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Library Configuration Examples

The library is used to store Office and PDF documents, Tests and Questionnaires. These documents can be organised in folders, as required.

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Creating A Folder

Folders are used to organise Documents, Tests and Questionnaires.

  1. Rightclick on a folder and select Add folder from the menu.
  2.  A new folder named New folder is added as a subfolder of the currently selected folder. The new folder is displayed in the pane on the right. When two or more folders are added, the second and subsequent new folders are numbered.
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Renaming A Folder

  1. Rightclick on a folder and select Rename folder from the menu.
  2. Type the new name and press Enter.

Note: It is not possible to use any of the following characters in a folder name:

<>?*\ /|"

Deleting A Folder

  1. Rightclick on a folder and select Delete folder from the menu.
  2. Confirm you want to delete the folder by clicking Yes. Cancel the deletion by clicking No.

Note: A folder which contains a Published document, Test or Questionnaire cannot be deleted.

Moving A Folder

  1. In the folder view, click on the folder you want to move (Other policies in this example).
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  2. Drag the folder to the required location (the Policies folder in this example).
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  3. The folder is moved to the new location.
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Adding A Document To The Library

  1. Rightclick on the folder to which you want to add the document and select Add document(s) from the menu.
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  2. Click Browse and browse to the location of the file you want to upload to the library, select it and click Open. Click Upload to upload the file(s), click Browse to add another file or click Close to cancel the upload.

Moving A Document, Test Or Questionnaire

  1. In the pane on the right, click on the Document, Test or Questionnaire you want to move (Questionnaire parking in this example).
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  2. Drag the item to the required location (the Questionnaires folder in this example).
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  3. The item is moved to the new location.

Viewing A Document

Note: Only the Active revision of a document can be viewed from the document menu. To view inactive revisions, see View Revision.

  1. Rightclick on the document whose active revision you want to view.
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  2. Select View active revision from the menu.
  • PDF documents are displayed in the same window.
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  • In some browsers, you can move the mouse near the bottom of the document to display the PDF viewer toolbar. Click the Acrobat button to add these options to the toolbar. which allow you to easily navigate through the document.
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  • When you have finished viewing the document, click the Close button in the PolicyHub application.
  • Office documents are opened in the appropriate Office application.

Editing A Document

Note: Only the latest revision of a document can be edited (when you have the appropriate application on your local machine).

  1. Rightclick on the Office document whose latest revision you want to edit.
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  2. Select Edit latest revision from the menu. The document is opened in the appropriate Office application.
  3. Make the required changes to the document and then save the document and close the application.
  4. You are returned to the Edit latest revision dialog. Click Save as new revision to upload the saved document as a new revision of the original document.
  5. The Document description update dialog is displayed. Edit the revision description, if required, and click Save to save the revision description.
  6. The saved document is added as a new revision to the library.

Copying A Hyperlink To A Specific Document Revision Into A Word Policy Document

This example shows how to copy a hyperlink to the version 1.10 of the Company Car Policy and paste it in to the Expenses Policy. This will allow a recipient (who has been Published both policies) to open revision 1.10 of the Company Car Policy when reading the Expenses Policy.

  1. On the Library page, locate the Company Car Policy. Click on the white triangle to the left of the document name to display all the document revisions. Rightclick on version 1.10.
  2. Select Copy hyperlink to this specific document revision.
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Note: The Copy hyperlink to this specific document revision option will always point to the specific document revision of the linked document.

  1. Press Ctrl+C to copy the selected link to the clipboard.
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  2. Select Close to close the dialog box.
  3. Locate the Expenses Policy Word document and edit it (see “Editing A Document” for an example on how to edit a document in the library).
  4. Select an insertion point in the Expenses Policy. Press Ctrl+V on the keyboard to paste the hyperlink into the document.
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Renaming A Hyperlink (In A Word Document)

  1. Highlight the hyperlink and rightclick on it.
  2. Select Edit Hyperlink from the menu.
  3. Type Company Car Policy Revision 1.10 in the Text to display text box.
  4. Click OK to save your changes.
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  5. The link now shows the policy name and revision.
  6. Save the Expenses Policy and upload it to the library. See “Editing A Document” for an example.

Deleting A Document

  1. Rightclick on the document you want to delete.
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  2. Select Delete document from the menu.
  3. A dialog is displayed asking you to confirm you want to delete the document. Click on the Yes button to delete the document or No to exit without deleting the document.

When a document is deleted, all the revisions of the document are deleted.

Note: Only documents which have never been Published can be deleted.

Retracting A Document From Users’ Libraries

When a Document has been published but the document is no longer relevant and you want to remove all the revisions of the document from all the Users to whom it has been Published, use the Retract document option.

  1. Right‐click on the document you want to remove from all user libraries.
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  2. Select Retract document from the menu.
  3. A dialog is displayed asking you to confirm you want to retract the document from all user libraries and allowing you to enter a reason for the retraction. Enter a reason for the retraction in the text box and then click Yes to retract the document. This reason will be logged. See View Retractions” for more information.

Recalling A Document From Users’ Libraries

When a Document has been published in error and you want to remove all the revisions of the document from all the Users to whom it has been Published, use the option Recall document.

  1. Right‐click on the document you want to remove from all user libraries.
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  2. Select Recall document from the menu.
  3. A dialog is displayed asking you to confirm you want to recall the document from all user libraries and allowing you to enter a reason. Enter a reason for recalling the document in the text box and then click Yes to recall the document. This reason will be logged. See View Retractions” for more information.

Editing A Document’s Details

  1. Open the folder containing the document whose details you want to edit. The following fields can be edited:
  • Name
  • Description
  • Source
  • On behalf of
  • Classifications (see Editing The Classifications” for information about editing Classifications)
  1. Doubleclick on a cell which contains the pencil icon to edit that field and make the required changes. In this example, the document description has been selected. The pencil indicates it is editable. To edit the description, doubleclick in the cell.
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  2. Click away from the field you are editing to save the changes.

Adding A Revision

  1. Rightclick on the document to which you want to add a new revision.
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  2. Select Add revision from the menu. A dialog is displayed.
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  3. Click the Browse button and browse to the new revision of the selected document.
  4. Click Open and then click the Upload button. The file is uploaded as a new revision of the document. This new revision appears at the top of the list of document revisions for the selected document and becomes the Active revision.

Editing The Details Of A Document Revision

  1. Click on the white triangle beside the document to display the document revisions.
  2. Select the document revision whose details you want to edit.
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  3. The following fields can be edited:
  • Description
  • Version

Note: You cannot edit the details of revisions which have been Published.

  1. Doubleclick on a cell which contains the pencil icon to edit that field and make the required changes. Click away from the field you are editing to save the changes.

Comparing Document Revisions

Two or more revisions of the same Word Document can be compared to show the differences between them. This example shows how to download the comparison document, edit it, then upload the edited document as a new revision.

  1. Click on the document revisions you want to compare while holding down the Ctrl key. In this example, two revisions have been selected. The Compare revisions button is displayed at the bottom of the pane.
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  2. When the Compare revisions button is clicked, the Open document comparison dialog is displayed.
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  3. Click the Open document for editing button to open the comparison document for editing in Word.
  4. You are returned to the Open document comparison dialog. Click Save as new revision. The edited comparison file has now been added as a new revision to the documents you compared.

Retracting A Document Revision From Users’ Libraries

When a revision of a document has been published but is no longer relevant and you want to remove it from all the Users to whom it has been Published, use the option Retract revision.

  1. Select the document you want to remove from all user libraries. Click the triangle on the left to display all the revisions of the document.
  2. Rightclick on the revision you want to retract.
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  3. Select Retract revision from the menu.
  4. A dialog is displayed asking you to confirm you want to retract the document revision from all user libraries and allowing you to enter a reason for the retraction. This reason will be logged. Enter a reason for the retraction in the text box and then click Yes to retract the document.

Recalling A Document Revision From Users’ Libraries

When a revision of a document has been published in error and you want to remove it from all the Users to whom it has been Published, use the option Recall revision.

  1. Select the document you want to remove from all user libraries. Click the triangle on the left to display all the revisions of the document.
  2. Rightclick on the revision you want to recall.
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  3. Select Recall revision from the menu.
  4. A dialog is displayed asking you to confirm you want to recall the document revision from all user libraries and allowing you to enter a reason. This reason will be logged. Enter a reason for recalling the document revision in the text box and then click Yes to recall the document.

Searching For Documents Containing ‘Company’ Or ‘Car’

You can search through your PolicyHub library to find items containing specified words.

  1. Click in the Search library text box.
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  2. Enter the words company car in the search text box.
  3. Click the Search button.
  4. All Documents, Questionnaires and Tests containing the word company or the word car (or both words) are displayed.

Searching By Name

  1. Click on Advanced to display the advanced search options.
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  2. Select the tick boxes for Documents, Tests and Questionnaires to ensure all are searched.
  3. Clear Limit search to selected folder to search all the folders in the library.
  4. In the Search by name field, enter policy.
  5. To start the search, click the Search button.
  6. The documents (in your PolicyHub library) which have the word policy in their name are displayed.

Searching Based On Date First Added

  1. To search based on when the items were added to the PolicyHub library (that is, the date a Test or Questionnaire was first created or a Document was uploaded to the library), select Search by date and, from the dropdown list, select Search between (inclusive).
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  2. Click in the Start date text box and select 1st April of the current year. Next, click in the text box and edit the year so it is 2012.
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  3. Click in the End date text box and select the 10th February 2014 from the calendar. You can use the < and > symbols on the left and right of the displayed month and year to change the currently displayed month and year, as required.
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  4. The date appears in the text box above the calendar.
  5. To start the search, click the Search button.
  6. The documents (in your PolicyHub library) which were added to the library on or after 1st April 2012 and on or before the 10th February 2014 are displayed.
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