Upload and organise documents

Upload each contract, licence or certificate once, with the dates that matter. Folders, tags and saved views then keep the library easy to read, and search finds a document by the words inside it.

Before you start

• Documents must be switched on (see Switch on and set up Documents).
• You need the right Upload documents, add versions and links.

Steps

Upload a document

1. Open Documents. The Upload a document form is below the list. You can also choose New → Document.
2. In File, choose the file.
3. Type a Title. Left empty, the file name is used.
4. Pick the Type: Contract, Licence, Insurance, Certificate, ID / visa, Warranty, Procedure, Policy, FAQ or Other.
5. Pick a Folder and the Confidentiality (see Choose who can see a document).
6. Fill in the dates you know: Issued on, Expires on, Review by, and Remind days before if this document needs a different lead time.
7. To link it to a record now, pick the kind in Linked to and type the Record number.
8. Type Tags, separated by commas, for example renewal, dubai.
9. Select Upload. The page says The document is stored.

Make folders

1. Under New folder, type the folder's name.
2. To put it inside another folder, pick that folder in Inside.
3. Select Create folder. Folders go up to six levels deep.

Find a document

1. Pick a saved view at the top: All, Expiring, To review, Mine, Knowledge, Drafts or Archived. Each shows how many documents it holds.
2. Type words in Search titles, tags and text. The start of a word is enough: contr finds "contract".
3. Narrow the list with All folders (or Not in a folder), All types and All tags, then select Search.
4. Open a document by its title. The page shows a Preview, the Versions, Linked records, Details, Share links and the History.

Good to know

• Stored once, encrypted. Each file is encrypted and checked every time it is opened. Every download is recorded.
• Which files are published at once. A file is published when it is uploaded, unless its type is ticked Reviewed before publishing in Settings → Documents: then it waits as a draft until someone approves it (see Write a procedure and get it approved).
• Search reads the text inside PDFs, office documents, text files and pages, in Arabic too. A scanned PDF has no text, so search finds it only by its title, tags and file name; its preview says so.
• The preview of a picture is the picture; of a PDF or office document, its text. Pages of a PDF are not drawn.
• Office documents can be stored and versioned, but no online editor is connected: Open in your editor explains how to download the file, edit it in your own program and upload it as a new version.
• You only see documents you may open; the counts follow the same rule.
• Errors you may meet: file_type, file_too_large, doc_folder.