Documents

The document library: letters, reports, contracts and scans kept in one place, labelled so they can be found again, with per-document control over who may view, edit or delete each file.

Where
Menu › Workspace › Documents
Who
All staff can open the library and see what is shared with them. Heads of department, registry and records officers, procurement, clinical staff and asset managers can also add documents; registry and records officers can delete them.
Permissions
view_documents to open it; add_documents (upload), edit_documents (details, tags and sharing), delete_documents, export_documents (download the list as CSV). See Documents permissions.
How-to
Upload and share a document
The library as a registry officer sees it. The test system had no documents yet, so the list is empty.
  1. New document. Opens Create New Document. Only shown if you may add documents.
  2. Tabs. Documents (the library), and the three lists used to label documents: Tags, Correspondents and Document types.
  3. Search. Searches titles, descriptions and the text read from inside the files.
  4. Filters. Tags, correspondent, document type, owner, created between, processing status, and the sort order.
  5. Layout. List, grid (thumbnails) or details view. Your choice is kept.
  6. Document list. Title, Type, Correspondent, Owner, Size, Created and Status. Select a row to open the document.

Screens

Documents
The library: documents shared with you and your units, and the ones you added.
Create New Document
Upload the file (Document Preview, up to 50 MB) and fill in Basic Information, Classification, Visibility & Global Access and Permissions. Ends with Create Document.
A document
Preview of the file, Document Information (Type, Correspondent, Owner, File Size, Created, Modified), tags, comments, and Share › Share by email or Share by link. Opened from the list; the address contains the document's number.
Edit document
The same form as Create, to change details, labels and who has access.
Document tags
Labels used to organise documents. A tag can be added automatically when its text is found in a file.
Correspondents
People and organisations documents come from or go to.
Document types
Kinds of documents, such as letters, invoices or contracts.

Processing status

After a file is uploaded the suite reads it in the background so its text can be searched. The Status column shows how far it has got:

Queued
Waiting its turn.
Processing
Being read now; a progress bar shows how far.
Ready
Finished. The text inside the file can now be found by search.
Failed
The file could not be read. The document is still stored; open it and select Retry Processing. The Documents processing card on the home page turns red while any of yours has failed.

Key fields

Title
Required. The subject of the letter or the name of the report.
Description, Keywords
Optional. Keywords are separated by commas and help search.
Tags, Correspondent, Document Type
Labels chosen from the three lists above.
Public Visibility
Everyone can view this document.
Global View Access, Global Edit Access
Open viewing or editing to everyone, ignoring the lists below.
View, Edit and Delete Permissions
For each: the Users and User Groups (units) allowed to do it. This is how you share a document with a unit.
Share by link / by email
A link to the file for someone outside the suite, with an Expiration date and an optional View once only.

Printed memos, requests and vouchers carry a QR code. Scanning it opens a public check page that confirms the printout is genuine. See Check a printed document.

Depends on

The Documents module being switched on (Settings › Modules). File storage and the background reader must be running on the server; if uploads work but everything stays Queued, tell your ICT administrator.

How do I…

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