Reference Documents

CONTENTS: • UPLOADING A DOCUMENT TO THE SYSTEM • RETRIEVING A DOCUMENT • UPDATING A DOCUMENT • DELETING A DOCUMENT

INTRODUCTION:

Reference Documents is a standalone module in the Safety Indicators system, and works similarly to the SDS module. It allows you to store and organize, in one place, safety-related documents as well as other items, such as policy and procedure (SOP) documents.

Word, Excel, and PowerPoint and PDF document formats are acceptable for uploading to the system. You can then easily reference items at any time, from the Safety Indicators desktop site or the Mobile App (as long as you have the proper Permissions).

When a new version of a document becomes available, you can upload it to replace the obsolete version.

Although it's not covered here, Reference Documents can have Workflow like other Modules in the system.

UPLOADING A DOCUMENT TO THE SYSTEM

STEP 1

• In the main left menu, click Documents

• In the Reference Documents card, click the large icon to open the current list of documents

A At the top of the screen, click the down-arrow next to All Projects to select a Project (or Worksite or Dept. or whichever term your company uses)

B Above the list, click + Create New

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STEP 2

A In the Add Reference Document window, Type in a Title for the new document

B In the Type field, click the down-arrow, then select a document type from the list (Required)

If there is no appropriate Type, click the Plus Sign, then type in a new Category (Type)

C Optionally, add an internal Reference #

Note that a separate Document Number will automatically be added by the system.

D Optionally, type in a Description of the document

E Optionally, click the down-arrow in the Folder field and make a selection, to keep Reference Documents organized within pre-defined topic folders

Continue to complete any of the other optional fields that you'd like to include.

F To upload the document, either drag it from your desktop to the dotted-line box on the right OR click Choose File; click Browse; navigate to the Document; select it; then click Open.

G Click the green Save icon at the bottom. You're done.

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The new Document will now appear in the list of Reference Documents, which are grouped by Type. By default, its Status will be Info Only, but this can be changed by an Administrator.

RETRIEVING A DOCUMENT

STEP 1

• In the main left menu, click Documents

• In the Reference Documents card, click the large icon to open the current list of Documents

• Find your Document in the list

Optionally, to make it easier to find an item in a long Documents list...
• Open the Filters menu. Then click one of the down-arrows to specify parameters that will help narrow the list.
• Use the Search box at upper right to Search for the document by Document Number, Title, etc.
• For a multi-page list, use the page navigation tool at the bottom to access additional pages.

A Once you have found your Document in the list, double-click its Page Icon on the left

It will appear now in your computer's Downloads folder.

You can also click anywhere else in the row to access the Document's Details form.

If the Document you want is not available, you can ask your Safety Administrator to grant the appropriate Permissions.

UPDATING A DOCUMENT

• If a Document has been superseded by a newer version, find it in the list, then double-click it (anywhere but on the Page icon)

• In the Details window, Click Version at upper right

• In the Add Version window, drag the Document icon from your desktop to the dotted-line box on the right.

The system will now store the updated version, and delete the obsolete version.

DELETING A DOCUMENT

• Find the Document in the list, and select it with a single click

• Click the red Trash Can icon at the top to delete it from the system