The Documents feature in ISMS.online makes it easy to store, manage, and share multiple versions of any type of file. You can use it simply as a file repository, or take advantage of advanced features such as version control, check-in/check-out, and detailed document management tools. This guide explains how to make the most of Documents in ISMS.online.
Uploading a New Document
- From any page that lists documents (for example, an activity, a track item, or a project’s document area), click Add document.
- Alternatively, within an activity, scroll down the page and select Add document.
- In the upload screen, either drag and drop files or click Select files to browse your computer.
- Once uploaded, you can click Edit next to the document name to add details such as category or version number.
- Select Post document to complete the upload.
Editing Document Details
If you have the correct permissions, you can update document information at any time:
- From the document listing, click Actions and choose Details.
Note: If only the “Download” option appears, you may not have the necessary permissions, or the document may be locked as part of a completed project activity.
Checking Out a Document
To update a document with a new version:
- From the Actions menu, select Check out.
- You’ll have the option to set a deadline for checking it back in.
- Once checked out, the file downloads to your computer so you can edit it offline. A check-in task is automatically added to your To-do list.
- When ready to upload the updated file, return to the document in ISMS.online and select Upload new version from the Actions menu.
- Post the document to complete the process. The related To-do item is marked complete automatically.
Tip: Use the description field to note the changes you’ve made so colleagues can see what’s new.
Viewing Previous Versions
Once multiple versions of a document exist, you can access earlier versions by opening the Details screen and selecting from the Show version drop-down menu.
Permissions
To edit, check out/in, or delete a document, you must either:
- Be the original uploader of the file, or
- Be an administrator of the work area where the document is stored.