If new folders are required within the Core Documents, these can easily be added by a Portal Administrator via the Settings Module.
Select Settings from the Module tabs.
Select the Core Documents tab.
From here, navigate to the location in which you wish to add the new folder. When you have found the required location, click the Create button.
The folder creation options will appear. Enter the required information as per below.
Name – enter the folder name.
Description – enter the folder description (may be the same as the folder name field ie user name or a more detailed set of instructions such as “Monthly reference ranges for Pharmacy Freezer”).
Prefix – a short identifier for the folder. This will be included in the file name and denotes the location of the files.
Division – auto-populated by the system. Leave as default.
Document date type – we recommend selecting DOD, Date of Document for this field.
Renewal period (months) – select the most common renewal period for the documents that will be contained in this folder. This will then be the default setting for all documents uploaded into the folder. This can be changed at document level at the time of upload or by editing after uploading if required.
Renewal not applicable – click this if renewal is not required on the majority of the documents that will be uploaded into this folder. Individual documents uploaded can manually have renewals set on them at document level if required.
Renewal notification – set at 90% by default. Notifications will be sent out when the selected percentage of time before the document expires. Select the appropriate amount.
Number of notifications – set how many times should the notified users be reminded that a document contained in this folder are expiring soon.
Period between notifications – set how long between each reminder being sent.
Users to be alerted – select which users in your portal should be notified when a document in this folder is coming up for renewal. By default, all portal admins will be included here. Add or remove those as required.
Auto Name – by default enabled. We recommend keeping auto naming enabled, this allows the system to use the folder prefixes to create a unique file name for each document.
Once the required fields have been completed and saved, the folder will appear in the folder list.
Repeat as required until all are created.
Documents can then be uploaded to these folders by clicking back into the Core Documents module and navigating to the folder location.
Click into the folder and upload documents as required.
This help topic can be downloaded here: