Documents & Policies Overview

Settings for the Documents & Policies App are put in place by an intranet Admin, as for all Apps. App settings are accessed by hovering over the Admin icon, top right, then clicking App Admin. Learn more about App settings in the App Overview article.

All Apps also have options for layout and sorting of content within the App. Learn more about Layout for Apps.

One setting specific to the Documents App is what happens when a user clicks on the file link. Choose either to open the details page for the file, or the actual file (note: a PDF will open in the browser, a Word file will download for the user to open). To change the setting, when an Admin is in the App, hover over the Admin icon, top right, click App Admin, click Manage Fields, and click the edit pencil for Title. Select either details or file; note that if files are already in place in the App you'll receive a warning about indexes being rebuilt.

If the option for opening the actual file is chosen above, an Admin should also select how the files should open for the user. Do you want them to open in the same window, or in a new window? To change this setting, when in the App hover over the Admin icon, top right, click App Admin, and click Properties. Near the bottom of the screen under Options, the Default Target for Uploaded Files/Links is shown. To change the default target, or window in which the file opens, click on the linked name, choose the setting you want, and click the Save button.

Check in / Check Out lets you prevent other users from updating a file while it's checked out for editing. Though other users can still click edit for a file to view fields, they're not able to click Save to finalize changes.

You'll now see a summary screen listing the file title, upload file name, and file version, among other details, as shown below. Click the History (1) link to display details of the file versions (2). This allows you to view the details of all document versions, including the version number, file name, associated date, user who created the version, notes. On this screen you can also delete the version by clicking the red icon on the right, or edit the version to change the notes or revert a previous version to the current one.

Multiple file upload is a time saver for getting files into the intranet. There is a built-in multiple file upload available for Admins, as well as an optional multiple file upload which can be made available for general users. Both are described below.

Import CSV is a great way to import many documents in an efficient way, with all of their fields filled in one step rather than completing fields document by document.

To use this function most effectively, follow these steps:

1. Create an Excel spreadsheet for all of the files you want to upload, and label columns with the corresponding field names from the Documents & Policies App (e.g. Title, Description, etc). If you’ll be including dates in your import, they need to be formatted the same way as on your intranet; check your date format settings by going to the Admin area, and on the Setup tab look under Format Options: Date Format. In the spreadsheet, include the file names of all files you want to upload.
2. From within the App, hover over the Admin icon, top right.
3. Click App Admin.
4. Click Import CSV.
5. On the left, click to select the folder where you want to add the multiple files.
6. Click the Choose File button to browse for the CSV on your system.
7. Click Open to select the file.
8. In the Upload Files section, click once within the dotted rectangle then browse for the file names you included in your CSV.
9. Click Open to select the files.
10. Click the Upload button to finish the selection of files.
11. Click the Continue button.
12. You'll be shown a screen which allows you to map fields in your CSV to fields in the App. If you labelled your CSV columns with field names, these should be ready to go; otherwise, make adjustments as needed.
13. Click the Submit button to confirm the mapping.
14. You'll be shown a screen which previews your mapping and associated files. If this looks correct, click the Submit button to finalize; otherwise click Back.
15. Your import is complete; click GO TO APP near the top if you want to see your imported files.

CSV Guidelines

• We recommend working within Excel as it’ll wrap the content of large amounts of text, including commas, within quotes for a single cell
• Content within an HTML field (e.g. webdoc) should accept most characters, including a comma
• Standard Unicode characters only
• No line breaks within cells
• Do not exceed more than 400 items in a single import to avoid timeout issues
• If importing files as attachments for each item:
  • Please note that the number of files imported using this method is limited to 25 at a time
  • File names must be referenced in the CSV spreadsheet and the file will need to be dropped into the Multiple File Upload area on the Import CSV screen
• Graphics can’t be imported or referenced to the file upload field if you wish for graphics to be displayed
• Confirm the file has been saved as a .CSV file type

Review Content and Read & Confirm are two functions which help keep documents and users up-to-date.

When a Review Content date is added to a file, the document's owner is automatically alerted that the document needs to be reviewed for accuracy and currency. Learn more about Review Dates.

Read & Confirm allows a manager to track which staff members have read a specific required file and acknowledged that they've done so. Learn more about Read & Confirm.

Archived content is removed from active view, but accessible to users by clicking the Archives link as shown below.  

There are several options for an Admin to set up archiving within the Documents App.

If a file or two has been archived and you want to restore them from the Archives, you can edit each individual file and change the Archive On date to a future date. The file will return to the active view.

If you want to reinstate all archived items, while you're in the App, hover over the Admin icon, top right, click Manage Fields and click the small red icon to the right of Archive On to delete this field. You're immediately given a choice as shown below - to reinstate all Archived Items or to Delete All Archived Items. Click on Reinstate All Archived Items, and be sure to click Save to retain your changes. Click OK and allow the function to run and restore your items. You can then repeat the above process and drag the Archive On field back into the display; previous dates will not be retained and all archival dates will have to be re-added by editing each document.

Content cleanup permanently deletes archived content. Activating this option puts in place automatic cleanup of archived items for the timeframe specified; current or active content is not affected. The option of No cleanup is selected by default, so no deletion of content will take place unless an Admin changes the option.

To put in place automatic deletion of archived content:

1. When you're in the App, hover over the Admin icon, top right.
2. Click App Admin.
3. Click Cleanup near the bottom of the list.
4. Choose one of the four available time frames for clean up.
5. Click the Save button to retain your changes.

Note that archived content which is automatically cleaned up cannot be retrieved - this is a permanent cleanup.