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

  1. From any page that lists documents (for example, an activity, a track item, or a project’s document area), click Add document. 
  2. Alternatively, within an activity, scroll down the page and select Add document. 
  3. In the upload screen, either drag and drop files or click Select files to browse your computer. 
  4. Once uploaded, you can click Edit next to the document name to add details such as category or version number. 
  5. 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:

  1. From the Actions menu, select Check out.
  2. You’ll have the option to set a deadline for checking it back in.
  3. 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.
  4. When ready to upload the updated file, return to the document in ISMS.online and select Upload new version from the Actions menu.
  5. 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.