With the Show Document field type, relevant documents can be easily linked to form fields, ensuring that the right information is available at the right place in every workflow. The feature automatically fetches the latest published version of each document, providing users with up-to-date instructions, procedures, or controlled documents relevant to the current case.
Each field can be linked to a single document, and you can add multiple Show Document fields to reference several documents in the same form. This allows, for example, a quality manual, work instructions, and safety data sheets to be accessible within the same case flow. The solution ensures that all document versions remain current and fully traceable, resulting in more efficient case management and reducing the risk of errors or outdated information within deviations, improvement proposals, or other workflows.
How to reference a document in a form
Note:
To add a document reference, you must have permission to edit the form and access both the documents module and the specific document. Users with form editing rights can always add the Show Document field type, but if access to the documents module is missing, the message Your profile lacks access to Documents will be displayed and you will be unable to link any document.
Navigate to the form where you want to add a document reference by going to Case Management » Settings and selecting the relevant form. In the form builder:
- Drag a Show Document field from the toolbox on the right and drop it at the desired location in your form.
- The field is initially empty and not linked to any document, so a dash will appear in the field.
- Click Choose Document in the right-hand menu to open the search dialog. Find and choose the document you wish to reference.
- The field will update with a green button: Open Document.
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The field does not automatically display the name of the linked document. To ensure clarity, it is recommended to include the document’s name or a descriptive label in the field title.
Tip: If you want to provide more detail about the document’s content than can fit in the field title, consider using a text field alongside a group. This allows you to clearly describe the document’s purpose and explain why users should review it.
How to use the Show Document field type
With the Show Document field type, users can quickly access and read documents linked to a specific case. When the Open Document button is clicked, the document appears in a separate popup window, allowing users to review the content without leaving the case. This functionality is available in both read and edit modes, providing seamless access to instructions, guidelines, or other relevant files while enabling users to continue their work immediately after closing the window.
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The feature is designed for fast access to the latest version of each document and to maintain robust traceability, but documents can only be viewed directly from the case—administrative actions such as editing or read receipts are not supported in this view.
Document Access Permissions
As with the Documents module, users must have the appropriate permissions to open a linked document. If access is denied, the message You do not have permission to see this document will appear when attempting to open it. If the document has been archived or deleted, the message This document has been deleted and does not exists anymore will be displayed.
Good to know:
- Only the following types of links are clickable in documents opened from a case using the Show Document field type:
- Links to other documents in AM System or to other pages within a bundle.
- External links to internet websites.
- You cannot reference documents in forms shared via public registration or in cases that have been shared publicly. In these instances, the Show Document field appears as a greyed-out, non-clickable button, meaning users cannot access the linked document.
Tip: You can use the Access function to completely hide the field for public registration forms or when a case is shared publicly, if needed. - The Show Document field type cannot be used in searches, either in standard search or in Query Builder.