Difficulty: novice
Content
Learning Objectives
After reading this article you will be able to:
Tell the difference between document categories and document folders.
Make use of the document management system.
Have you read: Uploading and viewing documents? The article below repeats some of the information from that article and goes into further depth.
Managing documents in Workplace
All document that are uploaded in, and created by the system are found in the DOCUMENTS module. When a document is created or uploaded this is done in a certain document category (allowing for all the benefits that categories have). It is also possible to store these documents in a specific document folder. These folders work the same as the document folders you have on your computer. By managing the access rights on document category level and or document folder level, we can make sure documents are available for the correct users.
Document folders and access
Document folders in Workplace are comparable to document folders that you use to store your documents in on your computer.
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.
Where do I find document folders
Document folders are found in three places:
In the menu option DOCUMENTS > Documents > press the ‘Folder’ button in the document include.
In the context of an object, for example:
menu option PROPERTIES > Properties > open a property > Documents tab > press the ‘Folder’ button in the document include.
menu option ASSETS > Assets > open an asset > Documents tab > press the ‘Folder’ button in the document include.
Custom/ baseline specific pages or menu options
Creating or editing 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.
Setting the access to a folder
Select the folder you wish to set the access rights on;
Press the Edit icon on the top right (hidden behind/ next to the '+' symbol);
Press the Folder icon (top right) with the help text ‘Access to folder’;
This will set the access right on the folder level.
Document categories and access
Even though it is possible to upload documents without using the document folder system, it is not possible to upload documents without having access to document categories.
If no category is/ can be specified when uploading a document, Workplace decides the category.
When uploading a document to a request, the category will be set to ‘Request document’.
When uploading a document via DOCUMENT > Document, the default category could for example be ‘Document’. If a user is allowed to change the document category, a pulldown to change the category is available.
Workplace is using document categories to manage access rights to documents. It is likely that not all users should have access to all documents in the environment. By storing documents in explicit categories, access rights can be set on the objects within the document category.
Access to the document categories
A document category is created in the same way as any other category in Workplace. Please read /wiki/spaces/KB/pages/93913144 to see how to set up, edit, and delete a category.
Acces rules for documents
Access to the category decides if a user has acces to a document.
However, to be able to view a document the user needs a way to find it (e.g. via a menuoption, folder, or report).
A folder can store multiple documents that have different categories.
A document can be linked to one or more folders.
If a user has access to the category of a document, but not to the folder, the document:
cannot be viewed via that specific folder;
can be viewed via a folder that the user does have access to;
can be viewed via other way, such as: via the document search in the navigationMenu (DOCUMENTS > Documents) or a report.
To find the categories on documents:
Navigate to Documents in the navigation menu;
Click on Documents;
Click on the Folder icon (top right corner).
By adjusting the access rights to the content inside an explicit category, it is possible to control which user groups have access to the documents in this category. Again, please read /wiki/spaces/KB/pages/93913144 to learn more about how to configure this feature.
When uploading a document in the environment, it is (often) possible to change the category of the document.
Version control
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.
Document settings on the environment
Below are the most commonly used settings on documents.
To access these settings:
press the Client settings button on your startBoard
Click on the Documents tab.
By hovering over the settings for a few seconds, the explanation of the settings are presented.
Summary
Exercise
- Create a new document folder.
- Create a new document category.
- Store a document in both your new document folder and document category.
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