Library – RLDatix Public Knowledge Base

The Library provides a central location for storing, organising, and managing documents. It supports both system‑managed Library areas, which are automatically populated by the application, and a Shared Area, which allows Users to collaboratively manage their own folders and documents.

The Library enables Users to:

Store and access documents related to contracts and other records
Organise documents into folders
Upload, archive, and delete documents where permitted
Browse documents using an expandable folder structure
Manage shared documents securely within the Shared Area

Navigating the Library

Select Library from the main navigation menu.
Use the left‑hand panel to browse folders and areas.
Folders can be expanded and collapsed to display sub‑folders and documents.
The main Library panel displays document details such as:
- Name
- Description
- Filename

Library Structure

The Library is divided into two main areas, displayed in the left‑hand navigation panel.

System‑Managed Library Areas

These areas are automatically created and maintained by the system and typically include folders such as:

Contract Documents
Contract Notes
Alerts
Tasks
Collaboration Documents

Documents stored in these areas are created or attached as part of system workflows and cannot be reorganised manually.

Shared Area

The Shared Area is designed for collaborative document storage and manual organisation.

Unlike system‑managed areas, the Shared Area allows Users to:

Create folders and sub‑folders
Upload files and folders
Organise documents in a custom structure
Manage documents using recycle and archive actions

Note: All functionality described in the sections below applies only to the Shared Area.

Creating Folders in the Shared Area

Creating a Top‑Level Folder

To create a folder at the root of the Shared Area:

Select Shared Area header in the left‑hand panel
Click [New] in the toolbar
Select 'Folder'
A new folder will appear - adjust the name as required

Note: When Shared Area is selected, the [New] button allows folder creation only (files cannot be created at this level).

Note: Folder Names cannot be renamed once created

Creating Sub‑Folders

To create a sub‑folder:

Select an existing Shared Area folder
Click [New] in the toolbar
Select 'Folder'
A new folder will appear - adjust the name as required

The folder is created as a sub‑folder of the selected folder.

Uploading in the Shared Area

Uploading Individual Files

To upload files to a Shared Area folder:

Select a Shared Area folder
Click Upload
Select 'Files'

Select one or more files from your device
Once selected, a scan of the file(s) will take place

Once complete an upload status summary screen will display showing what files were loaded successfully, skipped or Failed.

If you wish to review the files for each status, click on a status and a pop up will display showing the concerned files.

When the Upload Complete pop up is closed the screen will refresh and the file will be displayed in the folder both in the left panel and the summary screen.

Uploading an Entire Folder

Users can also upload a complete folder and all of its contents:

Select a Shared Area folder
Click Upload
Select 'Folder'

Select one or more files from your device
Once selected, a scan of all the files in the folder will take place

Once complete an upload status summary screen will display showing what files were loaded successfully, skipped or Failed.

If you wish to review the files for each status, click on a status and a pop up will display showing the concerned files.

When the Upload Complete pop up is closed the screen will refresh and the folder will be displayed in the left panel as a sub folder

Click on the folder and the files will be displayed in the Summary screen.

Note: All files within the folder are uploaded automatically

This avoids uploading files individually

Document Scanning and File Type Restrictions

When files or folders are uploaded, the system automatically performs a document scan.

Skipped File Types

Upload Results and Scan Summary

Once the scan is complete, a results pop‑up is displayed showing:

✅ Files successfully uploaded
⚠️ Files skipped (including unsupported file types such as .exe)
❌ Files that failed the scan

Each category can be selected to view the affected files directly from the pop‑up.

Note: Certain file types are not supported and will be skipped during upload.
This includes executable and other restricted file formats, for example .exe, skipped files are not uploaded and are clearly identified in the upload results.

Managing Files and Folders

Folders in the Shared Area can be expanded to display and Sub‑folders and documents. This allows users to browse the full folder hierarchy

Checkboxes next to files and folders allow one or more items to be selected. These selected items can be:

Sent to the Recycle Bin
Archived in the Archive Vault

Folder Deletion Rules

A folder cannot be deleted if it contains a sub‑folder.

To delete a folder:

Delete any sub‑folders first
Once the folder is empty, it can be deleted

This ensures folder structures are removed in the correct order.

'This Contract'

When accessing the Library from within an existing record to upload documents, the 'This Contract' option is available in the left‑hand panel. This folder name will be the name of the record you are accessing the Library from i.e. the Contract Title.

The folder allows users to:

Quickly view all documents already uploaded against the selected record that are contained in the records sub folders
Select one or more documents for reuse where supported
This effectively allows a document located in one sub tab of a records to be copied across from another
This can be useful for example if you wish to have a copy of a signed document held within the Electronic Signature sub tab within the main Document sub tab

Security and Visibility

Document visibility within the Library follows existing security rules.

If a record is restricted for a user, the associated documents will also be restricted.
The Library will only display documents for records that fall within the user’s security permissions.