Adding a new document
Written for Managers Administrators
Step
From My Dashboard, click on Pick workspace and select the site where you wish to add the document.
Step
From the site inbox, click the Switch to Manage Mode button.
Step
From the site inbox, click the Switch to Manage Mode button.
Step
Click Employee records on the manage sidebar.
Step
Find the employee from the list and click on their name
Step
From the site inbox, click the Switch to Manage Mode button.
Step
Click Assets on the manage sidebar.
Step
Find and select the asset from the list.
Step
In the sidebar, click Documents.
Step
At the top, click +New document.
Choose whether to re-use from an existing template or add a new document from scratch.
Re-using an existing template
Search/browse the list of available templates under the Re-use a document template section.
Select +Add on the document you wish to add.
Complete!
You’ve now added the document requirement and you will have been redirected to the manage page for this document. A reminder task will be generated shortly to prompt you to upload the document.
Alternatively, you can upload a file (referred to as a revision) directly against this requirement from the manage page directly by clicking +Add file.
Add a new document from scratch
Select the type of document under the Pick document type section.
Select +Continue on the type you wish to add and continue with the steps below.
Step
Fill in the initial document configuration:
Title
Visible to
Who should be able to see this document?
We recommend keeping the default setting - Anyone, including via QR code or link - for common, non-sensitive resources such as policies and risk assessments. This makes them easy for everyone to access when needed.
Severity
Set the severity/importance for reminder tasks that generate to revise this document.
Step
Define the document path. This will specify the location within your document folder(s) where the document will live and follow the following format:
folder / sub-folder / filename
Examples
Path = policies/health-and-safety-policy
---
config:
layout: elk
---
flowchart TD
policies["policies"]
policies --> health["health-and-safety-policy"]
policies --> company["company-policy"]
policies --> it["it-policies"]
it --> itpolicy["it-policy"]
it --> aipolicy["ai-policy"]
policies@{ shape: rounded }
health@{ shape: rounded }
company@{ shape: rounded }
it@{ shape: rounded }
itpolicy@{ shape: rounded }
aipolicy@{ shape: rounded }
classDef muted stroke:#7d8590,fill:#9ca3af26,stroke-width:1px,color:#6b7280;
classDef highlightFolder stroke:#d97706,fill:#f59e0b26,stroke-width:2px,color:#92400e;
classDef highlightFile stroke:#16a34a,fill:#22c55e26,stroke-width:2px,color:#166534;
class itpolicy,it,company,aipolicy muted;
class policies highlightFolder;
class health highlightFile;Path = policies/it-policies/it-policy
---
config:
layout: elk
---
flowchart TD
policies["policies"]
policies --> health["health-and-safety-policy"]
policies --> company["company-policy"]
policies --> it["it-policies"]
it --> itpolicy["it-policy"]
it --> aipolicy["ai-policy"]
policies@{ shape: rounded }
health@{ shape: rounded }
company@{ shape: rounded }
it@{ shape: rounded }
itpolicy@{ shape: rounded }
aipolicy@{ shape: rounded }
classDef muted stroke:#7d8590,fill:#9ca3af26,stroke-width:1px,color:#6b7280;
classDef highlightFolder stroke:#d97706,fill:#f59e0b26,stroke-width:2px,color:#92400e;
classDef highlightFile stroke:#16a34a,fill:#22c55e26,stroke-width:2px,color:#166534;
class health,company,aipolicy muted;
class policies,it highlightFolder;
class itpolicy highlightFile;Step
Decide the requirement interval and lead time.
Learn more
Read our guide on Intervals & Lead Times below to learn more on how they work.
Add a custom message to the document’s reminder tasks. Use this to provide additional context or information that may help others when resolving the task, such as a provider’s contact details or internal instructions.
If you have a file that you would like to upload immediately against this document requirement, upload it here.
Upload the file and, enter the date of document.
Warning
Date of document (authoring date) is the date the file, service, or certificate was completed, authored or became valid. Entering an inaccurate date may result in unnecessary early re-submission or cause non-compliance to go unnoticed.
Step
Finally, at the bottom, click Save document.
