Who is this article for?

Admins and editors who need to manage documents.

No elevated permissions are required.

This guide explains how to use the document management module to create folders, add files, and manage projects.

1. Introduction to document management

The document management module enables you to create a central store and provides a management tool for sending documents to and requesting documents from suppliers, eliminating the need to manage this through time-consuming processes such as email.

Key concepts include:

• Documents: A store of folders and sub-folders determined by your organisation. These contain files:
  • Read/approval document: A document sent to a supplier to obtain a read receipt with an electronic signature.
  • Request document: A placeholder to request a specific document from a supplier.
• Files: Contain metadata that can be used to track and report supplier compliance over time.
• Lists: Distribution lists of individuals for sending documents. Lists can be defined by filters such as risk, function, location, or supplier relationship.
• Projects: Combine documents and recipients into one area to track progress. Projects may group processes such as supplier onboarding, where each new supplier must accept and provide several documents to be compliant.

2. Setting up company folders

1. From the main menu, select Document management then click the Add folder button.

2. Folders and sub-folders can be determined by your organisation. Each folder requires a name.
3. To create a sub-folder, select the parent folder and then select Add document.
4. To amend a folder name or delete it, select the 3 dot icon and make changes as necessary. Note: You can only delete a folder that contains no files.

3. Setting up company files

1. Once your folder structure is set up, you can add files. There are three types:
   • Read: Upload a file to send to a supplier to obtain a read receipt with an electronic signature (e.g. terms and conditions, welfare policies).
   • Approval: Upload a file for the recipient to read and approve.
   • Request: Create a placeholder for information you require from a supplier (e.g. modern slavery statement, pesticide reports).
2. To add a file, select the folder or sub-folder where it will be stored and click Add document.

3. After selecting Add document, choose the functionality (read, approval, or request).

4. When adding a read or approval document:
   • Select the specific file and provide further data.
   • The file name will auto-populate but can be amended.
   • Add a category to better manage and store documents. Categories are pre-defined lists based on previously added data.
   • Add a start and end date if the file requires periodic review or updating.
   • Add keywords for lower-level categorisation to aid reporting (e.g. “2020” or “contingency plans”).

5. Files can be updated by selecting the 3 dots at the end of the file details.

6. When adding a request file, follow the same process but you will not be asked to upload your own file.
7. Files can be updated with new versions. For example, if you update your terms and conditions annually, select New version next to the file name to replace the original file.