Overview

The document management system in Titan Maintenance allows management users to efficiently store, organize, and access documents across multiple areas, including tasks, sites, suppliers, assets, and licenses. This guide provides an overview of key features and functionalities to help you manage documents effectively.

Uploading Documents

Documents can be uploaded in different areas of the system, such as tasks, sites, suppliers, asset models, and assets. Each of these sections has a “Documents” tab that contains the Document Library for that specific area of the product. To upload a document:

1. Click the blue Upload button on the right hand side of the Document Library.
2. Drag and drop the document into the uploader, or
3. Click the Upload File button and select a file from your device.

 

Once uploaded, documents can be categorized based on predefined options (configured under System > Reference Lists). Categorization helps with organization and ensures easy retrieval.

Organizing Documents

• Each area storing documents can be structured into folders.
• Folders have specific security settings to control access.
• The Document Library allows for centralized document management.

To manage documents in the library:

1. Navigate to Manage > Document Library.
2. Select the Library tab and ensure the correct Document Type tab is selected (Site, Contractor, Task, Asset, Asset Model, Approvals, Archive, etc.)
3. Use the search bar to locate the Site, Contractor, Task, Asset, Asset Model, etc. to be managed.
4. Create new folders, adjust security settings, upload/download files, and organize documents.

Searching for Documents

The Search feature allows users to locate documents efficiently:

1. Navigate to the Search tab.
2. Enter search criteria (e.g., document name, category, or associated entity).
3. The system will return a list of matching documents.

 

Link Documents

Document Links is a module designed to facilitate the automatic linking of documents matching a set of criteria. It works by creating a rule with criteria for the system to pick the document up, and a destination folder to copy it.

Once this is set, the workflow feature document links need to be enabled on the status the system should use to trigger the rule. 

See the video below for a demonstration of setting up a document link rule. 

Mandatory Document Uploads

In certain workflows, document uploads can be made mandatory for tasks. This requires configuration in:

• System > Reference Lists (to define document categories)
• System > Matrices > Reactive > Select Matrix > Actions > Map to Document Category
• Scheduled Task Template Settings (for scheduled tasks)
• System > Workflow > Select Status > Rules Tab> Obey Document Category Rule (to enforce rules)

By utilizing these document management features, users can streamline workflows, maintain organized records, and ensure compliance with document handling policies.

For further assistance, contact Technical Support.