Contact TriLine GRC to add the Documents module to your subscription license.
The Documents configuration section will now appear in the General tab.
The Documents Main Menu will now display for all positions that have the correct security access. Initially this will be ‘Administrators’ and ‘Administrators - Documents’.
Documents Configuration Requirements
Before using the Documents Module, the following Configuration setup and Maintenance section setup is required:
The Documents section of the General tab on the Configuration page contains the ‘Read and Certify Task’ on off switch. The configurable Outcome text is displayed on the Read and Certify Task makes clear to the Actioned by, that completing this takes acknowledges they have read this Document.
From the main menu select Maintenance | Configuration.
On the General tab, click the Documents Section to open that section.
Update fields 3 and 4 as required.
To Save any changes, hover over, or click the Menu Options (Hamburger) icon. Click the Save option.
The Configuration ‘Documents’ section elements
'The Configuration ‘Documents’ section elements
ID
Element
Description
1
‘General’ tab
Click this Tab on the Configuration page to see the General Sections.
2
‘Documents’ section
Tick this section to open or close the Document section.
3
‘Read and Certify Task’ switch
Click this switch on to enable the create Read and Certify tasks option on each Document record.
4
‘Outcome text’ field
Enter the outcome text to display on each Read and Certify task. Any change must maintain the intent of the shown default text.
5
‘Save’ Option
Click this option to save the Configuration updates.
Note: When a site is in Project Mode, the Read and Certify option will not display regardless of the ‘Read and Certify Task’ configuration option being set to on.
Maintenance
Document Types
The Document Type defines the type of Documents your organisation will hold in this Document Library.
At least one Document Type is required. This list will default to displaying in alphabetical order.
Note: A Document Category without a ‘Delete’ icon displayed indicates that this Document Category is current allocated and cannot be removed.
Document Status
The Document Library has three Document Statuses. The default status are Active, Under Review and Obsolete. The text of these statuses may be changed, but the intent of each Status must remain the same.
The ‘Document Status’ page
The ‘Edit Document Status’ page
‘Edit Document Status’ page elements
‘Edit Document Status’ page elements
ID
Element
Description
1
‘Save’ option
Click this option to update changes to a Document Status.
2
‘Show Help’ option
Click this option to see some basic instructions for working with the ‘Document Status’ page.
345
‘Status’ fields
Displays the Document Status name—each Status must be unique and the intent must remain the same.
Document Custom Fields
Custom fields are addition fields that can be assigned to each Document record. These fields are then display Document Custom Fields tab.
The Manage Custom Fields page ‘Document Library’ tab
The ‘Manage Custom Fields’ page ‘Document Library’ tab
Use the controls in the column headers to filter the Records. Perform advanced sorting and filtering of the List to find particular Records.
3
List of Document Library Custom Fields
This List displays all Document Library Custom Fields in your system.
4
‘Edit’ icon
Click this icon to edit the Document Library Custom field.
5
‘Delete’ icon
Click this icon to delete this Document Library Custom Field.
Note: Custom Fields with no ‘Delete’ icon displayed are Linked and cannot be removed.
Procedures
Notes: Only ‘Administrators’ can access the Maintenance menu Configuration items.
Accessing the ‘Documents’ Configuration section
From the Main Menu, select Maintenance | Configuration.
The TriLine GRC Configuration Page is displayed. Click the General1 tab. Click the Documents2 section. The Documents section is displayed.
Configuring Read and Certify Task
The Documents section of the General tab on the Configuration page contains the switch to determine if Read and Certify Task are to be used with the Document Library module.
Switch on the Read and Certify Task1 switch to allow the displaying of the ‘Read and Certify Task’ option on both the ‘Document Update’ and the ‘Document Review Task’ options. If this switch is on and it is required, update the ‘Outcome text’ 2 field that each completer of a Read and Certify task must acknowledge to complete the Read and Certify task.
Hover over, or click the Options (Hamburger) icon and then click the Save 1 icon.
Accessing the ‘Documents’ Maintenance menu items
Note: Only ‘Administrators’ and ‘Administrators - Documents’ can access the Documents Library Maintenance menu items.
Setup and maintain the Documents Library Module using the ‘Documents Library’ Maintenance menu items.
From the main menu, click or mouse hover over the Documents Library menu to see the Maintenance items at the bottom of the menu.
Click the menu item (1 thru 6) you require to access.
Creating and managing Document Types
About Document Types
Document Types identify the different types of Documents you wish to distinguish in your Library. Examples of document types include Legislation, Policy, Procedure and Form. Document Types can be grouped in reports and lists.
Accessing the ‘Document Types’ page
From the Main Menu, click or mouse hover over Documents Library, then in the Maintenance section, click the Types option.
In the ‘Confirm Delete’ dialog, click the OK button to delete the Document Type.
The Document Type is deleted and no longer displays in the list.
Note: A Document Type without a ‘Delete’ icon displayed indicates that this Document Type is current allocated. If all Document records of this Document Type are deleted, or changed to a different Document type so that no Document Records are using this Document Type, the delete icon will re-appear for this Document Type.
Creating and managing Document Categories
About Document Categories
Document Categories identify the different Categories of Documents in the Document Library.
At least one Document Category is required.
Accessing the ‘Document Categories’ page
From the Main Menu, click or mouse hover over Documents Library, then in the Maintenance section, click the Categories option.
In the ‘Confirm Delete’ dialog, click the OK button to delete the Document Category.
The Document Category is deleted and no longer displays in the list.
Note: A Document Category without a ‘Delete’ icon displayed indicates that this Document Category is current allocated. If all Document records of this Document Category are deleted, or changed to a different Document Category so that no Document Records are using this Document Category, the delete icon will re-appear for this Document Category.
Manage Document Status
TriLine GRC allows three Document Statuses. The default status are Active, Under Review and Obsolete.
Accessing the ‘Document Status’ page
From the Main Menu, select Document Library | Status.
Click in a Status 1 field to edit that field. Update the Document Status fields as required. Note: Although a Status word can be changed, the intent of each Status cannot be changed.
Click the Save 1 icon.
Updates are Saved.
Creating a Custom Field
Custom Fields are Optional.
Custom Fields allow you to capture additional information unique to your organisation’s Document Library needs on a Document by Document basis.
Accessing the ‘Manage Custom Fields’ page
From the Main Menu, click or mouse hover over the main menu item Document Library, then in the Maintenance section click the Custom Fields option.
Click the Document Library tab to display the Document Library Custom Fields list.
On the Manage Custom Fields ‘Document Library’ tab, click the ‘New Document Library Custom Field’ 1 icon.
The ‘Add Custom Field’ window is displayed. Enter the Custom Field properties (1 thru 10) details. Make sure the Field 2 name is unique. Then click the Save 11 icon. See the Custom Field help page.
On the Manage Custom Fields ‘Document Library’ tab, click the ‘Edit’ 1 icon.
The ‘edit Custom Field’ window is displayed. Update the Custom Field properties (1 thru 10) details. Make sure the Field 2 name is unique. Then click the Save 11 icon. See the Custom Field help page.
The updated Custom Field is displayed in the list.
On the Manage Custom Fields ‘Document Library’ tab, click the ‘Delete’ 1 icon.
The ‘Confirm Custom Field Deletion’ window is displayed. A Caution message is displayed that all data will be instantly deleted. Click Yes to proceed with the delete.
The Custom Field List is displayed without that Field.
Provide Help for creating new Records
It is optional to add new Record help.
New Record help is extra content or instruction you can provide to the person creating a new Document Library record.
Note: The Document Type and Categories Configuration as described in the above sections must be entirely completed, before a Load Document Records process can commence.
Access Load Document Records
From the Main Menu, select Document Library | Load Document Records.
The Load Document Records page is displayed.
Load Document Records
Click the Create a spreadsheet template button 1. A spreadsheet template 2 containing two tabs will display.
Note: Do not attempt to enter data on this screen.
Click the Save As button 1 to display the Save As window. Choose a different file type 2 if required. Click Download3 to save the spreadsheet template in your local system (following your browser prompts).
Open your downloaded spreadsheet and enable editing. The first tab on your downloaded spreadsheet contains every column for this Document Record that must be loaded with data. Proceed entering your data here. Note: Take care when pasting from other sources into this spreadsheet; be sure to use the “Paste Value” option. It is also recommended to either, manually type all dates, or to carefully check that the format is correct on any pasted date data. The second tab, the Information tab, contains a guide TriLine GRC required values. This is a guide of specific values that must entered on the first tab. The values in Bold will match columns from the first tab. Non bold values Next to the Bold value are valid values that must be used in the matching column. Also take special notice of the Notes on the right hand side columns.
Tthe Imformation tab before being downloaded
When you have completed entering the data in your spreadsheet, save the spreadsheet, and close the spreadsheet program. Then:
1 Click the Browse button and select the spreadsheet you wish to load. The Security Groups and Import the Document List button will appear.
2 Select all Security Group accesses required for the Document records in your load file. Note: You may need to load the records in batches if there are different Security requirements. Note: The default Security settings are included in the second (Information) tab.
3 Click the Import the Document List button.
If the import is successful a message like the following will be displayed. Click on review to display the list of all Document records (not just those imported).
Note: If any errors occur they will be displayed on-screen and no data will have been imported. Resolve the errors and then import the records again until you receive no errors.
option.
