To CHANGE THE MAXIMUM FILE SIZE click the 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).
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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.
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.
Introduction
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The Contractors module enables an organisation to log and monitor the details of its contractors.
It provides a mechanism for recording company information, contact details, the nature of goods or services provided and any relevant records.
It allows managers and administrators to view, manage and edit any information relevant to contractors.
Depending upon your access permissions, you may not be able to add, view or edit existing entries.
Adding a New Record
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Click the Add New button in the left hand menu of the Contractors page.
The Figure above depicts the top section of the Add New Record form.
Enter the name of the person in the organisation who is responsible for the day to day dealings with the Contractor.
This person will be known as the Contract Manager.The logged on staff member will be the default contract manager.
The My Monitor List function enables staff members to select which contractors they wish to keep track of.
Click the My Monitor List field to add a contractor to the list. This allows for more efficient searching of contractors records (see below).
Once a contractor is no longer current, the contractor’s records can be stored in the archive by ticking the Archived box.
Enter the Company Name, People Soft Vendor ID, ABN, ACN and Address of the Contractor business.
If any of the above details have already been recorded they will appear in the dropdown list against that field and should be selected accordingly.
Enter the name, phone number, fax number and email contact information for the relevant contact person at the Contractor business.
If any of the above details have already been recorded they will appear in the dropdown list.
Add information about the type of Goods and Services Supplied by the Contractor by selecting from the categories in the drop down list or by
typing in a new category in the field below. Click the Add button once you have selected the category. The new category will appear below the add button in a table form.
A delete icon will appear to the right of the new category. Click the delete icon to remove any unwanted categories.
Any required records can be added to the system by using the Add New Contractor Record function. Select the type of record from the
drop down list (Insurance, Assessment, Induction, Training) and click Add. A new window will open allowing you to enter the details of the new record to the system.
You will also be able to attach copies of records (see Figure below). You will need to click save in this new window when finished.
Any extra information regarding a Contractor can be recorded in the Notes field.
Click Save at the bottom of the form when finished
The system will then tell you whether or not the new contractor has been successfully added. If the form is incomplete with compulsory fields empty,
you will be prompted to complete those fields before you can save. If the contractor has been successfully added a new page will open telling you the item has been saved.
You will then be able to return to the Today page, add another new entry or you can navigate to manage an existing entry.
Managing existing Contractor records
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After clicking the Manage Existing button you can review or modify contractor records already in the system. The figure below depicts the Manage Existing form.
This form will show a list of all the contractors in the system. The list will show the contractor ID number, name, Record Status/Next Expiry, Contract Manager, Status and State.
This list can be filtered by clicking the Filter button after making selections in the following drop down filter fields:
Service Category, Contractor Status, Record Status, Contract Manager and Location.
This allows you to refine the search for contractors based on particular criteria. For example, you can search for those contractors that provide security services.
By ticking the Only Show My Monitor List field you can bring up only those contractors which appear on your personal My Monitor list.
You can sort the list by clicking on any column heading.
You can copy a printed report to the Filing Cabinet using the Copy to Clipboard button.
You can delete an entry by selecting an entry using the tick box, and clicking the Delete button.
You can Print the current view using the Print button.
The list will include any contractors that satisfy the filter criteria and will enable you to identify the status of any records that have been saved
against the contractor’s details. If an expiry date was recorded against a record then the Record Status/Next Expiry column will:
(a) Turn Red when the expiry date has passed. The status column will display the expiry date.
(b) Turn Orange one month prior to the expiry date - alerting users and managers of the imminent expiration.
(c) Remain Green at all other times with the relevant expiry date.
If there is no record with an expiry date then the column will be white and state No Expiry.
You can Edit existing entries by clicking the pencil in the last column of the list table. This will take you back to the Add New form.
You can change any detail in this form and it will be recorded in the Manage Existing Contractor form. Remember to click save at the end of each edit session.