Upload New Documents/Files

To upload a new or revised version of a file in the Documents Module, open the Documents Home Page from the Main Menu and navigate the repository to the location where you want to add an additional folder.

To create a nested file within a folder, first open the parent folder. This will prevent you from having to move the file after the upload is complete.

Select the Add Document button beneath the Home Page header. This opens the Add a New Document Modal.

Drag and drop file(s) or select them from your device. Once the desired documents are chosen, select “Continue,” opening the second screen of the Add a New Document Modal.

Use both the Basic Details Tab and the Advanced Options Tab to designate the appropriate properties for the document and click the Add Document button. (A detailed explanation of the customizable document properties on both tabs has been included below.)

A pop-up confirms that the new document was successfully added.

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.
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.

Account Module How Tos

Add an Access Level for an Individual

Archive a User Account

Bulk Import Account Information

Create a New Channel

Customize Your Default KAStrack Login Screen

Deactivate a User Account

Delete a Channel

Edit a Channel

Edit an Employee's Supervisor

Edit Your Individual Email Alert Preferences

Edit Your Individual Email Report Preferences

Edit Your Personal Account Info

Export User Account Information

Manually Approve/Deny User Registrations

Create an Individual New User Account

Permanently Delete a User Account

Reactivate a Deactivated Account

Reset the Password for Another User

Reset Your Own Password

Restore an Archived User Account

Actions Module How Tos

Add A Budget Alert for an Action Group

Add a Budget Approver Group in the Actions Module

Add Actions to an Action Group Template

Add Comments to an Action

Archive an Action Group

Assign an Action

Assign an Action Approver

Assign Interested Parties to an Action

Bulk Edit Selected Actions

Copy a Workflow

Copy an Action Group Template

Create a New Action

Create A New Action Group Template

Create a New Action Group

Create a New Budget Approver Group

Create New Module Levels (Actions Module)

Create New Workflow

Delete a Budget Approver Group

Delete a Workflow

Delete an Action

Delete an Action Comment

Delete an Action Group

Delete an Action Group Template

Edit a Workflow

Edit An Action Group

Edit an Action Group Status

Edit An Action Group Template

Edit an Existing Action

Export Action Groups in a CSV File

Import Bulk Actions

Upload Files to An Action

Assets Module How Tos

Access an Asset's PDF Data Sheet

Access an Asset's QR Code

Add a Meter to an Asset

Add a New Manufacturer

Add Components to a Parent Asset

Add Fields to an Asset Type

Add Interim Notes to a Task without Completion

Add Meters to a Task Template

Add Tasks to a Task Template

Apply a Task Template to the Task Schedule

Archive an Asset or Component

Assign/Unassign Users and Certification Roles to an Asset

Attach an Asset Library File to an Asset

Bulk Assign / Unassign Assets

Bulk Export Asset Information

Bulk Import Asset Information

Change a Manufacturer's Name

Change a Task Template Name

Change an Asset Type Name

Change the Status of a Meter Type

Clean Manufacturers

Copy and Rename a Task

Copy and Rename a Task Template

Copy and Rename an Asset

Create a Meter Type

Create a New Asset