Keyword

Keyword is an important tool for document automation

• How keywords help you automate documents
• Where keywords can be used everywhere
  • Methodology content
  • Documents created according to a template
• How to define keywords
  • Keyword types
• Good to know
  • Keyword rights

Keywords allow you to automatically add keywords in documents of various kinds.

Keyword examples:

• Project name
• Document author name
• Methodology name
• Document origination date

How keywords help you automate documents

Because keywords are defined at the level of a methodology, project (subordinate project) or area, you can easily pre-fill forms, plans and other regularly created documents. Names, dates, responsible staff and other default values are automatically filled in by the system when a document is created.

Where keywords can be used everywhere

Methodology content

You can use general keywords and keywords valid in a given methodology directly in the methodology documents. You can use a keyword instead of the name of the methodology to which it belongs, for example, in a directive

Documents created according to a template

For documents generated from the methodology - plans, protocols - it is possible to use keywords defined by the methodology from which the template comes. However, the keywords used for this case allow to refer to both the values set by the methodology and the project into which the document is created. Thus, for example, for a new project document it is possible to use keywords with the content given in the project (typically the name of the project, the name of the project manager, etc.)

How to define keywords

Keywords are part of the methodology, so the methodology is necessary for their use. Some keywords are transferred to the area / project where it is possible to define a value. But even in this case, they are words defined in the methodology

Keyword types

Within the methodology, keywords are defined that:

• Apply directly to documents in the methodology (e.g. date of approval)
• Apply to a document created according to the methodology model based on a value in the methodology.
• Transfer to the area or project where it is possible to set their value. Apply to a document at the time of creation of a document with values valid within the area/project.

Good to know

Keyword rights

The right to define keywords is linked to the methodology, so the permission of the methodology editor is required. Typically, this will be the quality manager.

The use of keywords takes place in the background and does not require any rights. It is of course necessary to have the right to perform the operation in which they are used - e.g. create project plan, but it is not necessary to have the right to work with keywords that are used in the template plans.

Keywords can be used for documents that use both markdown and HTML templates. In both cases, the same notation is used, i.e. {@}.