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 and links can map to one or more chapters of a standard. This can happen when you upload the document in an element that is already mapped to a standard. The document then adopts this standard mapping. You can also edit this mapping yourself here. We explain the standard mapping dialogue here.

For all directories, HITGUard displays documents and links, the name, date of the last change, the user who made the last change and any mappings (documents and links).

Options

Various options are available for directories, documents, and links (via right-click or by clicking the three vertical dots):

Directories
New Directory	Creates a new directory. If you do this while a directory is selected, the new directory will be created one level below it (subfolder).
Upload Files	Uploads files to the selected directory. This can also be done via drag-and-drop.
Add Link	Creates a link in the directory that can be opened by double-clicking.
Rename	Here you can change the name of the directory.
Move To	Here you can move the directory. The available destinations are selectable; all others are grayed out.
Copy to	Here you can copy the directory. The available destinations are selectable; all others are grayed out.
Delete	Deletes the directory. If the directory contains files and/or subfolders, these will also be deleted.
Download	Downloads the folder as a ZIP file containing all its contents.
Documents and Links
View	Opens the file in the visual reader or navigates to the link in a new tab.
Edit entry	Here, you can rename the file or edit the link. You can also create, edit, or delete the standard mapping for the entry here. Mapped documents and links are also displayed under Administration → Standards and Norms | Linked Elements
Move to	Here you can move the file or link. The available destinations are selectable; all others are grayed out.
Copy to	Here you can copy the file or link. The available destinations are selectable; all others are grayed out.
Delete	Deletes the file or link.
Version History	Opens the version history of the file or link.
Approve	Starts the review and approval workflow for the file or link.
Download	Downloads the file or link. If multiple items are selected, a ZIP file is downloaded.

Advanced Search

You can access the advanced search by clicking the arrow to the right of the search field above the folder contents. The advanced search allows you to search the current folder and its subfolders for specific documents where either the document name, an assigned keyword, or a linked standard matches your search query.

You can select multiple keywords and/or standards. A document is displayed as soon as it is linked to at least one of the selected options.

Datei:DM AdvancedSearch.png

Advanced Search Options

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.

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 Documents 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.

Mappings for Uploaded Attachments

In the original folder, the documents and links do not have any associated mappings. When they are moved, HITGuard checks whether the entity to which the document is attached (e.g., measure, Control definition, review question, etc.) has any mappings. If so, these are displayed in the document’s or link’s new location.