Document Maintenance is now Document Search

In the Modern interface of Workflow Modules, the Document Maintenance features previously available in the Classic (Windows) version have been relocated to the Document Search.
This centralized approach streamlines document management and improves visibility into approval workflows.

👤 Default Behavior for Approvers

By default, approvers will only see documents that are part of their assigned approval workflows.
No additional configuration is needed for this standard behavior.

🔐 Granting Additional Document Access

Depending on the user's role and access needs, there are two main ways to expand document visibility beyond default workflow permissions:

📄 Grant Read-Only Access to All Documents (System-Wide View)

To allow a user (approver or non-approver) to view all documents in the system with read-only access:

🔧 Steps:

1. Navigate to: Maintenance > Security

2. Select the role button/function (e.g., Document Search).

3. Under each relevant module, set the visibility to “Show All”.

4. Select the intended user(s) from the list.

5. Click the Add button to apply the permission.

✅ Result: The selected users will now have read-only visibility into all documents across modules.

🔍 Grant Access to Specific Workflows (Without Participating in Approval)

To allow a user to view documents tied to specific workflows they are not assigned to, follow these steps to create an Access Only Level:

1. Go to: Maintenance > Approval Level Maintenance 

2. Choose an unused level (e.g., Level 9 is recommended if available).

3. Set the level title to: Access Only

🔄 Update Organization Workflows to Use the Access Level

1. Navigate to: Maintenance > Organization Workflow

2. Launch the Workflow Wizard.

3. Add the new level (e.g., Level 9) to each relevant workflow.

4. Set the following:

   • GOTO = 9

   • ELSE = 9

✅ Result: Users assigned to the Access Only level will be able to view workflow documents without participating in approvals.