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[Manage Documents] Introduction Vault 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’ In this video, we’ll show you the Global and Individual Document libraries and how to configure these as well as how to Add, Delete, Edit and download Documents

[Manage Documents] Introduction Cont. To access the Documents register, First, click on the Compliance Section Then click Documents

[Manage Documents] Documents Register The Documents register shows any existing Documents already added to the Global Library, along with key information, such as: The Heading and Folder the document is stored in Document type, title, when the document was last modified Who it was modified by, How many times it has been revised, for example how many times a Document has been edited, moved or copied

[Manage Documents] Search Field You can search for a document using the Search Field using keywords or phrases to locate specific documents

[Manage Documents] Global and Individual Document Libraries Documents can be uploaded into two different Library types, the Global and Individual libraries Documents added to the Global Library are viewable by all staff in your organisation Documents added to the Individual Library are only viewable to the user who uploaded them

[Manage Documents] Search Field You can also search by keywords using the Search field You can also click the arrow button for help with searching by multiple columns.

[Manage Documents] Headings and Folders Each library has its own list of headings and their folders and subfolders, which are entirely configurable depending on the needs of your organisation. Clicking on a heading will show all files within each folders and subfolders, and key information about each file Clicking on a folder will show all uploaded documents within that folder and any of its subfolder

[Manage Documents] Rename a Heading or Folder 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 that if a Heading is edited, Vault will see it as a new option and access is not automatically granted to it. Access will need to be added again from User Groups for this heading. Help with User Groups is available in the Support Portal.

[Manage Documents] Create a new Folder or Subfolder To create a new folder or Subfolder, first select the parent item you wish to create this within and then click ‘Add Sub Item’ Or, while another item is selected, click ‘Add Item’ to add another item at the same level

[Manage Documents] Move a Folder or Subfolder To Move a folder, first select by clicking it, then click the ‘Move’ button. Note that headings cannot be moved. First choose either the Global or Individual library Next, choose which heading or folder you wish to move your folder to Finally, click Move to confirm

[Manage Documents] Add a File or URL Link To add a new file or link to a folder, first navigate 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

[Manage Documents] Add a File 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

[Manage Documents] Add a URL Link To add a file via Hyperlink, click ‘Add Hyperlink’ Provide a ‘Title’ for the file, then type or paste the address of the URL. Finally click ‘Save’ to confirm

[Manage Documents] Edit a Document You can edit either of these Document types by clicking ‘Actions’, then ‘Edit’

[Manage Documents] Edit a URL Link ...or in the case of a URL, add a new Title or URL link if required

[Manage Documents] Move a Document or URL You can move a file to another folder. To do this, first click ‘Actions’, then ‘Copy’

[Manage Documents] Move a Document or URL Cont. Firstly, choose either ‘Global or Individual library’ Next, choose which ‘Folder’ you wish to move your file to Finally, click ‘Move’ to confirm

[Manage Documents] Copy a Document or URL You can also copy files from one folder to another. To do this, click Actions, then Copy

[Manage Documents] Copy a Document or URL Cont. Firstly, choose either ‘Global or Individual library’ Next, choose which ‘Folder’ you wish to copy your file to Finally, click ‘Copy’ to confirm

[Manage Documents] Delete a File To delete a file, click ‘Actions’, then ‘Delete’

[Manage Documents] Delete a File Cont. Click ‘Yes’ to confirm. Note that deleting an item is permanent and cannot be undone.