Documents

The Documents page is a shared library of files, such as procedures, forms, rate sheets or training material, organized in folders. Everyone with access to a folder can download its documents.

To open it, select Home > Documents.

The page has the folders on the left and the documents of the selected folder on the right. TrakIT remembers the folder you selected and which folders you expanded, and opens the page the same way next time.

Folders

The folder list starts with Top Folder. Under it are the folders, in alphabetical order:

Select a folder to show its documents. The selected folder is highlighted.
A number next to a folder is how many documents it holds. A grey folder has no documents and no folders in it.
Select the down arrow (Expand) next to a folder to show the folders inside it, and the up arrow (Collapse) to hide them again. Select the double arrow (Collapse All) next to Top Folder to collapse them all and go back to Top Folder.

Above the documents, the page shows the name of the selected folder, with the companies it belongs to and the total size of its documents.

Which folders and documents you see

Folders and documents belong to companies. At the top level, you see the folders and documents that belong to a company you have access to, or to no company. The folders inside a folder belong to the same companies as the folder. A system administrator sees everything.

The documents

The list shows the documents of the selected folder, newest first, 20 per page. It does not include the documents of the folders inside it.

Column	Shows
(icons)	Download, preview and, if you can add documents, modify. See below.
ID	The document’s number.
Title	The title, with a star if the document was added in the last two days, and its description under it.
File Name	The name of the file.
File Size	The size of the file, in KB.
Downloads	How many times the document has been downloaded or previewed.
Uploaded By	Who added it, and how long ago.

Select the download icon (Download) to save the file.
Select the magnifying glass (Preview) to open it in your browser, if your browser can show that kind of file.

To find a document in the selected folder, type part of its title or file name in Search and press Enter. The search box is highlighted while a search is on. Select the red icon (Clear) next to it to show all the documents again.

TrakIT deletes old documents automatically, after the period set in your installation’s data retention policy. Only TrakIT Support can change it.

Add a document

Select the folder to add the document to.
Select Add Document.

In Add New Document, fill in:

Field	What to enter
Title	Up to 100 characters. Required.
Description	Up to 300 characters. Optional.
Document	The file to upload. Files Allowed lists the file types your installation accepts; the File Size Limit is 20 MB.

Select Add.

The document belongs to the companies of its folder. Only a system administrator can add documents to Top Folder, where everyone sees them.

Message	What to do
No file selected for upload or Selected file is empty	Choose a file that is not empty.
Invalid File Extension	Use one of the file types under Files Allowed.
Document file size cannot exceed 20 MB	Make the file smaller, or split it.
Document file name cannot exceed 200 characters	Rename the file before you upload it.
Title contains invalid characters or Description contains possible html tags or disallowed text	Remove the special characters from the title or description.
Company must be selected	Select a folder first: you can’t add documents to Top Folder.

Modify or delete a document

Select the pencil icon (Modify Document) on the document’s row.
In Modify Document, change the Title or Description, and select Update.

You can’t replace the file: to change it, add the new file as a new document, and delete the old one.

To delete a document, open Modify Document and select the cross (Delete Document) at the bottom left, then confirm. The cross appears only on the documents you added yourself, if your role can delete documents.

Create and modify folders

To create a folder:

Select the folder to create it in, or Top Folder.
Select Create Folder.
In Create Folder, type the Folder Name.
For a folder in Top Folder, choose its Company: the companies whose users can see it. Your own company is chosen to start with. A system administrator can leave it empty, so that everyone sees the folder.
Select Save.

A folder created inside another folder belongs to the same companies as that folder, whatever you choose in Company. Two folders in the same place can’t have the same name (Folder name is already in use).

To rename a folder, select it, then select the pencil icon next to its name above the documents. In Modify Folder, change the Folder Name and select Save.

To delete a folder, it must be empty: no documents and no folders in it. Open Modify Folder and select the cross (Delete Folder) at the bottom left. The cross appears only when the folder has no documents; if it still has folders in it, TrakIT says Unable to delete folder.

Move folders and documents

A system administrator can reorganize the library by dragging:

drag a folder onto another folder, or onto Top Folder, to move it there with everything in it;
drag the arrows icon (Drag and move to another folder) of a document onto a folder to move the document.

Who can use this page

Your role needs these permissions in the Documents section:

Permission	Allows you to
Read	Open the page, and download and preview documents.
Create	Add and modify documents, and create, rename and delete folders.
Delete	Delete the documents you added.

System administrators can do all of these, and also add documents to Top Folder and move folders and documents.