Please refer to Uploading and viewing documents for the basics. The article below goes into further depth on some of the details relevant for administrators.
Managing documents in Workplace
Documents are created or uploaded via multiple options:
Uploaded by a user from within an object (for instance a photo or PDF within a request)
Uploaded by a user directly within the document module as a stand alone document
Automatically generate by the system (for instance certain import log files or the invoice document that gets automatically generated in outgoing invoices)
When a document is created or uploaded this is done in a certain document category (allowing for all the benefits that categories have). By default, Workplace management has a pre-defined set of categories. In most cases the category is automatically determined. For instance, a document uploaded in the context of a contract, automatically get the ‘Contract document’ category.
It is possible to upload a document without storing it in a folder. This is for example common when uploading a document to a request, reservation, or perhaps a work order. In this case the document is linked that specific object.
General document search via navigation menu
All document that are uploaded in Workplace Management (Either within the context of an object, created as a stand alone document or automatically generated by the system), can be found in the Documents module via the navigation menu:
This navigation menu option is only visible to administrators and users with the system group: 4. Document manager (FMB-G067)
Using Document Folders
It is also possible to store these documents in a specific document folder. These folders work similar as the document folders on a computer.
Document folders are found in two places:
In the menu option DOCUMENTS > Documents > press the ‘Folder’ button in the document include.
In the context of some types of objects, for example:
Nagivation menu option Buildings > Buildings > open a building > Documents tab > press the ‘Folder’ button in the document include.
Navigation menu option ASSETS > Assets > open an asset > Documents tab > press the ‘Folder’ button in the document include.
Creating or editing document folders
Document folders can be created and edited by administrators and users with the system group 1: create document folders:
Navigate to a folder page (see steps in the section above).
Determine on what hierarchical level the folder should be created. The new folder is always a child of the folder you’ve selected. For example:
Select “Document” (Grey rectangle around the text) to create the folder at the highest level. See screenshot.
When you want to create a sub-folder, make sure to select the folder under which the new folder needs to be created. If you select ‘Logos’, the new folder will be created as a child of the ‘Logos’ folder
Press the plus icon on the top right.
Press New to create a new folder. Or Edit to edit the folder.
When you want to ‘move’ an existing folder you can press ‘edit’ as described above. In the folder settings you can change the parent folder using the ‘Parent’ setting.
Adding documents to folders
There are two ways to to add documents to folder:
Upload a document directly into a folder. This is described in the Uploading and viewing documents article.
Add a document to a folder after it was uploaded. For this there are two ways:
Navigate to the folder to where you to move the document > press ‘the assign document to folder’ button on the top right > look up the document
Open the document > press ‘Move to’ function button > search folder > select a folder using the checkbox > Ok . Note: by default this function button is hidden.
Document versions
When creating a document in Workplace, it receives a unique reference number and is created as version 1.0
It is possible to upload a new version of the same document. This is for example the preferred way for templates (as the link to other objects remains in tact)
To create a new version of an existing document:
open the document
press ‘Upload’ button
upload a new version of the document
Via the client setting 'Version numbering' you can determine the version numbering. The default is 1.1, 1.2, 1.3, etc.
Workplace makes sure that the latest version (unless specified otherwise) is set as active version.
By deleting the latest version, Workplace automatically uses the newest version uploaded in the document.
Old version can be viewed in the ‘Versions’ tab.