Documents & Document Types

Overview

We're excited to present a new feature Documents in BOSS811 that enables users to create and maintain documents for various needs. With the introduction of Document Types, you can now create and utilize multiple templates to streamline the process of creating customized documents.

Key Features

Customization: Admins can create and modify templates to meet specific requirements, such as Audit, Legal, Near Miss, etc.,.

Reuse: Templates can be reused across various documents, saving time and ensuring consistency.

Dynamic Content: Support for dynamic placeholders that aid in creating documents seamlessly

Visibility: Allows users to control the visibility of a document

Secured: Only Admins will be allowed to create document types

Prerequisites for Role Management

Access to Role Management: Ensure you have administrative access to the role management.

Define Role and Team Definition : Define or create a role and team. This includes creating different user roles (e.g., External Team Member) and teams (e.g., WSB Team) that require specific access permissions.

To know more about

• List of permission, refer to Roles

• How to setup a Role, refer to How to setup a new role

• How to setup a Team, refer to Team

Options available in Document Types

1. You can view all the Document types available: Navigate to Admin->Ticket Management->Document Types.

2. You can view when and who updated the document types.

3. You can edit / delete the document types directly.

Creating Documents

The process of creating documents involves two main steps:

Creation of Document Types: Create customized templates using the available drag-and-drop options. You can incorporate any number of fields required for your document. Fields can be marked as mandatory or optional based on your preferences.

Note: You need to be an Admin to create Document Types.

Creation of Document: Create documents using the template by filling in the fields added in the document type.

Steps to create Document Types

1. Navigate to the Settings tab from your Left side menu. Click Document Types under the Ticket Management Tab.

2. Click “New Document Type”.

3. For the new document type, enter the following information.

   1. Name: Enter the document name.

   2. Visibility: It enables you to manage a document's visibility. You can choose whether to show or hide documents using these checkboxes.

      1. All User: Visible to everyone.

      2. Specific Role: Visible to users with a specific role.

      3. Specific User: Visible to designated users.

      4. Specific Team: Visible to members of a particular team, for example WSB.

   3. Team visibility isolation : It enables isolation between teams, ensuring that the document is only visible to the specified team that created it and hidden from others.

      Note: To know more about Role and team, refer to Setup a Role, Setup a Team and List of Permission

      

4. Fill out the Name of the Document Type and drag and drop the necessary field types to build your document template from the list on the left side.

5. To upload a file, drag and drop the File Upload field. Enter the appropriate field label to identify the upload field, and then click Apply. Next, click on the file upload icon and select the file you wish to upload. 

1. Click Save or Save & Continue.

Edit Document Type

Once the document type is created you can view and edit the document type any time. To edit an existing document type, follow the steps outline below:

1. Select the document type you want to view from the document available.

2. Click Edit.
   

3. Edit the required Fields and click Save.
   

Steps to Create Documents

1. Navigate to the Documents tab from your Left side menu.

2. Click the + icon / New Document option.

3. Select the document type available from the list.

4. Select the checkboxes "specific user" or "specific team" that correspond to the document's visibility. "Default for this Document Type" will be selected by default.

   

5. Fill out all the required fields and click Save.

Edit / Print / Download Documents

1. Once the document is created you can view and edit the document any time. Click the document you want to view from the document available.

2. Click Edit.

3. You can also print or download the document to your local machine. Click the print icon available on the top right corner and choose the option to either save or print.

4. To print or save multiple documents, click the check box next to the name of the document and hit the print button.