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The Filling Cabinet module is a flexible record keeping system with enhanced access controls. Documents can be added and viewed offsite and can be site or project specific. |
Filing Cabinet
The ‘Filing Cabinet’ is a flexible record keeping system, similar in operation to a regular network or computer drive, but with enhanced access controls.
The folders you see when you log in will depend upon your permissions. Administrators determine which folders each user can view.
Document Vault
The Document Vault 
is reserved for the documents that are your company policies and procedures.
These typically are not edited or changed regularly, and are linked from your Management System page.
Any documents you wish to appear in your Management System must be placed in the Document Vault.
You can create folders within the Document Vault to better manage your documents.
Filing Cabinet
The Filing Cabinet 
is used for general document storage, such as for:
- Project Documents
- Site Specific Documents
- As a Shared Workspace
- Documents that you wish to access offsite.
Note that files stored in this area are not accessible from the Management System.
Common Operations
Upload a File
Select the folder you wish to place the file into.
Click ‘Add File’ 
Click ‘Browse’ to locate the file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
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| Note that files larger than what you would typically email may be too large to upload to CS Intranet. Refer to Maximum File Size. |
Upload Multiple Files at Once
On your computer, combine the files you wish to upload into a .zip file. Ensure that the .zip file does not exceed the maximum file size
(typically 8MB unless modified by your Administrator). Only.zip files that you wish to appear in the same folder once uploaded onto CS Intranet.
Within the Filing Cabinet on CS Intranet, select the folder into which you wish to place the files.
Click ‘Upload Zip’ (select from the More Actions button).
Click ‘Browse’ to locate the zip file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
Once uploaded your .zip file will be extracted and the files placed individually into the selected folder.
Add Tags to a File
Tags can be added to a file when uploading as a single file, or after the file has been uploaded as part of a multiple file upload.
This enables the user to search for words contained in the document that are not in the document name.
To add a tag to a single file, click 'Add File' and the following screen will display:
Once you have selected the file to upload, type the relevant tags in the Tags section.
Click 'Upload' to save.
To add a tag to a file that is already uploaded, select the file and click 'Edit'. The following screen will display:
Type the relevant Tags and click 'Upload'.
If more than one tag is being added, use the following protocols:
Monitor,Toolbox Meeting,OHS
Note that there are no spaces between new tags, only commas.
Spaces are only used if the tag added contains multiple words.
Search for a File
The search function allows for searches to be undertaken for the file name or any tags that have been added to the file.
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If you do not have Administration or View permissions for the Document Vault, you will not be able to search for a document in the Filing Cabinet. |
To search in the filing cabinet type in the 'Search' section and press enter.
Download a File
Select the file you wish to download.
Click ‘Open’ 
Your file will download or open automatically using the appropriate application (depending upon your computer settings and the file type).
Maximum File Size
The maximum file size that can be uploaded to the Filing Cabinet is set by Administrators.
To CHANGE THE MAXIMUM FILE SIZE click the "pencil" in the Login Controls Toolbar at the top of the page, enter a maximum file size and click ‘Save’.
It is a good idea to limit the file size to somewhere between 4000 and 8000 kB to avoid excessive download times for document access.
To set individual USER PERMISSIONS to restrict which parts of the Filing Cabinet each user can see, refer to Section 1.4 in the help found under the Tools > Help menu (far right tab).
This section is only accessible to Administrators.
The Maximum File Size cannot be set larger than 20000 kB (20 MB).
UPLOADING LARGER FILES: Larger files may be zipped prior to uploading and then uploaded via the 'upload zip' section:
Click ‘Upload Zip’ (select from the More Actions button).
Click ‘Browse’ to locate the zip file on your computer, and click ‘Upload’.
