Document management

Document management is a system or process that captures, tracks, and stores electronic documents.
In Asset, users can upload documents outside of the context of a specific object (for example upload a document with a Request).

Depending on your access rights, you:

Cannot see the document module;
Have access to the navigation menu option "Documents" in order to search/ upload/ manage documents, and/ or;
Can create new document folders in the Document module and in the context an object (Property, contract, etc).

The document management module

For each document, new versions can be uploaded, old versions can be checked, and a log is available to see which users have downloaded or uploaded the document. To use the module, navigate to “Documents” in the navigation menu on the left side of the screen.

After opening the module, you will see the following screen , where you can search and upload documents. Note: when you drag- and drop a document here, it will NOT be placed in a folder.

When you click on the 'Folders' button, the folder tree opens

You will see the screen below, with on the left side, your folder tree, and on the right, the documents in the selected folder. The documents can be sorted in six different ways. Click on one of these headers to resort the document list.

Create a new folder

Follow the next steps to create a new folder.

1	Click the “Folders” button in the “Document management module.”
2	Optional: select the folder of which the new folder needs to be a child of. If the screenshot to the right, the newly created folder would be part ‘test folder 1’. If no specific folder is selected, the new folder is created on the highest possible hierarchical level.
3	Press the “+” button on the top right corner and select “New.”
4	Give the folder a name. Make sure the “text cloud” icon is grey by clicking on it. Otherwise, you can`t type in this field. If you also have access rights to create translation strings you can do that here.
5	To save the folder, press the “Disk” icon on the top right corner and then the “Back” button.
6	Now you will see that you have created a new folder in your folder tree.

Create a new subfolder

Follow the same steps for creating a new folder, but ensure you have selected the folder where you want to create the subfolder. In the below screenshot, “Test Folder 3” is selected. In the folder tree “Test Folder 3” is marked grey, and on the right side, the header is showing “Test Folder 3”. If you follow the steps, the subfolders will be created in the folder “Test Folder 3.”

Add a label to a (sub)folder

A label is a unique code that refers to this folder for use outside the system. Using this label, document can be uploaded in the corresponding folder, by sending an email. This email should be send to inboxXX@axxerion.com (replace the XX by the server cluster the client environment is on e.g. inbox08), the subject of the email should start with the Tag.

To add a label to a (sub)folder:

Select the folder in the folder tree.
Press the “+” button and choose the option “Edit”
Press the label icon on the top right corner.
If you want the label valid until a specific date, fill in the “Valid until” field.
You can add a category.
Press the “Save and return” button when everything is filled in.

Delete a folder

Follow the next steps to delete a folder.

Info

Deleting a folder does not delete the documents in the folder. The document will remain in the system, but the connection to the folder is severed.
Deleting a folder will also delete child folders.

Select the folder you want to delete

Press the “+” button on the top right corner and select “Edit.”

Press the “Delete” button to delete the folder.

Delete a subfolder

To delete, follow the same steps for deleting a folder, select the subfolder instead of the “regular” folder, and continue with the steps.

Add documents

There are three ways to add a document to a folder:

Use the '+' (new) button;
Drag and drop;
Click ‘Select files’ in the drag and drop field.

All documents have a unique reference (D-xxxxxxxx), the first two digits are represent the year in which the article was created.

Using the button “New”

Select the folder in which you want to upload the document;
Click the '+' (new) button to create a document.
Fill in the title (mandatory). Upload the file by using the “Upload” button.

Drag and drop or 'select files'

Drag and drop the file(s) in the grey field or select the file(s) by using the “Select files” button. This will add the file(s) to the folder.

Link an existing document to an existing folder

By using the button “Assign document to folder” you can add files that already exist in Workplace to this folder;
After pressing the “Assign document to folder” button, you will be shown a search page;
You can enter a keyword (leaving this empty it will show all documents);
press the “Search” button;
Select the documents you want to add to the folder;
press “Ok”.

Info

A document can be linked to multiple folders. Deleting one of the folders will not delete the document, only sever the link.

Upload a new document version

To upload a new document version, follow thesesteps:

Open the document, by clicking on the reference link;
Press the “Upload” button > Select the new document.
1. Alternatively, you can navigate to the ‘Versions’ tab and drag and drop the new version of the document there

Good to know:

After each new upload, the “Modified on” and “Document version” field will change.
You can activate another version by changing the “Document version” field to a different version number.
By pressing the “Download” button you will download the active version of the document.

The tabs on a document

When you open a document, you will be able to choose from five different tabs:

General
Versions
Log
Related objects
Notes

General

On this tab you can see and edit the general details of a document. Such as the title, description, category. Uploading a new version of the document is also done on this tab.

Versions

On the tab versions, you can find the different versions of the document. By clicking on the version number, you can view the details and download that version of the document.

Log

In the log tab you can find overview of the changes made regarding the document. By clicking on the date you can see the details.

Related Objects

An overview of the objects which use this document

Notes

On this you can add notes by pressing the “New” and view previously created notes regarding the document.

Summary

Documents can be sorted in folders and you keep track of document versions
There are three ways to add new documents: Using the new button, drag and drop a file in the folder or assign an existing one to a folder.

Content

Learning Objectives