Documents: Introduction

Documents Module Summary
The Documents Module is a repository where all company files can be uploaded, stored, and managed. This module can track a company’s workforce acknowledgement of documents for workforce assurance and automate acknowledgment management for revised document updates. Additionally, the documents module automates annual suitability reviews and management of change. 
 The following file types can be previewed directly within the module without needing to download them first: .jpg, .jpeg, .webp, .gif, .bmp, .svg, .png, .mp4, .webm, .ogg, and .pdf. 
 For .url files, KAStrack will display the hyperlink instead of a preview. The viewer is feature rich for PDFs. 
 All filetypes can be uploaded to KAStrack, but the ones listed above may be viewed without being downloaded. 
 Files associated with and uploaded within the following Modules are not automatically saved in the Documents Module, but they can be manually uploaded in both: Assets, Courses, Dispatch, Forms, and People. Files uploaded into the Grid Module will automatically be housed in Documents. 
 
 The table below provides a summary of each page in the Documents Module. 
 Documents Module Main Menu Page Summaries Page Explanation Home The Home Page is the repository for all files and contains Folder/File List. Review The Review Page is comprised of three tabs: Review, Notifications, and Updates. The user can select between the three tabs below the Review Page header to manage file approvals, acknowledgements, and continued suitability, as well as monitor any pertinent file updates and notifications. Settings The Settings Page allows the user to customize and designate permissions for the Documents Module. 
 The Documents Action Status Legend shown in the table below communicates the status of outstanding to dos in the module. 
 Documents Module Action Status Legend Icon Explanation A red action status in the Documents Module indicates that a continued suitability review is overdue or that a document is waiting to be published. A yellow action status in the Documents Module indicates there is a pending document approval. The blue action status in the Documents Module indicates that a document acknowledgement/approval is required, a document is reviewed but not yet approved, or a notification of a new document revision. 
 If there are multiple statuses relating to the same document, overdue (red) takes precendence over warnings (yellow) which takes precedence over being due (blue).

Customizable Document Properties
Each file uploaded in the Documents Module has customizable properties that are designated when a new file is uploaded. An explanation of those properties are explained in the Basic Details and Advanced Options Tabs below. 
 Basic Details 
 Under the Basic Details Tab, the user can input a title, description of the file, revision number and revision date. They can also designate any document owners (the uploader is initially included as an Owner by default) and tags. 
 
 If the incorrect file was selected, the user can click “Select a different file” from the top right corner of the modal to exchange it with the correct file. 
 Document owner(s) can be selected from a dropdown list of users. 
 Document owners have the ability to approve documents, which is relevant for companies who are required to attest an annual/periodic review for regulatory agencies or other governing bodies. Document owners are also notified any time a new comment is made on a file and are responsible for affirming continued suitability of the file if enabled under Advanced Options. 
 Advanced Options 
 Selecting the Advanced Options Tab allows the user to apply enhanced settings to the file. An explanation of each Advanced Options checkbox is included in the table below. 
 
 Document Advanced Options Explanations Checkbox Explanation Document is Public Selecting the “Document is public” checkbox allows individuals who are not users in the KAStrack system to view files. Users in KAStrack will need appropriate permissions to view the file regardless. How To: Designate a File is Public To designate a document/file as Public in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the file you want to designate as public. 
 
 Click the vertical three-dot icon to the right of the file you wish to make public, opening the file's context menu. 
 
 Select Properties opening the Basic Details Tab of the Document Properties modal. Open the Advanced Options Tab. 
 
 Select the checkbox to designate the "Document is Public" and click the Update Document button. A pop-up confirms that the document is now public. 
 
 The file's icon is now blue, indicating that the document is public. Document is 360° Photo Selecting the “Document is a 360° photo” checkbox communicates to KAStrack that the file is intended for 360° viewing to ensure it shows correctly. New Revisions Require Approval Selecting the “New revisions require approval” checkbox opens a dropdown menu. Approval requirements for the file can be designed by Access Level, Certification Role, or specific individuals in the system. An additional checkbox can be selected if this revision requires approval. Users view the files that require approval on the Documents Module Review Page. New Revisions Require Acknowledgement Selecting the “New revisions require acknowledgement” checkbox allows acknowledgement requirement customization. The “This revision requires acknowledgement” checkbox will notify the Access Levels, Certification Roles, or individuals selected of the new document. If “Acknowledgement is required for login” is selected, a user will not be able to access anything in KAStrack until the user acknowledges the revised document. A textbox allows the user to include a customized acknowledgement message that will be included in the automated message sent out to users by KAStrack. Users view the files that require acknowledgement on the Documents Module Review Page, or just after signing in, when “Acknowledgement is required for login” is enabled. Send Notifications of New Revisions Selecting the “Send notifications of new revisions” checkbox allows a user to customize (by Access Level, Certification Role, or individual) who receives an email notification that a new file revision has been updated in KAStrack. An additional checkbox can be selected if a notification is to be sent for this revision. Users view the files they have received notification of on the Documents Module Review Page. Requires Future Review by Owner Selecting the “Requires future review by owner” checkbox allows the user to schedule the next review date and set a reminder for the review deadline. Users review files for continued suitability on the Documents Module Review Page.

Folder and File Context Menu Explanations
Each folder and file within the Documents Module will have a context menu associated with it (accessed via the verticle three dot icon) that links to actions. The options available on a specified folder's context menu are explained in the table below. 
 Folder Context Menu Option Explanations Option Explanation Properties Selecting Properties from the context menu opens the Folder Properties Modal, allowing the user to update the folder title, tags, and establish if the folder should be set as pubic. Defaults “Defaults” is a dropdown menu option for Folders only. Clicking “Defaults” will open the Defaults for New Documents Modal, which allows the user to make customized settings for bulk uploads. The user enters a title pre-fix instead of a title for bulk uploads. Move To Selecting Move To from the context menu opens a modal that allows the user to move a folder from its current location to another. How To: Move a File/Folder To move a file/folder in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the file/folder you want to move. 
 
 Click the vertical three-dot icon to the right of the file you wish to move, opening the file's context menu. Select Move To, opening the Move To Modal. 
 
 The right arrow indicates a collapsed folder. Click it to expand and see all the subfolders contained within it. The down arrow indicates an expanded folder. Click it to collapse the parent folder and remove all subfolders from view. 
 
 Select the folder you wish to move the file/folder to, then press the Confirm button. 
 A pop-up confirms that the file was relocated. Delete Selecting Delete from the context menu opens a Delete Folder modal that will ask the user to confirm that they want to delete the folder, including all the files, folders, and subfolders stored in the parent folder. How To: Delete a Folder To delete a folder in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the folder you wish to delete. Click the vertical three-dot icon to the right of the folder opening the folder's context menu. Select the Delete option. 
 
 This opens the Deletion Confirmation Modal. 
 
 The modal states, "Are you sure you want to delete FOLDER NAME? Deleting this folder will delete all files, folders, and subfolders within it." Click the Delete button. 
 The folder and its contents have now been deleted from the Documents Module. QR Code / Link Selecting “QR Code / Link” from the context menu opens the Direct Access Modal for individual folders. The user can use either the URL or QR Code to share access to the folders selected. Access will be given to internal users who have permission to view the folder. Access will be given to external users if the folder is public. How To: Access A Folder's QR Code / Link To access a QR Code/Link for a folder in the Documents Module, open the Document Module Home Page from the Main Menu and navigate your repository to access the desired folder. 
 Access will only be given to users who have permission to view the folder unless the folder has been indicated as public. 
 Click the vertical three-dot icon to the far right of the folder, opening the folder's context menu. Select the QR Code/Link option. 
 
 This opens the folder's Direct Access Modal. 
 
 From this modal, you can copy the URL Link and/or copy the QR code. 
 Clicking the Create Shortlink button will generate a shortened URL link for file and display it on the modal. Download Selecting Download on the context menu opens the Download Modal, allowing the user to download all of the files located in the folder selected and the subfolders held within. Selecting  to the right of the folder opens a dropdown menu that shows all individual files being downloaded. The download is not accessible to those without permission to access it. Restrictive tags can also be used to limit access and cannot be bypassed by a user. How To: Download a Folder To download the files contained in a folder in the Documents Module, open the Documents Home Page from the Main Menu and navigate your respository to the desired folder. Select the vertical three-dot icon to the far right of the folder opening the context menu and select the Download option. 
 
 This opens the Download Modal. 
 
 Click the Download button and zip file will be downloaded to your personal device. 
 The options available on a specified file's context menu are explained in the table below. 
 File Context Menu Option Explanations Option Explanation View Selecting View from a file's context menu opens the document's Details Page. Understanding a file's Details Page Each file added to the Documents Module will have its own Details Page. The header of the file's Details Page displays the file title and the file's location in the documents module. 
 
 A file's Details Page is comprised of five tabs: Preview, Actions, Details, Comments, and History. Each tab is explained in detail in the section below. The vertical three-dot icon opens the Details Page Context menu with options for quick actions. 
 Preview Tab 
 A file's Details Page opens to the Preview Tab by default. 
 
 If the file type is supported by the document viewer, users will able to view, download or print the file directly from the preview tab. 
 Actions Tab 
 There are four types of actions involving a document that can be displayed on the Actions Tab: Approvals, Publish, Acknowledgement, and Continued Suitability. A detailed explanation of each action can be found in the User Manual on the Documents Module Review Page: Actions Tab . 
 
 All outstanding actions associated with a document will show on the Actions Tab (to users with appropriate permissions). 
 Details Tab 
 The Details Tab displays the file's information (size, description, tags, revision and publishing details) and displays the Document Owners, Approvers, or Acknowledgers. 
 
 Users with permissions can send email alert reminders for acknowledgement from the Details Tab. 
 Comments Tab 
 The Comments Tab on the Details Page allows users with access to the document to add, edit and delete comments relevant to the document revision. 
 
 
 History Tab 
 The History Tab on the Details Page displays any historical actions pertaining to the current and previous versions of a document. 
 
 The file revision number, date and time of action, user, and summary update of the action are included. Properties Selecting Properties from a file's context menu opens the File Properties Modal, allowing the user to update the document parameters that were established when the new document was added. Understanding Customizable Document Properties Each file uploaded in the Documents Module has customizable properties that are designated when a new file is uploaded. An explanation of those properties are explained in the Basic Details and Advanced Options Tabs below. 
 Basic Details 
 Under the Basic Details Tab, the user can input a title, description of the file, revision number and revision date. They can also designate any document owners (the uploader is initially included as an Owner by default) and tags. 
 
 If the incorrect file was selected, the user can click “Select a different file” from the top right corner of the modal to exchange it with the correct file. 
 Document owner(s) can be selected from a dropdown list of users. 
 Document owners have the ability to approve documents, which is relevant for companies who are required to attest an annual/periodic review for regulatory agencies or other governing bodies. Document owners are also notified any time a new comment is made on a file and are responsible for affirming continued suitability of the file if enabled under Advanced Options. 
 Advanced Options 
 Selecting the Advanced Options Tab allows the user to apply enhanced settings to the file. An explanation of each Advanced Options checkbox is included in the table below. 
 
 Document Advanced Options Explanations Checkbox Explanation Document is Public Selecting the “Document is public” checkbox allows individuals who are not users in the KAStrack system to view files. Users in KAStrack will need appropriate permissions to view the file regardless. How To: Designate a File is Public To designate a document/file as Public in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the file you want to designate as public. 
 
 Click the vertical three-dot icon to the right of the file you wish to make public, opening the file's context menu. 
 
 Select Properties opening the Basic Details Tab of the Document Properties modal. Open the Advanced Options Tab. 
 
 Select the checkbox to designate the "Document is Public" and click the Update Document button. A pop-up confirms that the document is now public. 
 
 The file's icon is now blue, indicating that the document is public. Document is 360° Photo Selecting the “Document is a 360° photo” checkbox communicates to KAStrack that the file is intended for 360° viewing to ensure it shows correctly. New Revisions Require Approval Selecting the “New revisions require approval” checkbox opens a dropdown menu. Approval requirements for the file can be designed by Access Level, Certification Role, or specific individuals in the system. An additional checkbox can be selected if this revision requires approval. Users view the files that require approval on the Documents Module Review Page. New Revisions Require Acknowledgement Selecting the “New revisions require acknowledgement” checkbox allows acknowledgement requirement customization. The “This revision requires acknowledgement” checkbox will notify the Access Levels, Certification Roles, or individuals selected of the new document. If “Acknowledgement is required for login” is selected, a user will not be able to access anything in KAStrack until the user acknowledges the revised document. A textbox allows the user to include a customized acknowledgement message that will be included in the automated message sent out to users by KAStrack. Users view the files that require acknowledgement on the Documents Module Review Page, or just after signing in, when “Acknowledgement is required for login” is enabled. Send Notifications of New Revisions Selecting the “Send notifications of new revisions” checkbox allows a user to customize (by Access Level, Certification Role, or individual) who receives an email notification that a new file revision has been updated in KAStrack. An additional checkbox can be selected if a notification is to be sent for this revision. Users view the files they have received notification of on the Documents Module Review Page. Requires Future Review by Owner Selecting the “Requires future review by owner” checkbox allows the user to schedule the next review date and set a reminder for the review deadline. Users review files for continued suitability on the Documents Module Review Page. Upload New Revision Selecting Upload New Revision from a file's context menu is used to upload a new revision of an existing file.  You can also drag and drop a file from your computer onto the name of an existing file to upload a new revision. How To: Upload a Revised Version of an Existing File To upload a revised version of an existing file in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository until you find the file you want to have an updated revision. Click the vertical three-dot icon to right of the file opening the file's context menu and select Upload New Revision. 
 
 This opens the New Revision Upload Modal. 
 
 Either drag and drop your file into the modal or select a file from your device and select Continue. 
 
 The modal now displays the Basic Details Tab and the Advanced Options Tab. 
 Change the revision number and edit relevant information as needed. Select the Upload Revision button and a pop-up confirms that the file version was updated. Move To Selecting Move To from a file's context menu opens a modal that allows the user to move a file from its current folder to another. How To: Move a File/Folder To move a file/folder in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the file/folder you want to move. 
 
 Click the vertical three-dot icon to the right of the file you wish to move, opening the file's context menu. Select Move To, opening the Move To Modal. 
 
 The right arrow indicates a collapsed folder. Click it to expand and see all the subfolders contained within it. The down arrow indicates an expanded folder. Click it to collapse the parent folder and remove all subfolders from view. 
 
 Select the folder you wish to move the file/folder to, then press the Confirm button. 
 A pop-up confirms that the file was relocated. Delete Selecting Delete from a file's context menu will open a Delete Document Modal that will ask the user to confirm that they want to delete the file before it is permanently deleted. Once a user selects “Delete” from the Delete Document Modal, the files have been removed. When a file that originates in the Documents Module is later linked to another module, it needs to be disassociated before the file can be deleted. If this is the case, the deletion warning will identify where the file needs to be unlinked before deletion can occur. Download Selecting “Download” from a file's context menu automatically downloads an individual file to your device. For the file to be shared with an external individual, the file must be designated as public. The download is not accessible to those without permission to access it. Restrictive tags can also be used to limit access and cannot be bypassed by a user. QR Code / Link Selecting “QR Code / Link” from a file's context menu opens the Direct Access Modal for individual files. The user can use either the URL or QR Code to share access to the files selected. Access will be given to internal users who have permission to view the folder.  Access will be given to external users if the folder is public. How To: Access A File's QR Code / URL Link To access a QR Code/Link for a file in the Documents Module, open the Document Module Home Page from the Main Menu and navigate your folders to access the desired file. 
 Access will only be given to users who have permission to view the file unless the document has been indicated as public. 
 Click the vertical three-dot icon to the far right of the file, opening the file's context menu. Select the QR Code/Link option. 
 
 This opens the Direct Access Modal. 
 
 From this modal, you can copy the URL Link and/or copy the QR code. 
 Clicking the Download button will automatically download the file to the user's personal device. 
 Clicking the Create Shortlink button will generate a shortened URL link for file and display it on the modal.

Public Files and Folders, and the Logged Out Documents Experience
When a file or folder in the Documents Module is marked as Public, its icon on the Documents Home Page will turn blue, indicating that the Document / Folder is publicly accessible for individuals that are not logged in or do not use KAStrack to View / Download the file(s) via a URL Link or QR Code. When using a URL Link to access a public document, the document can be viewed in your web browser and/or downloaded to your personal device. 
 How To: Designate a File is Public To designate a document/file as Public in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the file you want to designate as public. 
 
 Click the vertical three-dot icon to the right of the file you wish to make public, opening the file's context menu. 
 
 Select Properties opening the Basic Details Tab of the Document Properties modal. Open the Advanced Options Tab. 
 
 Select the checkbox to designate the "Document is Public" and click the Update Document button. A pop-up confirms that the document is now public. 
 
 The file's icon is now blue, indicating that the document is public. 
 How To: Access A File's QR Code / URL Link To access a QR Code/Link for a file in the Documents Module, open the Document Module Home Page from the Main Menu and navigate your folders to access the desired file. 
 Access will only be given to users who have permission to view the file unless the document has been indicated as public. 
 Click the vertical three-dot icon to the far right of the file, opening the file's context menu. Select the QR Code/Link option. 
 
 This opens the Direct Access Modal. 
 
 From this modal, you can copy the URL Link and/or copy the QR code. 
 Clicking the Download button will automatically download the file to the user's personal device. 
 Clicking the Create Shortlink button will generate a shortened URL link for file and display it on the modal. 
 When using a URL Link to access a public folder, the individual will see a simplified view of the Documents Home Page, showing only the publicly available documents within the folder, as well as any other public folders (and their public contents) within this folder. 
 How To: Designate a Folder is Public To make an existing folder a public folder in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the folder you want to designate as public. 
 
 Click the vertical three-dot icon to the right of the folder you wish to make public, opening the folder's context menu. Select Properties opening the Folder Properties modal. 
 
 Click the "Set Folder as Public" checkbox and select the Confirm button. 
 
 The folder icon is now blue, indicating that the folder is accessible to individuals that are not logged in to the system as KAStrack users. 
 How To: Access A Folder's QR Code / Link To access a QR Code/Link for a folder in the Documents Module, open the Document Module Home Page from the Main Menu and navigate your repository to access the desired folder. 
 Access will only be given to users who have permission to view the folder unless the folder has been indicated as public. 
 Click the vertical three-dot icon to the far right of the folder, opening the folder's context menu. Select the QR Code/Link option. 
 
 This opens the folder's Direct Access Modal. 
 
 From this modal, you can copy the URL Link and/or copy the QR code. 
 Clicking the Create Shortlink button will generate a shortened URL link for file and display it on the modal. 
 The URL Link for a public folder only allows access to that Folder's contents and any public folder within its public contents - you cannot go up the folder hierarchy while logged out, the starting folder is the highest level of access you get. 
 Making a folder public does not automatically make its contents public - documents that you wish to have publicly accessible will each need to be marked public. 
 Public documents/folders containing a permissive/restrictive tag will not be accessible publicly, leading to a Not Authorized screen with an option to log in and view the document/folder (assuming the account you're logging into has access to the tag in question).