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How to Create a Document Overlay
Who is this article for?Document owners responsible for managing a Document record.
Document owner group membership is needed.
Document overlays are an easy way to display document record information in-line with your document content. This allows you to view key details without having to manually update the document whenever there is a record change in Ideagen Quality Management Cloud.
To make the overlays easier to learn, this article is split into 3 sections so that you can either review the information in sequence or you can jump to the section relevant to what you are doing in Ideagen Quality Management Cloud:
Note: Overlays work on .doc and .docx files. Files created in this format from Microsoft Word 97 and later are supported. As of version 8.6.0 of the application, Excel .xls and .xlsx files are also supported from Microsoft Excel 97 and later.
1. Available Overlay Fields
The below table outlines the Ideagen Quality Management Cloud fields and their respective tags.
| Document Field | Tag |
|---|---|
| Document ID | %document-id% |
| Version | %document-version% |
| Title | %document-title% |
| Issue Date | %document-issue-date% |
| Owner | %document-owner-name% |
| Current Date/Time | %printed-at% |
| Current User | %printed-by% |
| Next Review Date | %document-review-date% |
| Document Expiry Date | %document-expiry-date% |
| Status | %document-status% |
| Workflow Approvers | %approvers% |
| Document Type Title | %document-type-title% |
Note: Document Type Title only supports PDF, DOC, DOCX, XLS and XLSX files.
2. Add an Overlay
To add an overlay to the document:
- Make sure that Document Overlay is enabled for the document type.
- Enter the document tag into your document.
- Save the file.
- Attach the file to a Document record.
- Preview the attachment.
Important Note: Overlays will only work if they have been activated on the document type.