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Question
Documents: Creating User Defined Fields that are bound at the revision level
Hi!
I am trying to create a method of tracking regulatory reporting requirements for changes made to documents. For context, I am using the Windows desktop client version 7.6.0.0. I started by testing out customizing a user defined field via custom fields & managed lists that lists the different types of regulatory reporting that may be required with a document update.
The problem I ran into with this is that changes made to the user defined field were bound at the document level, so when I changed the reporting requirement for a new revision, it changed previous revisions as well, which causes a problem when we are pulling lists of document changes for our annual report and a document has updated multiple times within a year.
We have that “Change Attachments” field that is bound at the revision level, however that only allows document uploads (as far as I’m aware).
Is there a way that I can change a user defined field to be bound at the revision level instead of at the document level?
Thanks!
+3Hi Rachel,
Great question! You’re absolutely correct that most document-level fields in IQM are designed to carry forward across revisions, which can make tracking revision-specific details challenging.
Unfortunately, user-defined fields are bound at the document level and cannot be changed to revision-level binding. However, there are a few options you can leverage to capture regulatory reporting requirements at the revision level:
-
Change Details
Use the Change Details text box to include notes about the regulatory reporting requirement for each revision. This field is revision-specific and will remain tied to that version. -
Change Requests
Create a Change Request for each regulatory requirement. Each request is linked to the revision it was raised against and includes implementation details, making it easier to report later. -
Attachments
While not as easily reportable, you can attach a supplemental document to the revision record that outlines the regulatory changes. This provides an auditable trail even if it’s not as structured for reporting.
If reporting is a key requirement, the Change Request option tends to offer the most flexibility for tracking and reporting across multiple revisions.
Let me know if this helps, thanks for posting!
-Cody
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