Finding a Document
There may be certain situations where you may need to quickly locate a Document. For example, the Document needs to be edited or an Auditor is asking for a Document.
Below are the options that can be carried out in order to quickly locate a Document. Expand each option below for further explanation.
To find a Document through the Folders, simply click on the dropdown arrows to expand the folders until you locate the Document. You may need to expand Sub-folders within Folders.
Image: Expanding Folders by Clicking the Dropdown Arrow
Type part or all of the Document Name or Description into the 'Search' field and press enter on the keyboard. This will filter the Document list and only show those Documents which match the text in the 'Search' field in their Document Name or Description. Click the small 'X' beside the 'Search' field to return to the full list of Documents.
Image: Searching a Key Word in the 'Search' Field
Note: The folder structures will be lost when searching for a Document using the 'Search' field. However, the folder can be seen in the brackets, e.g. 'Policy :: Pest Control (Pest Control).
Image: Folder Name in Brackets
Note: The Description is not seen within the Document information on the main Documents Master Data page. However the Description can be seen within the individual Document page itself.
Image: Description Not Seen on Main Documents Master Data Page when Searching
Image: Description is Seen on Individual Documents Page when Accessed
Image: Reports Tab in the Documents Module
Under the 'Reports' tab, you will find multiple Reports that will make it easier to filter down through your Documents.
For example you may want to:
1. Get a Report Register 'By Approval Status' to see a list of all the Documents that are 'Awaiting Approval', have been 'Approved', or that are 'Approval Not Required'.
Image: Report Register 'By Approval Status'
2. Get a Report Register 'By Approver' to filter Documents according to the person that has approved them.
Image: Report Register 'By Approver'
3. Get a Report Register 'By Approval Date' to filter Documents according to the approval date.
Image: Report Register 'By Approval Date'
4. Get a Report Register 'By Master Folder' to print a full list of Documents in the system.
Image: Report Register 'By Master Folder'
