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Library Documents

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This Quick Reference Guide provides the steps for managing documents in the PolicyHub library

Best Practice

  

Do not include dates or version numbers in the document name - these can be added to the description of the revision

Uploading Documents

  
Click on Library from the navigation sidebar. Capture Q1.PNG
Right click on the relevant folder in the library and select Upload document(s). clipboard_e4aee09442bc1a3149fc33b70b7fb0c90.png
Click on Browse and navigate to the location of the document(s) to be uploaded. clipboard_ea891a05ab97b8d3ae410dc2e8c58370a.png
Select the document(s) to be uploaded and click on Open. clipboard_e9f2880dc7567e61b9d1f7530b2c0a5ce.png
Click on Upload to upload the documents into the PolicyHub library clipboard_ef016366d5137c3fb472b3f0a789e3a78.png

Uploading a New Revision

  

When a new version of a document is created outside of PolicyHub, it can be uploaded as a new revision of an existing document in the Library.
Right click on the document and select Upload revision clipboard_ea2f6469c1a8297039a646cdba50fa5db.png
Click on Browse and navigate to the location of the document to be uploaded. clipboard_eb9797c4869bed1df618a2b9f731b17e3.png
Select the document to be uploaded and click on Open clipboard_e0a6cfc30f561a6366b0472ff6652ee4f.png
If appropriate, enter a description for the new revision clipboard_e0774ba93cb31dac5d950e0a2843c884e.png
Click on Upload to upload the new revision into the PolicyHub library clipboard_e68906aa3b0f2e060cc546344f0e4cd8e.png

Deleting Documents

  
Right click on the document and select Delete document. clipboard_e11785aaa879efcf67174609a5bdfd26b.png
Click on Yes to confirm deletion of the document. clipboard_e1ea180af6f51b2a8ee8ba4121d62d1cf.png

Note: you cannot delete a document that has been published (either for compliance or feedback) or if it has taken part in a workflow.

 

 clipboard_ea157e21889599a9ce3dc88c989025fe3.png

Editing Documents

  
Right-click on the document and select Edit latest revision clipboard_e3409473bba5a0d85b52d3afce6929d2e.png

Once you have finished editing the document, save and close it.

Click on Save as new revision and update the description if appropriate

 

 clipboard_e15509ffb8a821605ab9c6a3eee4bfe53.png
Click on Save to create the new revision clipboard_e1ddbab0689da2732a0e1462f6ac80779.png

Moving Documents

  
Select the document you want to move and drag-and-drop it to the appropriate folder clipboard_e9383ceeb5421615f59881f4a77fa07a4.png

Searching

  

Search library: allows you to search looking for words in the body of the documents

 clipboard_e0936c9a7af30c5a3c0dd2e004a8e5d48.png

Limit search to selected folder: refine the search to the folder you are currently looking at in the Library

clipboard_e7220e134dcfa4f6d8add738954f9671e.png

Also limit search based on type:

Documents

Templates

Tests

Questionnaires

 

clipboard_ec3c59f293118ab3763dae25f74fec9be.png

Right-click on a document in the search results and select Locate Folder to find the document in the library folder structure

clipboard_e10a5127c7e7025dcb72b0023275b0958.png

Advanced search options: refine the search based on document properties:

By name: look for words in the document name

By description: look for words in the document description

By source: look for all documents from the same place, e.g. compliance

By on behalf of: look for all documents created for a particular department or user

By categories: look for all documents linked to one or more category

By classifications: look for all documents linked to one or more ‘tag’ (not currently being used)

By date: search based on the creation date of documents

 

clipboard_e4f62340ddafadad8a8d57aec1566bb7f.png

 

Document Properties

  

Name

An editable field that shows the name of the document

Description

An editable field that shows the description of the document

Version

The version number for each revision of the document.  The number can only be edited before the version is published.

Published

Indicates if the document has been published (either for compliance or feedback) and the number of times each revision has been published

Added by

The name of the person who added the document / revision to the library

Source

An editable field that, by default, takes the Author property from the Word document.  If this property is not populated in the Word document, the field is set to the name of the person who added the document to the library.

On behalf of

An editable field that, by default, takes the Company property from the Word document.  If this property is not populated in the Word document, the field is set to the name of the person who added the document to the library.

Created

The date the revision was added to the library

Next Review

The date of when the next notification will be sent to the appropriate person or group to advise that the document is due for review.

Note: this notification is separate to the workflow notifications

Classifications

The additional 'tags' that have been associated with the document

Review Status

Indicates the current workflow status for the document (Not In Review / In Review) and the status of each revision (Approved / Draft)

Category

Indicates which category, if any, has been associated with the document (for assigning ownership and workflow review schedule)

 

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  1. Article type
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  2. Tags
    1. best practices
    2. documents
    3. library
    4. PolicyHub