The Document Library is a Safety module sub-module, and it is where you can create and view documents. Additionally, The document library is a version controlled repository with the ability to update and archive any PDF or Microsoft Word documents as required. Lastly, the document library provides a security based synchronisation mechanism to quickly and efficiently distribute approved documents to remove mobile users.

By integrating into the TMaSS's role based security, users with the role of Document Manager can approve, unapproved, archive, add versions and delete documents. While Document Approvers can validate and approve documents for distribution.  This document approval workflow process, allows close control over what documents are distributed to the end user.

As with other objects, the document object displays various pieces of information that help the user quickly see pertinent information such as:

• Document name
• Document type (pdf or word)
• Activity type
• Area type
• Version number
• Approval status

Document Object

You create a document the same way as other objects, by pressing the ‘Add’button. Once you start a new document, the Create Document dialogue will open, allowing you to enter metadata that will categorise and secure the document.

Create Document Dialogue

When creating a document, the document name (as labelled in the above graphic) will automatically default to the name of the document you select to upload, however, this text is editable if required.

Other metadata such as document type, activity, areas and category all identify and categorise the document type and help in the search process.

Version control is one of the most important aspects a document control system.  In TMaSS, the version field is used as a basis for functions such as version control and archiving, therefore it is imperative that when you create a new document you add a document version number.

When you create a new document and assign it a version number, each subsequent version added will be incremented by 0.1.  EG: 1.1 will become 1.2.   However, the version number can be manually edited if required.

The last aspect of creating a document in TMaSS is assigning companies, sites and locations.  This serves two purposes. Firstly, it is the basis for the distribution of the document. Secondly it places security around the document. 

For example, if you want the document only to be available at a specific site within your company, you would only select on that particular site. Or, if you have created a procedure that is customer and site specific, then you would assign (or tick) those boxes.  Therefore, when a user logs in with access to those sites, they will be able to view the document.  

Document distribution works in tandem with security scopes.  Therefore, if you do not see a company or site listed in the Company's or Sites list boxes, then either you do not have access to those companies, or, no security scope has been created for that company or site.

When you create a document, before it is distributed, it will need to be approved.

The following table outlines what functions are available for the document object