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The information is not version controlled and as such is subject to change without notice.
Vault does not accept any responsibility or obligation to inform users of this presentation of such changes.
This includes any copies of this presentation taken and modified outside of the Vault domain.
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3. [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

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

5. [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

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

7. [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

8. [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.

9. [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

10. [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.

11. [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

12. [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

13. [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

14. [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

15. [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

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

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

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

19. [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

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

21. [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

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

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