Introduction
Document management is a key component of data assembly and association in GEMS. In this section, we describe how to add documents via the Entity Snapshot
It is also possible to access and add documents by selecting the “Documents” button on the Entity Snapshot.
To add a new file, simply select the “New Document” icon to the right of the screen.
The option to upload a new file to the entity record will be displayed.
Field | Description |
Keywords | Enter any keywords for the document. Using sensible keywords makes it easier to find a document when the repository is large. See Best Practice 5: Use GEMS Document Properties for Effective Quick Reference for details. |
Related Entity | Use the Search icon to select the entity to which this document is related. You can select multiple entities here. For example, for an appointment-related document, you may want to associate it with both the business entity and the person who has been appointed. The document will be listed in the Entities Documents section. Please note: If you launched the New Document popup from a specific entity, this field is already populated with the related entity name. However, it is possible to delete the name and select a different one if you wish. |
Related Contract | If this document is related to a contract, use the Search icon to select the corresponding contract. |
Document Type | Select the document type from the drop-down menu or the lookup list. (Please see Figure 1 to Figure 4 for information on how to add) |
Category | Select the document category from the drop-down menu or the lookup list. (Please see Figure 1 to Figure 4 for information on how to add) |
Sub-Category | Select the document sub-category from the drop-down menu or the lookup list. (Please see Figure 1 to Figure 4 for information on how to add) |
Attached File (available when creating records outside of the Document Hub) | Allows for the selection of the required file from a PC and subsequent upload upon saving. |
Document URL (available when creating records outside of the Document Hub) | Allows for the specification of a URL leading to a specific file – e.g. a link to a SharePoint or cloud storage system. The file at the designated link can then be accessed from within GEMS easily once saved. |
Document Date | Enter the date you would like associated with the document e.g. the date the file was created. Allows for distinguishing when the document was created versus uploaded. |
Notes | Enter any information about the document that does not fit into the other categories. |
Submission/ Accession # | Enter the Submission/ Accession number for the document, if any. NOTE: This field is auto-populated for electronic filings. |
Please note: It is possible to perform a batch upload of a large number of files and documents using the Document Upload Utility. Please contact Customer Support to see if this facility is available for your organization.
Adding Documents via an Entity Record
It is also possible to have documents uploaded and associated to an individual GEMS record “Document” screen using the documents attached button on the transaction record e.g. an Appointment record. Documents uploaded or linked in this way will also be visible in the overall associated documents for an entity.
Selecting this icon will display any existing files which have been linked to the record and new records can be added by selecting the “New Document” option in the top right-hand corner.
By clicking on “New Document” new documents can be uploaded to GEMS or existing GEMS documents linked to the record being viewed.
For more information see ‘Viewing and Modifying Document’ for information on editing document association details.
Please note: GEMS records that have had documents already uploaded or linked to them will have a tick mark placed beside their document icon so users can easily see where records have had documents associated.
