Working with Documents
Overview
Documents are managed on the Documents tab of functional area detail pages.
Document Thumbnails
The Documents tab displays a thumbnail for each file. nVIRO automatically generates a PDF version and representative thumbnail when a file is uploaded if it can be converted to a standard PDF, has a Final status, and is not confidential. Draft or confidential documents display a generic thumbnail.
Preview Gallery
Clicking a document thumbnail opens the Preview Gallery, which displays the first page of the document along with simple document details in the right-side preview panel. The forward and backward arrows on either side of the screen can be used to navigate between document pages.
The right-side preview panel also includes buttons to open the Document Details page, download the original document, download the document as a PDF, or delete the document (depending on permissions).
Creating Documents
Documents can be created in the following ways:
From a document template
By uploading a file
By copying a document
By linking a document from another record
Generating a Document from a Document Template
nVIRO allows users to generate documents from document templates, which combine boilerplate text with data from other records. These templates are created by an administrator and generate Microsoft Word files. Word documents, including generated ones, can be edited directly in the browser using the Aceoffix plug-in (for more information, see the Viewing and Editing Documents page).
To generate a document from a document template:
On the Documents tab of any functional area detail page, click the Add Document button.
Select the Generate option from the menu to open the Generate Document page.
Choose a program area and document category. The available templates for that category are then displayed.
Select a template and enter a document name, then click the Generate button. The document opens for editing once generation is complete and is automatically saved and associated with the functional area record.
Uploading a Document
To add a document that was received from or created by a source outside of nVIRO:
Click the Add Document button.
Select the Upload option from the menu to open the upload control.
Browse for the file to upload or drag the file from another window into the "Drop files here to upload" area.
Complete relevant fields, then click the Start Upload button. A progress bar shows the upload completion percentage.
When the upload is complete, click the Done button to return to the Documents tab.
Copying a Document
To copy a document from another record or the current record:
Click the Add Document button.
Select the Copy document(s) from another record option from the menu to open a list of documents available to copy from the current site.
Select the checkbox next to each document to copy, then click the Select for Copy button.
When prompted, select a document category for each copy.
Click the Confirm Copy button.
Linking a Document from Another Record
Documents can be referenced from other records. For example, a compliance action may link to permit or evaluation documents.
To link a document from another record:
Click the Add Document button.
Select the Link document(s) from another record option from the menu to open a list of documents available to link from the current site. Only documents related to active records can be linked.
Select the checkbox next to each document to copy, then click the Link Documents button.
Downloading Individual Documents
Individual documents can be downloaded through the Actions menu (represented by a vertical ellipses) on the Documents tab. Users can choose to download either the original file or the PDF version, if a PDF has been generated.
Only users with permission to view a document can download it.
Bulk Downloading Documents
Multiple documents can also be downloaded simultaneously from the Documents tab. To download multiple documents:
Select the checkboxes next to the documents.
Click the Download [#] Selected button, where “#” reflects the number of documents selected.
Only users with permission to view the documents can download them.
Bulk Finalizing Documents
Multiple documents can be finalized simultaneously from the Documents tab. To finalize multiple documents:
Select the checkboxes next to the draft documents.
Click the Finalize [#] Selected button, where “#” reflects the number of documents selected.
Confidential documents cannot be bulk finalized.
Bulk Changing Document Security Classifications
Multiple documents can be set to a Public or Internal security classification from the Documents page. To set multiple documents to the Public or Internal security classification:
Select the checkboxes next to the documents.
Click the Make [#] Public button or Make [#] Internal button, where “#” reflects the number of documents selected.
Only users with permissions to set documents to Public can bulk set documents to Internal.
The security classification of confidential documents cannot be bulk changed.
For more information about security classifications, see the Documents page.