Document management in rto know how 22-05-14 not live
Download as pptx, pdf1 like730 views
The webinar covered how to efficiently store, manage, and distribute documents using RTO KnowHow's document management system. Key features include centrally managing documents and customizing staff access, easy document searching and version control, and an automated approvals and archiving system. The presentation demonstrated how to upload documents, create folders, edit and submit documents for approval, manage versions, and find relevant help articles.
Document management in rto know how 22-05-14 not live
- 1. Document Management in RTO KnowHow How to use RTO KnowHow to efficiently store, manage and distribute your RTO documents Thursday 22nd May
- 2. Presenter Emily Hodge Special Projects Officer - development - customer support - communications
- 3. Contents: The webinar will cover the following topics many are quite instructional and I will show you step by step how to perform the tasks: Benefits & Overview of document management in RTO KnowHow Understanding the document tree view Locating documents System settings Pause for Q&A Uploading/creating and storing documents Drafting/editing and submitting for approval Version change and automatic archiving Relevant help articles More Q&A
- 4. Benefits of using RTO KnowHow to manage your documents Live and up-to-date compliance matrix at the click of a button. Centrally manage all documents and customise staff access levels based on role/responsibility. On or off-site, your staff will have easy access to current documents. Link documents and forms to policies & procedures and standards to enable easy updates Find documents easily by searching or sorting by key information. Inbuilt version control and automatic archiving of previous versions. Inbuilt up to date version control register/document guide. Inbuilt approvals and archiving system
- 5. Overview of Document Management View/edit/download functionality Stored and Organised according 4 type areas - Documents - Policies and Procedures - Forms - Training and Assessment Strategies Tree View - Sorted into folders more on next slide List View - a broad range of searchable criteria Version control Approvals Compliance Matrix
- 6. Understanding the document tree view Documents Folders Folders within folders Policies & Procedures Quality Areas (master list) Policies Procedure Forms Quality Areas (master list) T&A Strategies Qualifications & Courses (management)
- 7. Understanding the document tree view Only shows approved final versions of documents If pending approval, draft or replaced by subsequent versions will be hidden About access privileges eg. view/edit/delete. For document folders Can be customised per folders. If the folder contains other folders changes will affect those below in the hierarchy and all files within. Other types (policies/procedures, forms & T&A strategies) - Based on permissions in role settings which can also be affected by location/department depending on setting.
- 8. Global search function Search by tag/code/title List view search criteria Easily see documents overdue for review (RED) Standards, folder or other details. Searching Tagging Locating Documents
- 9. Settings to check before you start System admins Print logo setting Document Coding - Use Own Coding - Use Default Coding - Use No Coding Related Master Lists - Document Folders - Quality Areas - Standards Role Settings Specific access settings on document folders
- 10. Pause for Q&A Before we continue are there any questions so far? (type Q to speak a question or type your question into the chat bar) So far we have covered setup and system capabilities now I will show you in more detail how to upload, store and manage your documents. Does anyone want or need to leave now? Please type Y if this is you
- 11. Uploading/Creating/Storing 4 ways to create documents - Bulk upload files from your hard disk - Upload zipped folders from your hard disk - Upload existing file - Use our text editors and fields to create a document from scratch Review and finalise settings before submitting for approval (unless you are an approver) - Starting Version Number - Mapping Documents - Linking to Related - Publishing Details
- 12. Drafting, editing and submitting for approval Document Status and visibility of documents Edit a Document When editing link to other documents, standards, insert notes, tags or change details of document Choose Approver Using approvals manager
- 13. Version change & automatic archiving View and then Create new version Old version is linked to new as document history but not showing for access on its own Use of under review status Archived status for those removed from circulation moves to archived tab (list view)
- 14. Relevant help articles Creating a new version: http://rtoknowhow.uservoice.com/knowledgebase/articles/235176 Downloading a document: http://rtoknowhow.uservoice.com/knowledgebase/articles/235179- downloading-a-document Toggling between tree and list view: http://rtoknowhow.uservoice.com/knowledgebase/articles/235164- toggling-between-tree-view-and-list-view Searching for a document: http://rtoknowhow.uservoice.com/knowledgebase/articles/235181- searching-for-a-document
- 15. Relevant help articles Master lists overview: http://rtoknowhow.uservoice.com/knowledgebase/articles/235055-master- list-overview-types Quality Areas master list (folders for policies/procedures & forms): http://rtoknowhow.uservoice.com/knowledgebase/articles/235099-quality- areas Uploading T&A Strategy: http://rtoknowhow.uservoice.com/knowledgebase/articles/235202-adding-a- t-a-strategy Creating a document folder: http://rtoknowhow.uservoice.com/knowledgebase/articles/235161-adding-a- document-folder