Documents Overview

Documents

The Documents module provides an Organization with an embedded Document Repository. This module also allows for an Organization to upload its own documentation, if necessary. Included in The Guard’s functionality is an embedded Document Processor, so Editing documentation can be done within the Guard as well. 

Documents Module Features

1. Upload Documents – Team Members can upload Documents to any existing folders in the Documents Module

   1. Multiple documents can be uploaded at one time

   2. Attaching to the Folder where documentation is to be uploaded will auto-fill the “Folder” drop-down when uploading

2. Create Folder – Team Members can create custom Folders/Subfolders, as needed

3. View Documents – Team Members can View documentation simply by opening the folder of their choosing, then selecting the document they wish to view. The Guard’s embedded Document Processor will open this document in Read Only

4. Download Documents – Every document uploaded in The Guard can also be Downloaded. By locating the document and selecting the Hamburger Button (☰) then selecting Download Document

5. Editing Documents and Approving Changes – Editing documentation can be done from within The Guard. Locate the Document that needs to be edited, then select the Hamburger Button (☰) and Edit Document. This will open the document in the Document Processor and allow the Editor to make changes.

   1. Saving Document Changes – The Guard “autosaves” any changes made to a document as a new “version” that must be Approved before overwriting the original version. There are Version History controls when editing a document more than once. After making changes to a document, simply navigate back to the Documents module (Click on Documents on the Sidebar) and select the Unapproved Documents button at the top. The document name will appear on this table if there are any pending changes; To Approve/Reject changes, simply select the appropriate button on the right-hand side of the row. 

      1. When Approving a new document version, The Guard will prompt the Officer/Admin if the document requires Attestation. If this document is to be assigned for Training and require attestation, be sure to mark “Yes”. If the document is not going to be used for Training, then mark “No”. 

   2. Saving as a New Document – When editing a document, any changes made to the document can be saved as an entirely new version. By selecting Save as New Document at the top, an Officer/Admin can name the new document, then save. New Documents must also be Approved before they are accessible in the Documents Module. Select Unapproved Documents button at the top, then Approve/Reject the newly created Document.