should no longer be used. Documents reach this status when the Expiration Date is reached or it is withdrawn manually before this date. |
| Superseded | Document is no longer approved because a more recent document version is available. |
FDA submissions and document statuses
If your company uses the FDA submissions feature, the statuses of documents that need to be submitted to the FDA will be affected by their submission statuses.
Expired documents
Expired documents are hidden by default in the Library. To display them, expand the filter panel and check Expired among the Document Status options.
When viewing an expired document, the job status for the document's most recent job will appear together with the name of that job at the top of the Viewer.
This sometimes causes confusion among expired documents for one of two reasons:
- The Expiration job status displays as Approved with a green checkmark, but the document itself is no longer Approved for use. In Pepper Flow, in order to withdraw a document ahead of its expiration date, an Expiration job must reach an Approved outcome in order to end the job (like any other job).
- A document reached its Expiration Date and the system updated its status to Expired, however the most recent job it went through was its approval to be used. Thus, the job status displays as Approved with a green checkmark, but the document itself is no longer Approved for use.
To view document status from the Viewer, reference the History.
You can differentiate between a document that reached its Expiration Date and one that went through an Expiration job by referencing the Job name above the job status and confirming Document Status via the History.
Example 1:
For this document, the job type of Expiration is displayed just above the approved job status. This means that the Expiration job reached an approved outcome by the reviewers. Thus, we can conclude the document is Expired by way of Expiration job.
Example 2:
For this document, the job type of Promotional Material is displayed just above the approved job status.
From the History, we are able to see the document status is Expired. For this document, we can conclude the document is Expired by way of reaching its Expiration Date. The specific date can be confirmed by viewing the document Details.
Add a new document
To add a new document in Pepper Flow and have it appear in the Library, you must start a job. You can upload any file type into Pepper Flow. However, only supported file formats can be viewed in the Viewer.
View a document
- Click "Library" in the navigation.
- Click the document card you’d like to view. The document will open in the Viewer.
Download a document
Download from Library
- Click "Library" in the navigation.
- Hover over the thumbnail of the document card you’d like to download.
- Click the ... icon.
- In the dropdown, select "Download".
Download from Viewer
- In the Viewer, click the
download icon in the bottom toolbar. - In the dropdown, select "Download file".
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