Filing Cabinet User Guide (Legacy)

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).

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.

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).

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.

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.

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’.