Upload and share a document

The Documents library keeps letters, reports, contracts and scans in one place, labelled so they can be found again. This page shows how to add a document, decide who can see it, and share it.

The Documents library

Open Documents from the Workspace group of the menu. You see the documents shared with you and your units, and the ones you added.

The Documents library of a registry officer, before anything has been filed.
  1. New document. Shown only if you are allowed to add documents.
  2. Sections. Documents, and the lists used to label them: Tags, Correspondents and Document types.
  3. Search. Searches titles, descriptions and the text inside the files.
  4. Filters. Narrow by tags, type, correspondent, owner, size, dates and status, and change the sort order.
  5. Layout. List, grid (thumbnails) or details view.

If you do not see New document, ask your registry or records office to file the document for you.

Add a document

  1. Select New document. The Create New Document page opens.
  2. Choose the file. Under Document Preview, select Click to upload or drag and drop, or drop the file on the box. PDF, Word and images work best; the limit is 50 MB. The file is sent only when you save.
  3. Give it a title (required) and, if useful, a Description and Keywords (comma-separated).
  4. Classify it under Classification: Tags, the Correspondent (who it came from or went to) and the Document Type.
  5. Choose who can see it (see below).
  6. Select Create Document. The file uploads and you return to the library.
Adding a document.
  1. Title. Required. Use the letter’s subject or the report’s name.
  2. Classification. Tags, correspondent and document type.
  3. Visibility & Global Access. Public, or open to everyone to view or edit.
  4. The file. Select or drop it here.
  5. Create Document. Uploads the file and saves the details.

After saving, the suite reads the file in the background so its text can be searched. The status in the list goes Queued, Processing, then Ready. If it shows Failed, open the document and select Retry Processing.

Types, tags and correspondents

Document type
What kind of document it is: letter, contract, report, invoice.
Tags
Free labels for grouping, such as a project or a year. A tag can also be added automatically when its Match (OCR) text is found in a file.
Correspondent
The person or organisation the document came from or went to, for example the Federal Ministry of Health.

If the one you need is missing, open the Tags, Correspondents or Document types section, select New tag (or New correspondent, New document type), fill in the Name and Slug (a short code, such as fmoh), and select Create …. You need permission to change these lists.

Choose who can see and edit it

By default only you can see a new document. Open it up with the options on the form:

Public Visibility
Everyone in the hospital can view it.
Global View Access / Global Edit Access
Everyone can view (or edit) it, without listing people.
Permissions
Pick Users and User Groups (units) for view, edit and delete access separately. For example: your unit can view, you and your head can edit.

Do not make confidential files public. Personnel, disciplinary and patient documents should be shared only with the people who need them.

Open, edit and share a document

Select a document in the library to open it. Its page shows a preview (select it to open the secure viewer), the Document Information box (type, correspondent, owner, size, dates, who can view it) and a Comments panel.

Share by link

Use a link to let someone without an account see one document, for example an external auditor.

  1. Select Share, then Share by link.
  2. Set an Expiration date and time after which the link stops working.
  3. Tick View once only if the link should work a single time.
  4. Select Create link. The link appears in the Document Information box. Select it, copy it and send it.

Share by email

  1. Select Share, then Share by email.
  2. Enter the Recipient email, an Expiration, and tick View once only if you want.
  3. Select Send email. They receive a message titled “Document shared: …” with the link.

Someone opening an expired or used-up link sees Shared document unavailable with the reason, for example Share link has expired.

Check a printed document

Official requests, payment vouchers and memos printed from the suite carry a QR code marked Scan to verify and a code such as AB12-CD34. To check that a paper copy is genuine:

  1. Scan the QR code with a phone camera. A Document verification page opens; no sign-in is needed.
  2. Look for “Genuine document”. The page shows the reference, verification code, subject, originator, dates and the approval record.
  3. Compare the reference and code with the paper. If the page says This document could not be verified, do not rely on the paper; confirm it with the issuing office.

Uploaded library documents do not have QR codes; this check is for records the suite itself produces.

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