Document Tree Setup

Content

What is the Document Tree?

The Document Tree is the area in PolicyManager where you can organize and modify folders, in addition to populating folders with documents. This tool is mostly used by System Administrators.
The Document Tree view of the folder structure has different functionality from the General Access view of the folder structure.
This guide covers the following:

• Setting up folders
• Uploading documents
• Setting up document meta-data
• Publishing documents
• Retiring Documents
• Deleting documents
• Circulating documents
• Cutting and moving documents
• Downloading Documents

To start working on the Document Tree, login to PolicyManager and click on the “Setup” icon on the Main Page.

Setting up folders

Adding a new folder

1. Navigate to the location in the Document Tree where you want the new folder to reside. Click the button entitled “New Folder”:
2. Fill in the field for Folder Name, then click the button entitled Create Folder. You can create sub-folders using the same process.

Editing a folder’s properties

You can change the name of the folder at anytime, as well as restrict the folder to a specific department/user group

1. Locate the folder in the Document Tree, then click the folder’s parent name in the Document Tree window.
2. Click the folder’s name in the list, then the following pop-up box will appear, and you will be able to edit the Folder Name, Access Rights (restrictions), using the associated Departments/User Groups.
3. Once you have completed your edits, click Save Folder Properties.

Uploading documents

Uploading a single document

1. In the Document Tree, click the Upload button:
2. The following pop-up box will appear:
   • Click Browse to choose the file that you would like to upload.
   • In the destination box select the one folder where you would like the document to be uploaded. Confirm your choice in the Path box.
   • Select the next and last review date if desired (These are optional fields at this point).
   • Select a Committee if you have a pre-built committee you would like to attribute to the document. (For more information about Committeees please review the Committee Management Guide).
3. Click on Upload Document (s) to upload the selected document. The document’s status will say Ready if you added the dates.

Tip!
Though they are optional fields, if you do not choose a Last Review Date and Next Review Date, the document’s status will say New, instead of Ready, and cannot be published.

Uploading Multiple Documents

Before uploading multiple documents, you must first zip the documents on your computer. To do so, follow these steps:

1. Locate the documents on your computer.
2. Select each document that you would like to upload . Press the Ctrl key  while clicking  to select  multiple documents. 
3. Right click  on your selected  documents. Click Send to Compressed (zipped) folder
   • Tip! You must select the documents themselves, not the folder itself, to zip. Otherwise, after uploading, the document titles will be distorted.
4. Once the documents are zipped, reopen the PolicyManager software, and complete the following steps:
5. In the Document Tree, click the Upload button:
6. The following pop-up box will appear:
   1. Click Browse, and choose the zipped folder that you would like to upload.
   2. In the destination box select the one folder where you would like the document to be uploaded (in this case you will choose the zipped folder). Confirm your choice in the Path box.
   3. Select the Last Review Date and Next Review Date, if desired. (These are optional fields at this point).
   4. Select a committee if you have a pre-built Committee you would like to attribute to the documents. This is an additional field.
7. Click Upload Document(s) to upload documents.
   • Important  Note: If you choose Next and Last Review Dates and Committees in this screen, these attributes will apply for all  of the documents that you are uploading. If each document requires different Next and Last Review Dates or /and Committees, leave these fields in blank. Once you upload the documents, open each document individually to apply this metadata.

Metadata

Metadata is the data that describes each of your documents. It includes the title, description, review dates, and committees associated with a policy, among others. If a document itself is edited, the metadata will not change. However, if you would like to change the meta-data surrounding a document, complete the following steps:

1. Navigate the Document Tree to locate the document that you would like to work with. Click the name of the document, then the following screen will appear: 
2. Fill out the desired metadata. The fields with a star next to them are mandatory, and the rest is optional.  We highly recommend fields like Owner and  Manager be filled out as they are important roles and will mostly like be receiving the review email notifications. Please note that these fields will only appear once a Committee is selected.
3. Once you have finished entering desired metadata, click Save Metadata.

Tip! Check out the Glossary Help Document if you have questions about any of the meta-data fields.
 

Publishing Documents

To publish an uploaded document, it must have a status of Ready. There are 2 options for performing this action:

Document Tree window via Publish button:

1. Click the Publish button and the following box will appear, and all documents that are ready to be published will be listed.
2. Select document (s) by clicking their check box.
3. Click Publish. The document’s status in the Document Tree Set-up window will then read Publishing, and after about3 minutes will change to Published. 

Document Tree via Particular Folder:

1. Locate the folder in the Document Tree, and click the folder’s name
2. Select the document (s) within that folder by clicking on the checkboxes beside the document(s). Please note that the documents need to have the status of Ready.
3. Click Publish and within 3 minutes the status of the selected document (s) will change from Publishing to Published.

NOTE: There is a filter box on the right hand side of the screen that allows you to filter by status; this is very helpful when utilizing the Publishing tool within a specific folder.

Once you click the Publish button, the following box will pop up:

Click Publish Selected Document (s), and within 3 minutes or so, the documents will appear with the Published status.

Important: Only Published documents will appear in searches done via the Search bar on the Main screen. All other documents with other status will have to be published to become searchable and visible in the Main Library. Only System Administrators or individuals with the privileges to the Document Tree can view documents with the status of New and Ready.

Retiring Documents

Published documents can be retired if they no longer need to be displayed in the Main Library or appear in search results for end users. System Administrators and other users with privileges to view the Document Tree Set-up will be able to retire and view the documents and their previous versions without re-publishing them. 

Please complete the following steps to retire documents:

1. Navigate the Document Tree to locate the document (s) that you would like to retire. Click the check box(es) beside the document(s), and click Retire.
2. A pop-up box will appear confirming your selection. Click Retire. You can also leave a note as to why the document is being retired.

The retired documents will also be displayed within a specific area in the system called Retired Documents found under the Setup Tool icon.

The grid includes the Name, Number, Location, Retired Date of the document, Changes and Updates notes as well as Retirement Notes.

Tip!
A document in Project mode cannot be Retired. The Project needs to be completed before that.

Once a document is Retired, all circulations and internal links associated with the document will be removed.
Note:  The access/privilege to this area needs to be designated to users other than System Administrators under Profile Management.

Follow the instructions below in order to access the Retire Documents area:

1. Locate the Setup tool Icon and click Retired Documents in the drop down.
2. The options for action buttons are Delete or Open Report
3. You can also click on the retired document, update/change the metadata, click the History Tab to view or download, and also Unretire the document.

Note: If you unretire a document, the system will create a new version which will have to be published again. The document’s status will read Ready in its original folder. (To publish the document please follow instructions previously explained in this document under section 1.4 Publishing Documents).

Deleting Documents

Deleting unpublished documents

Documents that have not been published and have a status of Ready, New, Failed, or Publishing can be quickly and easily deleted from the system.
 

1. Navigate the Document Tree to locate the document or documents that you would like to delete. Click the check box(es) beside the document or documents, and click Delete. 
2. A pop-up box will appear confirming your selection. Click Ok

Deleting published documents

To delete a document that has a status of Published, you will need to retire the document first. This prevents deletions of important documents by accident, as well as provides the option of keeping a document that doesn’t necessarily need to be available in the Main Library and in search results, but should be kept in the system for legal or archive reasons.

Please complete the following steps to delete published documents:

1. Navigate the Document Tree to locate the document or documents that you would like to delete. Click the check box(es) beside the document or documents, and click Retire.
2. A pop-up box will appear confirming your selection. Click Retire. You can also leave a note as to why the document is being retired. 
   • The document’s status will then read Retire, and will no longer show up in the P&P library and search. It will only be accessible in the Document Tree Set-up by System Administrators.
3. Now click the check box beside the document again, and click Delete.
4. A pop-up box will appear confirming your selection; click OK. The document is now completely deleted from the system.

Circulating Documents

Circulation is a way of sharing a copy of the original version of a document to a location within another folder or site. This is mostly used by organizations with multiple sites which allows documents to be shared with different locations without having to upload them multiple times. However, if you wish to circulate documents within locations for the sake of making them available in multiple folders, you can also do that.

To circulate a document, complete the following:

1. Navigate the Document Tree to locate the document that you would like to circulate. Click on the check box beside it, and the Circulate button will appear. 
2. Click Circulate, and a pop-up box will appear.
3. You will now be able to select as many sites, folders and sub-folders that you would like to circulate the original version of the document to. For example, in the image below, we have circulated a document to another folder and another folder in a different site. 
4. Once you are finished selecting your folders, click Circulate to save.
5. Now, a blue circulating icon appears next to documents that have been circulated. 

Tip!
If you want to edit a circulated policy or its meta data, you must do so in the document’s original location.

Uncirculating documents

System Administrators or users with this privilege have the capability to “Uncirculate” any documents that have been circulated previously. The individual can complete this task by following the below steps:

1. Locate the original document that has been circulated in the Document Tree Setup under the Setup Tool. The following icon   will inform the users if the document has been circulated. 
2. Click on this icon   to remove the circulation. A pop-up window will appear which will allow the user to remove the selected locations where the document has been circulated. 

Cut and Move

The Cut/Move feature allows you to cut folders and documents from one location and move them to a different location within the Document Tree. A document’s Status must be New, Ready, or Published in order to be moved. Documents in Publishing Status cannot be moved. Additionally, restricted folders cannot be moved.

1. Navigate the Document Tree to locate the document or folder that you would like to work with. Click the check box beside the policy name or the folder, then click Cut/Move.
2. The following pop-up box will appear. You can select the location that you would like to move the selected document or folder to. In the example below, the document will be moved to the Human Resources folder. 
3. Click Move. 
4.  A pop-up will appear, confirming your choice. Click Ok. 

Downloading Documents

Within the Document Tree Setup it is possible to download all the documents within a particular folder. This can be accomplished by following the steps below:

1. Go to the folder via Document Tree Setup under the Setup Tool icon.
2. Select the check box of the document(s) you would like to download. 
3. Click the Download button.
4. Name the Zip File and click Continue.

Note: You can select one or multiple documents for the download. 

Also, the download of a single document can also be done in the following way:

1. Go to the folder via Document Tree Setup under the Setup Tool icon.
2. Click on the document name you would like to download, not on the check box.
3. Click on the History Tab to see the versions available for download (the current version will always appear on the top).
4. Click Download.