Document Manager

The document manager allows centralized and managed handling of all documentation for the selected company's management system(s).

The document manager adapts to the management systems and tools available to the company, incorporating common sections for system management (SG Folder) and the option for individualized folders for each system.

By default, the company will have an SG folder (management system) for the PDCA cycle part of the standards and specific folders for each available management system (ISO 27001, ISO 20000, etc.). This folder structure is the default proposed by GlobalSUITE but can be customized by each organization.

Below is a detailed description of the functionality of each of the buttons (from left to right) offered by the Document Manager in its header:

• Options: Groups some of the options provided by the Document Manager. Clicking the "Options" button displays a menu of buttons detailed below:

  • New Folder: Allows creating new folders in the document manager. To do this, select the row where you want to create a folder and click the ‘New Folder’ button.

  • Move: Offers the possibility to move a folder or file to a new location within the available folders in the document manager.

NOTE: If the approval Workflow is activated, it will only be possible to move between locations that have the same workflows applied, to avoid losing the assignment of responsible parties.

• Upload: Allows selecting the document to be uploaded to the tool by accessing the file explorer of the device. If the workflow is activated, the workflow to be used must first be selected through the dropdown list located to the left of the "Upload" button. Documents to be stored in the document manager must be smaller than 15 MB.

The formats allowed in the tool are:

• pdf: Adobe PDF

• doc: Microsoft Word

• docx: Microsoft Word 2007

• dot: Microsoft Word - Template

• ppt: Microsoft PowerPoint

• pps: Microsoft PowerPoint

• pptx: Microsoft PowerPoint 2007

• ppsx: Microsoft PowerPoint

• xls: Microsoft Excel

• xlsx: Microsoft Excel 2007

• xlsm: Microsoft Excel - Macro-enable worksheet

• vsd: Microsoft Visio Diagram Document Format

• vst: Microsoft Visio Flowchart Format

• mpp: Microsoft Project

• mpt: Microsoft Project - Template

• odt: Open Office Text

• odp: Open Office Presentation

• ods: Open Office Spreadsheet

• odg: Open Office Graphics

• txt: Plain Text

• rtf: Rich Text Format

• jpg: JPG Image

• jpeg: JPEG Image

• png: PNG Image

• bmp: Standard Windows Bitmap Image

• mgr: MGR Bitmap Image

• csv: Comma-separated file

• msg: Email

• eml: Email

• bpm: Bizagi Modeler

• bpmc: Bizagi Modeler

• rar: Compressed file

• 7z: Compressed file

• zip: Compressed file

• svg: Vector Image

• Delete: Allows deleting an existing folder or file. To do this, select the row with the folder or file and click the ‘Delete’ button.

• Details: Once the desired document is selected, it allows viewing the document details as well as managing it through the Workflow defined in the ‘Settings /My Company’ section.

The box on the left shows all versions of the stored document. The actions that can be performed on it are:

• Back: The tool returns to the document manager.

• Upload: Allows accessing the file explorer to select the file to upload.

• View: Allows viewing the file or document without needing to download it. This is allowed for files with extensions .pdf, .jpg, .jpeg, .bmp, and .png.

• Options: The following buttons are grouped in the options button:

  • Delete: Allows deleting an existing file version. To do this, select the file row and click the ‘delete’ button.

  • Download: This option allows downloading the document whose row is selected.

  • Change Active Version: Allows, in case of having multiple versions, identifying the current document. It will be highlighted in green and displayed in the Document Manager.

The document view is displayed as shown in the following image:

The box on the right shows the general data of the document and the different information that can be managed about it, such as:

• Workflow Information: Displays the workflow information associated with the document manager, where the different document states, approval criteria, and deadlines have been established.

• Version Name: Identifies the name of the document.

• Version Date: Allows defining the creation date of the document.

• Version: Allows indicating the version of the selected document.

• Changes: Text field that allows identifying any additional notes about the document.

• State Evaluation: List of responsible parties in charge of approving and rejecting the state and version of the document.

• Follow-ups: Offers the possibility to insert different notes related to the selected document.

The options provided by the tool for this table are:

• Save: Allows saving all changes made to a document:

• Change State: Offers the possibility to move to the next document state once the associated responsible parties have approved it.

Continuing with the document table and the options in the Document Manager header, other options that can be performed are as follows:

• View: Allows viewing the file or document without needing to download it. This is allowed for files with extensions .pdf, .jpg, .jpeg, .bmp, and .png.

• Process with AI: activates the GlobalSuite intelligent assistant, which allows automatically analyzing the file content and quickly and contextually obtaining relevant information.

  Its current capabilities include:

  • Content summary.

  • Key data extraction.

  • Structured file analysis.

  • Answers to specific questions.

  • Comparison with regulatory models.

  • Spell check.

  • Improvement suggestions.

The file types supported for analysis are: pdf, doc, docx, txt, pptx, xlsx, png, jpg, jpeg, csv, and zip.

The use of the assistant chat will be available depending on the availability of tokens assigned in the environment. When no tokens are available, access will be temporarily shown as disabled.

• Download: Allows downloading all documents uploaded to the catalog in compressed format (Folder) or a list of uploaded documents in editable format (CSV Report).

  • Folder: Allows downloading everything visible at the current level and in the sublevels. All content is downloaded in a zip file and will be available in the "Pending Downloads" option.

  • CSV Report: Allows downloading a report in which the different levels, folders, and files in the manager are structured, considering the applied filters, if any. It includes information about the path of each file or folder, responsible party, state, associated workflows. The report will be available in the "Pending Downloads" option.

For better table management, the tool allows performing the following actions:

• Filter: Allows locating files or folders by any parameter and at any lower level, with direct access to it or the path, through a link in the "Location" column. To remove the filters, click the "Clear Filters" button.

Additionally, if Workflow usage is activated in the Document Manager Configuration , it will be possible to search by the document's responsible party in the current state, in any path of the manager, and it will also be possible to filter by document date in the "Search" section located at the top of the table.

Filters applied can be cleared using the "Clear Filters" button.

• Associate/Disassociate workflow: Associating a specific workflow to a folder in the document manager allows all people assigned to the workflow, in all its states, to view the folder, preventing its visibility to other users with access to the document manager. To do this, select the folder and double-click on the "Workflow" column. A window will open where the workflow(s) to be associated or disassociated must be selected, and then click the "Accept" button.

• Download File: This option allows downloading files by clicking on their names.

• Rename: Allows renaming a file or folder by clicking the paper and pencil icon next to each record.