Summary: The Document Management feature in the Places module allows you to upload, organize, and manage documents associated with organizational units. This document covers all aspects of managing documents within the Places module.

Documentation Tab Overview

The Documentation tab provides a dedicated space for managing files and documents related to an organizational unit. This includes:

• Policy documents
• Procedures
• Guidelines
• Templates
• Reports
• Reference materials
• Historical records

Document List View

The document list displays all documents associated with the selected organizational unit:

1. Document Name/Title: The name of the document
2. Document Type: The category or type of document
3. Size: The file size
4. Upload Date: When the document was added
5. Last Modified: When the document was last changed
6. Uploaded By: The user who added the document
7. Actions: Available actions for each document

Adding Documents

To add a new document to an organizational unit:

1. Select the organizational unit
2. Navigate to the Documentation tab
3. Click the “Upload Document” button
4. Select a file from your computer using the file browser
5. Enter document details:
   • Document title (can differ from filename)
   • Document type
   • Description
   • Tags (optional)
6. Click “Upload” to add the document

Supported File Types

The system supports a wide range of file types, including:

• PDF documents (.pdf)
• Microsoft Office files (.docx, .xlsx, .pptx)
• Text files (.txt)
• Image files (.jpg, .png, .gif)
• Compressed archives (.zip)
• And more

File Size Limits

• Individual files are limited to 25MB
• Total storage per organizational unit depends on your subscription plan

Managing Documents

Viewing Documents

To view a document:

1. Click on the document name in the list
2. For supported file types (PDFs, images, text files), a preview will appear
3. For other file types, you’ll be prompted to download the file

Downloading Documents

To download a document:

1. Click the download icon next to the document
2. Select the download location on your computer
3. The file will be saved in its original format

Editing Document Properties

To edit a document’s metadata:

1. Click the edit icon next to the document
2. Modify the document properties:
   • Title
   • Type
   • Description
   • Tags
3. Click “Save” to apply your changes

Replacing Documents

To upload a new version of an existing document:

1. Click the “Replace” action for the document
2. Select the new file version
3. Add a comment describing the changes (optional)
4. Click “Upload” to replace the document

Deleting Documents

To delete a document:

1. Click the delete icon next to the document
2. Confirm the deletion when prompted
3. The document will be permanently removed

Document Versioning

Best Practices

For effective document management:

• Use clear, descriptive document titles
• Apply consistent document types across the organization
• Add detailed descriptions to improve searchability
• Use version comments to track document changes
• Regularly review and archive outdated documents
• Organize related documents using consistent tags
• Consider file size when uploading documents
• Use appropriate file formats for different document types
• Ensure sensitive documents are appropriately secured