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Records Administration

As an administrator, you have rights that override the usual ownership rules. This function allows you to intervene on any document to correct, modify, or delete data, thus ensuring system quality and integrity.

Principles​

Administrator Rights​

Administrators benefit from extended privileges:

Read Rights:

  • Access to all documents, even confidential ones
  • Consultation of all forms
  • Complete view of history

Write Rights:

  • Modification of any document
  • Correction even during validation
  • Unlocking of locked documents

Delete Rights:

  • Deletion of test documents
  • Cleanup of duplicates
  • Purging of obsolete data

Responsibility​

These powers come with responsibilities:

Traceability:

  • All actions are recorded in logs
  • Administrator identity is preserved
  • No action is anonymous

Justification:

  • Document your interventions
  • Communicate with document owners
  • Keep evidence of requests

Caution:

  • Verify before modifying
  • Back up if necessary
  • Test on non-critical data first

Accessing Documents​

Global View​

Access Path: Menu Documents > All documents

Global view of all documents

This view displays all documents in the application, all types combined:

  • Validated documents
  • Drafts
  • Documents under validation
  • Closed documents
  • Archived documents

Global Search Bar: At the top of the screen

Features:

  • Full text search (title, reference, content)
  • Search in attachments
  • Filtering by document type
  • Filtering by author, department, date

Operators:

  • Exact search: "term in quotes"
  • Multiple terms search: term1 term2
  • Exclusion: -term

Advanced Filters​

Access: Funnel icon in lists

Available Criteria:

  • Document Type: Source form
  • Status: Draft, In Progress, Validated, Closed
  • Author: Document creator
  • Department: Department affiliation
  • Dates: Creation, modification, validation
  • Business Fields: Priority, responsible person, etc.

Combinations:

  • Apply multiple filters simultaneously
  • Save your frequent combinations in custom views
  • Export filtered results

Modifying a Document​

Standard Modification​

Procedure:

  1. Locate the document (search or list)
  2. Click to open the record
  3. Click Edit (pencil icon)
  4. Make the necessary modifications
  5. Save

Impact:

  • Modification date is updated
  • Modification author is recorded (you)
  • New history is created

Forced Modification​

Context: Document locked by a workflow or another user

Procedure:

  1. Open the document
  2. System may display a warning (document locked)
  3. As administrator, you have the Edit anyway button
  4. Make your modifications
  5. Save

Precautions:

  • Check why the document is locked
  • Communicate with the concerned user if possible
  • Document the reason for intervention

Correction During Workflow​

Context: A document is under validation but contains a blocking error

Procedure:

  1. Open the document
  2. Click Edit
  3. Correct the error (e.g., forgotten mandatory field)
  4. Save
  5. Workflow resumes automatically

Communication:

  • Inform the validator of the correction
  • Inform the document author
  • Document the intervention in comments

Workflow Unblocking​

Context: A workflow is blocked (absent validator, technical error)

Tools:

  • AdminTools > Workflow Debug: Identify workflow state
  • Responsible person modification: Reassign the task
  • Force step: Manually move to next step (with caution)

Procedure:

  1. Identify the cause of blocking
  2. Determine appropriate action
  3. Document the intervention
  4. Perform the action
  5. Verify that workflow resumes

Deleting Documents​

Simple Deletion​

Procedure:

  1. Select one or more documents (checkboxes)
  2. Click Actions > Delete document(s)
  3. Confirm deletion

Effect:

  • Document is moved to trash
  • Remains recoverable for a defined period
  • No longer appears in standard lists

Mass Deletion​

Context: Cleanup of test documents, purging of old drafts

Procedure:

  1. Create a filtered view (e.g., "Drafts > 1 year")
  2. Select all documents (header checkbox)
  3. Actions > Delete
  4. Confirm

Precautions:

  • Carefully verify filters
  • Export list before deletion (safety)
  • Perform in batches (100-200 documents max)
  • Check trash after

Permanent Deletion​

Context: Trash purging, irreversible deletion

Procedure:

  1. Access Administration > Trash
  2. Select documents to permanently delete
  3. Purge
  4. Confirm

Warning:

  • Irreversible action
  • No recovery possible
  • Reserve for test or obsolete data
  • Respect regulations (GDPR, legal retention periods)

Use Cases​

Case 1: Correcting Data Entry Error​

Situation: A user created an NC with an erroneous reference already validated by their supervisor

Action:

  1. Search for NC by reference
  2. Open the record
  3. Edit (despite "Validated" status)
  4. Correct the reference
  5. Add comment: "Administrative correction - erroneous reference"
  6. Save
  7. Send email to author and validator

Result: Document corrected, traceability preserved

Case 2: Workflow Unblocking​

Situation: A document awaits validation from Quality Manager on leave without delegation

Action:

  1. Open the document
  2. Identify blocked step
  3. AdminTools > Workflow Debug: Check state
  4. Option 1: Reassign task to substitute
    • Modify "Responsible" field
    • Workflow updates
  5. Option 2: Validate on behalf of Manager (if authorized)
    • Add comment justifying intervention
  6. Inform author and Manager upon return

Result: Workflow unblocked, continuity ensured

Case 3: Cleaning Test Documents​

Situation: After training, 50 test documents pollute the application

Action:

  1. Create filtered view:
    • Author = "FormationTest"
    • Creation date = "Training date"
  2. Verify list (50 documents)
  3. Export list (safety)
  4. Select all documents
  5. Actions > Delete
  6. Check trash
  7. Purge immediately (valueless documents)

Result: Application cleaned, production data preserved

Case 4: Affiliation Correction​

Situation: 10 documents were created in wrong department due to AD synchronization error

Action:

  1. Create filtered view:
    • Department = "Wrong department"
    • Creation date = "Error date"
  2. Open each document (or use mass modification if available)
  3. Correct "Department" field
  4. Save
  5. Check access rights (new department inheritance)

Result: Documents correctly affiliated, accurate reporting

Case 5: Recovering Erroneously Deleted Document​

Situation: A user accidentally deleted an important procedure

Action:

  1. Access Administration > Trash
  2. Filter by author and date
  3. Locate the procedure
  4. Select document
  5. Restore
  6. Verify document is back to original location
  7. Inform user

Result: Document recovered, no data loss

Complementary Tools​

Log Journal​

Access: Administration Tools > Log Journal

Usage:

  • Identify who modified what and when
  • Trace administrative interventions
  • Audit sensitive actions

Filters:

  • Action: Creation, Modification, Deletion
  • User: Administrator name
  • Reference: Document number
  • Period: Date range

Document History​

Access: History tab in each record

Information:

  • All modifications made
  • Author of each modification
  • Precise date and time
  • Before/after values (if available)

Usage:

  • Understand document evolution
  • Identify introduced error
  • Justify intervention

Workflow Debug​

Access: AdminTools > Workflow Debug

Functions:

  • Visualize current workflow state
  • Identify blockages
  • Force step progression (with caution)
  • Reassign task

Best Practices​

Intervention​

Before:

  • Verify intervention necessity
  • Identify least invasive solution
  • Communicate with stakeholders if possible
  • Back up or export critical data

During:

  • Document each action (comments)
  • Verify modifications before saving
  • Test on similar document if uncertain

After:

  • Verify problem is resolved
  • Inform concerned users
  • Document intervention in register
  • Analyze cause to prevent recurrence

Traceability​

Comments:

  • Always add comment during administrative modification
  • Explain intervention reason
  • Mention request origin if applicable

Documentation:

  • Keep register of major interventions
  • Note context, action, result
  • Keep evidence of requests (emails)

Security​

Limited Rights:

  • Limit number of administrators
  • Assign rights according to actual needs
  • Review authorizations periodically

Audit:

  • Regularly consult administration logs
  • Identify abnormal patterns
  • Train administrators in best practices

Training​

Administrators​

Required Skills:

  • Deep knowledge of application
  • Understanding of workflows
  • Rigor and sense of responsibility
  • Ability to document

Initial Training:

  • Complete tour of administration features
  • Supervised practical cases
  • Procedure documentation
  • Testing on training environment

Continuing Education:

  • Review of best practices (annual)
  • Experience sharing among administrators
  • Updates on new features

Users​

Communication:

  • Explain administrator role
  • Indicate how to request intervention
  • Reassure about traceability and security

Support​

For complex cases or interventions on critical data, don't hesitate to contact Avanteam support before acting. Prevention is better than cure.