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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.
Watch this short video overview of the Filing Cabinet (with audio).
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Document Vault
The Document Vault 
is reserved for the documents that are your company policies and procedures.
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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:
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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.
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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.
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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.
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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, you enter the tag then a comma with no spaces, as in the above diagram. 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 the key word/s you wish to search on in the 'Search' section and press enter.
All documents containing the key word/s either in the document name or set as a Tag will be displayed.
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).
Copy a File / Folder
You can create a copy of an existing file or folder in another location in the Filing Cabinet.
Select the file or folder you wish to copy and click 'Copy' 
Select the folder you wish to copy the file or folder to.
Click 'Copy' and a copy will be created in the selected destination.
Move a File / Folder
You can move a file or folder from one section of the Filing Cabinet to another.
Select the file or folder you wish to move and click 'Move' 
Select the folder you wish to move the file or folder to.
Click 'Move' and the file or folder will be moved to the selected destination.
Edit a File / Folder
The name of the file or folder can be edited using the 'Edit' function.
To edit the name of a file or folder, select the file or folder and click 'Edit' 
Edit the name of the file or folder and click 'Upload' to save changes.
Update a file
You can upload an updated version of a file to the Document Vault without having to re-link the file in the Management System.
To upload the file/document, select the file and click 'Edit'
Click 'Browse' and locate the updated file/document on your computer.
(You can edit the name of the file/document at this time)
Click 'Upload' to save changes.
Review a File
Files can be set with a review date which enables email notification to one or more notifiees when the review is due.
Review dates can be set with an actual date, or monthly, yearly etc.
To set a review date select the file you wish to review and click 'Review' 
To set the review date either select the drop down box 'By Month', or the 'By Date' function to enable you to choose a date.
Once the date has been selected you can choose to make the review recurring.
The example above shows a file that is set to be reviewed in 12 months with the review to recur every year.
To set the person/s who will be notified of the review, click 'List Notifiees' 
Once you have selected the people to be notified click 'Save' to save the review.
The file set for review will show as follows:
When the file is due for review, the nominated person/s will receive an email with a link to the file.
To remove a review select the file and click 'Review'
Click 'Remove Review' 
and the review will be removed.
Maximum File Size
The maximum file size that can be uploaded to the Filing Cabinet is set by Administrators.
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