DocUControl User Manual 3.0.13

  • Published on Feb 17, 2023
  • 5 minute(s) read
  • Mitchell Lesar
  • Developer Account
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NAVIGATION

HAMBURGER MENU

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NAME DESCRIPTION
All Shows all Finialized and Published Controlled Documents
Home Displays the Home page
Browse By Category Browse for Controlled Documents via its Category, Topic or Document Type
Advanced Search Advanced Search modal for searching for specific Documents
Upload Upload new Documents
Recent Uploads Displays Documents that have been registered to Content Manager in the last week
Favourites Displays Documents that you have favourited in Content Manager
Statistics Displays the DocUControl Statistics page
Sign out Sign out of the application

SEARCHING FOR DOCUMENTS

There are two methods you can use to locate your documents:

  • Quick Search
  • Advanced Search

QUICK SEARCH

RECORD SEARCH

To search for Records via its Title, Record Number, URI or Keywords:

  1. Select Record Search via the dropdown
    2022-10-14_12-15-38.png

  2. Enter a search query and either press the Enter Key or click the Magnifying Glass Icon
    2022-10-14_12-17-25.png

  3. The Search Results Page will be displayed
    2023-02-01_17-03-57.png

CLASSIFICATION SEARCH

To search for Records via its Container's Classification:

  1. Select Classification Search via the dropdown
    2023-02-01_17-19-09.png

  2. Search for and select one or more Classifications then either press the Enter Key or click the Magnifying Glass Icon
    2023-02-01_17-05-42.png

  3. The Search Results Page will be displayed
    2023-02-01_17-17-27.png

ADVANCED SEARCH

The advanced search lets you search by combining metadata.

Note

Please note that the following options may be different depending on how your Systems Administrator has configured the settings.

  1. Select the Advanced Search heading from the Drop-down Menu Navigation
    2022-10-14_13-52-16.png

  2. Enter your search criteria
    2022-10-14_13-55-03.png

  3. Select Search to run your search

  4. Your search results will be displayed
    2023-02-01_17-20-44.png

SEARCH RESULTS PAGE

The search results page is displayed when a search is performed in DocUControl.
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NUMBER NAME DESCRIPTION
1 Filters Filter options for refining the current search data. The filter options shown match the Metadata Fields selected by your System Administrator
2 Total Results The total number of results returned from a search
3 Tag Document Checkbox for tagging a documents
4 Favourite Icon Indicates if a Document has been favourited. Clicking the star will either add or remove a Document from the favourite Records
5 Filter Toggle Shows/Hides the Filters section
6 Documents Documents returned from the search. Each column is populated with the Document's respective metadata. Clicking a Document row will open the Document View Page
7 Pagination Paginated results
8 Search Type Used for specifying either a Record or Classification Search
9 Search Bar The search bar for specifying new searches. the placeholder value is the current search query
10 Search Button Click the search button to execute a new search
11 Metadata Columns The metadata columns are specified in the Admin Console. Each column header is clickable to sort the Documents alpha-numerically
12 Send Email Reminders Clicking this button will send Email Reminders for the tagged documents. See the Send Email Reminders section for more information
13 Share Documents Clicking this will open the Share Documents modal. One or more Documents must be tagged first
14 Download Documents Clicking this will open the Download Documents modal. One or more Documents must be tagged first

SHARE DOCUMENTS

To share Documents:

  1. In the Search Results page, tag one or more Document(s)
    2022-10-14_14-37-52.png

  2. Click on the Share Documents button
    2022-10-14_14-39-27.png

  3. The Share Documents modal will be displayed
    2022-10-14_14-40-35.png

NAME DESCRIPTION
Share links via email This will generate a new email with the tagged documents generated as hyperlinks. 2022-08-17_15-27-14.png
Copy to Clipboard Copys the tagged documents as URLs to your clipboard

DOWNLOAD DOCUMENTS

To download Documents:

  1. In the Search Results page, tag one or more Document(s)
    2022-10-14_14-37-52.png

  2. Click on the Download Documents button
    2022-10-14_14-42-15.png

  3. The Download Docs modal will be displayed
    2022-10-14_14-43-57.png

NAME DESCRIPTION
Download PDF Downloads a zip containing the PDF versions of the tagged Documents
Download Original Downloads a zip containing the electronic documents of tagged Documents

SEND EMAIL REMINDERS

Email reminders can be sent for a document that is either overdue or approaching review to the Policy Owner and Document Control Officer of that document.

To send reminders for Documents:

  1. In the Search Results page, tag one or more Document(s)
    2022-10-14_14-37-52.png

  2. Click on the Reminder button
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DOCUMENT VIEW PAGE

Clicking on a Document in the Search Results will open the Document View Page
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The Metadata displayed in the left column is controlled in the Admin Console. The PDF rendition of the Document is displayed on the right.

KEYWORDS

Each keyword can be clicked on to perform a search to find all policies with the keyword.

Keywords can be edited for the Record, indicated by the edit icon (Editing keywords can be enabled or disabled via the Admin console).
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After pressing on the edit keyword icon a window will appear allowing you to either add or remove keywords for the current Record.
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ACTIONS

NAME DESCRIPTION
Download Opens the Download Document Modal
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Show all versions Opens the Search Results page showing all the Record versions for the Document
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Flag Issue with Document Report an issue to the Document's Control Officer
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Start Document Review Start the document review/escalation process for the Document
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BROWSE BY CATEGORY

The Browse by Category page displays a list of categories, topics or types. Clicking on a category button will display the Controlled Documents within that category.

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UPLOAD PAGE

The upload page is used to upload new Controlled Documents to Content Manager.
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The fields displayed on the upload form are taken from the Controlled Document Record Type. Fields marked with an * symbol are mandatory.

To upload Document(s):

  1. Drag and drop one or more files into the File Drop area
    2022-08-17_17-06-44.png

  2. Fill in the mandatory fields

Note

If the Title is left blank, the file name will be used as the title

  1. Click on the Upload button
    2022-08-17_17-08-44.png

  2. Once the uploads are complete, the Upload Summary page will be displayed. Clicking on a Document's Record Number will open the Document View page for that Document
    2022-08-17_17-11-23.png

STATISTICS PAGE

Displays statistics for Controlled Documents.
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FUNCTIONALITY DESCRIPTION
FILTER BY Allows the user to filter the stats by the chosen categories or topics
EXPORT STATISTICS Exports the current statistics to a CSV file
CLEAR FILTERS Resets all the drop-down filters to "All"
OVERDUE DOCUMENTS Shows a chart displaying overdue documents against published documents
DRAFT DOCUMENTS Shows a chart displaying draft documents against published documents
RECENTLY CREATED Shows a chart displaying documents created this week, this month, and this year
APPROACHING/ RECENTLY REVIEWED Shows a chart displaying documents that have been recently reviewed against those approaching review
TOTAL CONTROLLED DOCUMENTS Shows a chart displaying the total amount of Controlled Documents created compared to the amount of storage used within Content Manager, in megabits.
SHOW ACTIVE RECORDS Enabling the checkbox will only show active Records