All of the tasks outlined in this guide will require visibility of documents. Additional permissions will be outlined for each task. The examples shown here can be found on the customer training site.
- Document Folders
- Moving Documents
- Reporting on Documents
- Archiving and Deleting Documents
Document folders are used to provide a directory structure to your Documents list. Folders can be nested and can contain Documents of all types.
Viewing the Documents Directory
To view your Document folders click on the 'Go To..' menu and select 'More' then 'Documents Browse'.
Here, like other Browse pages, you can view the Documents and folders in their directory structures:
To view a Document or Document Folder notebook click on the name of the item in the list.
Creating Document Folders
This task will require the Create Documents permission.
To create a new folder, click on the 'Documents' page title and select '+ New Folder':
This will open a modal where you can enter your folders name:
To create a folder within an existing folder simply left-click on the existing folder first to select it and then right-click to open the caret menu:
Here you are are given the option to create a new sub-folder: '+ New sub Folder'.
Moving Documents (and Folders)
This task will require the Create Documents permission.
Once created, Documents and Folders can be moved within the existing directory structure by using the 'Cut' and 'Paste' tools. If a Folder is moved it's full sub-directory is moved.
This example will use three nested folders, but the same actions can also apply to move Documents.
Left-click on the 'Middle Level Folder', then right-click to select 'Cut' from the caret menu.
You can now select a new location to move both the folder and it's contents by either right-clicking a different folder and selecting 'Paste' to move it into another folder:
Or by clicking on the page menu and selecting 'Clear Selection' and then 'Paste' to move it into the root directory:
Reporting on Documents
It is possible to report on Documents using the Reports module in the Classic application. To create a Report and Layout you will need the 'Reports_Create' and 'Report_Layouts_Create' permissions.
Creating Document Reports
- To create a Report first access Classic, and then go to Report Central.
- Click on the 'New..' button at the top-left of the toolbar:
- Next click on the 'New Report' option, selecting 'Admin Reports' and then 'Document Report' in the modal that appears:
- Once you've clicked on 'Documents Report' you'll be taken to the Document Report notebook. For more information on the contents of the Report notebook please see our Classic help.
- To add a filter to your report query go to the 'Document Query' tab, and click on the '+Add Filter..' button.
- This will open the 'Manage Filters' modal where you can select a number of filter types to build your Report. More information on the filters can be found on our Classic help.
There are a number of common filter combinations used for housekeeping:
Document Property Filters
This report will show all items where their most recent review date was on or before 01 September 2017 (two years before the date of writing). This identifies items which aren't being regularly reviewed.
This could also be done using a 'Document Status' filter set to 'Overdue' and/or 'Unknown' to identify documents overdue for review or not scheduled for review at this time.
Document Relationship Filters
It is also possible to filter your documents based on which items they are linked too. This can be done in two ways: selecting specific linked items or looking at a full item type.
To report on Documents linked to Risks for example, select the 'Linked Risks' filter. Next, click on the dots in the box to open the add/remove window.
Next you can choose a specific Risk to report on the Documents linked to the specific Risk:
Or use the double arrows to select all the Risks on your system to report on any Documents linked to any Risks:
Archiving and Deleting Documents
Documents don't have an archived status, but they can be moved out of the main directory by moving them into a folder. If this folders name is prefixed with a 'z' this will move it to the end of the view in the Documents 'Browse' screen. For more information please see the above section Moving Documents (and Folders).
There is no dedicated method of deleting documents as a bulk operation but we do have some other methods to achieve this.
One method is to move the documents that you want to delete into a single folder then deleting the folder so they are deleted as one.
Alternatively, via the Document Browser screen you can select multiple documents at once and delete them all at the same time.
If you are looking to add or remove owners from a document in a bulk action, this can be done via the "ownerships" tab on the user/role profile. To do this navigate to the user or role you wish to be owner of the document then open the "ownership" tab
Next scroll down to the bottom of this page to the "more" section and you will see documents. Clicking on "documents" will allow you to add to documents to the ownership role of that user.
This will bring up a menu of documents with a max of 100 docs shown. If you are looking to add a user across all documents for example, you can use the "select all" option to add 100 at a time.
If you are looking to remove the ownerships from the user, you will need to click the specific ownership shown here
- "Remove owners" will allow you to search for a specific document to remove the ownership form.
- "Remove all" will strip all of that specific ownerships the user or role has