OVERVIEW

Damstra Safety provides the ability to store and manage documents such as templates, permits, or anything else you want your users to have access to. These can be stored in the ‘Documents Module’ within the Compliance Section.

The Documents Module provides the ability to store and manage documents such as templates, permits, or anything else you want your users to have access to.  

To access the Documents register, First click on the Compliance Section.

Then, click ‘Documents’. The Documents register shows any existing Documents which have already been added to the Global Library, along with the key information, such as the Heading and Folder the document is stored in, the document type, the title of the document, when the document was last modified, who it was modified by, and how many time it has been revised.

For example how many times a Document has been edited, moved or copied. You can search for a document using the search field, by using the keywords or phrases to locate specific documents. 

Documents can be uploaded into two different Library types: Global and Individual. Documents added to the Global Library are viewable by all staff in your organization. Documents added to the Individual Library are only viewable to the user who uploaded them.  

Each library has its own list of headings and their folders and subfolders, which are configurable depending on the needs of your organization. 

Clicking on a heading will all files within each folder and subfolder, and key information about each file. Clicking on a folder will show all uploaded documents within that subfolder.

Within a folder there are multiple actions you can take, such as adding, editing and deleting subfolders and documents. 

To Rename a heading or folder, first select it, then click the ‘Rename’ button. Type a new Heading Name. then click ‘Save’. Note: If a Heading is edited, your system will treat it as a new option and access will not automatically be granted to it. Access will need to be added again from User Groups. 

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To create a new folder or Subfolder, first select the parent item you wish to create this within, and then click “Add Sub Item’ button. 

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Or, while another item is seleced, click ‘Add Item’ to add another item at the same level. 

To delete a folder, first click on it to select it, then click the ‘Delete’ button. Click yes to confirm. Note that headings cannot be deleted. You can also move folders.

To Move a folder, first select by clicking it. Then click the ‘move’ button. Then choose either Global or Individual library. Next, choose which heading or folder you wish to move your folder to. Finally, click ‘Move’ to confirm. Note that headings also cannot be moved.

You can add new files to a folder, first by navigating to the folder you wish to add it to. Files can be added either by uploading a locally stored file or by providing a URL to an accessible file on a server or website. To add a locally stored file, click ‘Add file’.

Then either drop a file into this box or click to choose a file from a folder.

Once uploaded, click back to return to the previous screen. The file will now be visible in the Documents register.

To add a file via URL or Hyperlink, click ‘Add Hyperlink’. Provide a title for the file, then paste the address, and click ‘Save’ button.

 You can edit either these Documents types by clicking ‘Actions’, then ‘Edit’. This will allow you to rename the document or in the case of a URL, add a new URL if required. 

You can also move a file to another folder. To do this, first click ‘Actions’ on the file you wish to move, then click ‘Move’. Firstly, we need to choose either the Global or Individual library. 

Once selected, choose which folder you wish to move your file to. Finally, click ‘Move to confirm this. The Documents library will now reload and the file will be visible to its new location. 

You can also copy files from one folder to another. To do this, click ‘Actions’, then lick ‘Copy’. Choose either the Global or Individual library. Choose which folder you to copy your file to. Once selected, confirm the copy. 

The Documents library will now reload, you will now see your file viewable in this subfolder.

To delete a file, click ‘Actions’, then ‘Delete’. Click ‘yes’ to confirm. Note that deleting an item is permanent and cannot be undone.