Dokumentenmanagement/en

Directories can be created and managed on this page. Within the directories, documents and links (e.g., to a document on a fileshare) can be stored and managed.

Experts, professionals, and observers can access this page and the menu item Doc management if they are authorized for document management. In this case, they also find the pages Uploaded attachments and Report archive here. The Uploaded attachments are also shown in a folder of their own under Documents.

All documents of the current management system are shown.

Filing of documents and links

Documents can be added to a directory with an upload button or via drag & drop. Links can be created.

If a document of the same name is uploaded or added via drag & drop again, a dialog opens. Here, one can first decide whether to upload a new version of the existing document or file the document as a separate item. Furthermore, a comment can be added that is then shown in the version history.

Upload document of same name

Directory structure with mapped documents

Mappings

Individual documents can be mapped onto one or more chapters of a standard/a norm.

For all directories and documents the name, date of the last modification, executer of the last modification and any mappings (only for documents) are shown.

Mappings for Uploaded attachments

There is also a folder showing the uploaded documents under Doc management > Documents. This serves the purpose that they can be integrated in the directory structure by moving them to another folder.

In the original folder, the documents and links do not have linked mappings. Upon moving them, HITGuard verifies whether the entity the document is linked to (e.g., measure, control definition, review question,...) has any mappings. If so, those are shown in the document's/link's new position.

Options

Different options are available for directories and documents (via a right click or a click on the three vertical dots):

Directories
New directory	Creates a new directory. If this is done while a directory is selected, the new one is created a level below (subfolder).
Upload files	Uploads files into the selected directory. This can also be done via drag & drop.
Add link	Creates a link in the directory. Double clicking the link opens it in a new tab.
Rename	The name of the directory can be changed here.
Move to	The directory can be moved here. The possible destinations can be selected, all others are greyed out.
Copy to	The directory can be copied here. The possible destinations can be selected, all others are greyed out.
Delete	Deletes the directory. If the directory contains files and/or subfolders, those are deleted as well.
Documents and links
Display	Opens the file in the plastic reader or opens the link in a new tab.
Edit entry	The file can be renamed and the link can be modified here. Furthermore, the file's or link's norm-mapping can be created, edited, or deleted here. Mapped documents and links are also displayed under Administration → Standards and Norms | Linked elements.
Move to	The file or link can be moved here. The possible destinations can be selected, all others are greyed out.
Copy to	The file or link can be copied here. The possible destinations can be selected, all others are greyed out.
Delete	Deletes the file or link.
Version history	Opens the file's or link's version history.
Approve	Starts the review and approval workflow for the file or link.
Download	Downloads the file (not available for links).

Version history

A right click or a click on the three vertical dots next to the entry name opens the version history of the document or link. For every upload of a file of the same name that is not to be kept separately, an entry is created in the version history. This shows the version number, the version date, the creator, and an optional comment to be written upon uploading

First column
Display	Opens the respective version of the document in the plastic reader. Opens the respective version of the link in a separate tab.
Download	Downloads the respective version of the document. Not available for links.
Delete	Deletes the respective version of the document or the link. If the newest version is to be deleted, an earlier version must first be restored.
Restore	Restores the respective version of the document or link so it will be shown in the directory. This option is deactivated for the newest version of the document or link. Note: The deletion of a document or link directly in the directory deletes all versions.
Second column
Approval status	Shows the status of the approval of every individual version. Find an explanation of the symbols here.
Magnifying glass	Opens the control protocol of the review and approval workflow of every individual version.

Version history

Approve

A right-click or a click on the three vertical dots beside the name of the file or link can start the review and approval workflow for an individual file or link.

This opens a special control definition: review and approval workflow.
Find more on this here.

The protocol of the control can be viewed via the version history.