Documents

Audience: Document Managers, Document Administrators

Documents is where all live documents within EQMS are stored. From here you can search through and subsequently manage documents in the system. The documents you can view in the list will be dependant upon your permissions.

Management of multiple documents can be achieved through the use of bulk actions including bulk notifications for users and the ability to set review dates for multiple documents.

Document list

To view the documents list:

Navigate to Home > Documents > Documents. You should be presented with a screen similar to the one shown here:

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Select any document from the list to view the document details

Standard list screen filters and Export available.

Actions

You can perform multiple actions from the document list screen by selecting the appropriate option at the top of the list.

Those options are:

Option	Description
Create	Select this to create a record for a new document
New Batch Upload	Select this to upload multiple documents in one batch
Export	Select this to export the list screen as a table

Bulk Actions

Additionally, there are also some actions that can be performed in bulk.

Those actions are:

Option	Description
Notify Users	Select multiple documents to notify a group of users or individual users of, these notifications can require an acknowledgement if required
Set Review Dates	Select multiple documents to set/adjust their review dates to a singular date

List Functions

Selecting the options icon [] at the end of each row will reveal how you can interact with the record.

For document records, the options are:

Option	Description
View document	Select to view the document details screen
Edit document	Select to enter the document details edit screen

Document details

To view the details for a document record:

Navigate to Home > Documents > Documents
Select View document from the options dropdown []

You will be presented with a screen similar to below:

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The details screen will list all key details to do with the document including its status, document type, issue date and version.

Furthermore, the last date the record had been edited can be viewed along with the name of the editor.

To download the original file:

Select ‘Download original file’ from the dropdown options icon in the top right

To view the current version of the document:

Select the 'selected file' option from the document details area

Note:

The details screen is read only and all fields should be greyed out.
Select the edit icon in the top right to access the edit details screen

Detail screen functions

If you have the correct permissions the following option will be available to you in the top right:

Icon	Title	Description
	Edit	Allows you to access the edit details screen

Edit document record

To edit an existing document record:

Navigate to Home > Documents > Documents
1. Select the document from the documents list screen
2. Select Edit from the options dropdown []

This should present you with the Edit document details screen, similar to the one shown here:

[click image to expand]

Edit Permissions

Documents can be restricted so that only users within a defined group can view, edit or delete this document.

If you wish to remove any already applied permissions to the document either:

Un-tick the Restrict check box, disabling any permissions you may have applied and leave the document unrestricted
Select the remove icon next to the groups you wish to remove from the permitted list of groups

To restrict the document

Tick the Restrict check box in the Restrict permissions box in the right hand side column of the screen.

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Select Select. This will present you with a Select group modal similar to below:

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Use the Select group modal to find the required group(s)
Once located, check the box in the far left of the suitable row(s)
Select confirm to associate the groups to the document
Once a group is selected decide what permissions they will have:

Option	Description
Viewer	Can only view the document
Editor	Can edit this document
Editor with delete	Has the ability to edit this document and delete it
Administrator	Can do anything to this document completely unrestricted

If the group does not exist, you can:

Select Create. A create new group panel will slide into view, similar to below:

[click image to expand]

Follow the instructions here to create the new group

Note:

Permissions apply. If you do not have permission to create new groups, the Create option will not be available to you

Edit Notifications

Documents can generate notifications when a new version goes live. These notifications are sent to groups of users.

To add a notification group:

Select Select under the notifications section on the record. This will present you with a select group modal similar to below

[click image to expand]

Use the Select group modal (standard list screen filters apply) to find the required group(s)
Once located, check the box in the far left of the suitable row(s)
Select confirm to associate the groups to the document

If you require users to acknowledge receipt of the document tick the ‘Notification requires acknowledgement’ check box

If the group does not exist, you can:

Select Create. A create new group panel will slide into view, similar to below:

[click image to expand]

Follow the instructions here to create the new group

To remove any notification groups:

Select the remove icon [] next to the groups you wish to remove from the permitted list of groups

Link to Structure

If the document has a status of 'Link to structure' it means that the document is Live but, is not visible via the Navigator. To link the document to the structure via the Document details screen, follow the instructions below.

Note:

If you have uploaded via Navigator, the link to the structure will already be included in the details.
You can have more than one link to Navigator folders

Select Select under Navigation folders in the edit document details screen. This will present you with a select folder module, similar to below:

Within this modal, navigate through the folder structure to where you wish your document to be placed
Check the box in the far left of the folder you wish to place your document under

Tip:

You can select multiple folders for where you wish your document to be placed. When the document is updated, it will be updated in all locations in the navigator

Once you have decided upon the documents navigator location, select confirm to add this to the document record

Once you are happy with all of the details provided with this record, select Save to save the record and complete the upload.

Document Functions

Selecting the drop down icon [] in the top right of the document details screen reveals additional functionality in association with that document.

Option	Description
New Version	Select this to upload a new version of the document
Download Original File	Select this to download the first version of the document when it first entered the system
Download	Download a read only pdf copy of the document Note: .pdf is not available for all file types
Check Out/Check In	Select this to check the document out to edit. To check back in you will be required to supply a new document version.
Delete	Selecting this will archive this document
Document Audit Trail	Select this to view the audit trail (all details of modifications to the record since its creation)
Comment	Leave a comment in the Activity feed for the record
Share link	Generates a unique share URL for the document
Report	Generates a full details report for the document including activity, changes and version history.