Document Management Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

• Version Control - Track changes and restore previous versions
• Permissions - Control who can view, edit, or delete documents
• Categories - Organize documents in hierarchical folders
• Tags - Flexible classification with keywords
• Full-Text Search - Find documents by content, not just filename
• Audit Trail - See who accessed or modified documents

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Uploading Documents

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Upload a Single Document

1. Navigate to Documents from the main menu
2. Click Upload Document
3. Select file from your computer (or drag-and-drop)
4. Fill in document details:
   • Title - Descriptive name
   • Description - Brief summary (optional)
   • Category - Choose from hierarchy
   • Tags - Add relevant keywords
   • Permissions - Who can access (see Permissions section)
5. Click Upload

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Supported File Types

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Bulk Upload

1. Click Bulk Upload
2. Select multiple files
3. Set common properties (category, tags)
4. Review file list
5. Click Upload All

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Organizing Documents

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Categories

Policies & Procedures
├── HR Policies
│   ├── Employee Handbook
│   └── Benefits
├── Clinical Protocols
│   ├── Intake Procedures
│   └── Treatment Guidelines
└── Financial Policies
    ├── Budgeting
    └── Procurement

1. Go to Documents → Manage Categories
2. Click New Category
3. Select parent category (or create at root level)
4. Enter category name and description
5. Save

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Tags

• training-material
• confidential
• archived-2024
• requires-review
• board-approved

• Add tags when uploading
• Edit document → Add/remove tags
• Create new tags on-the-fly

• Use lowercase with hyphens
• Be consistent (don’t mix training and training-material)
• Limit to 5-7 tags per document

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Version Control

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How Versioning Works

• Version 1.0 - Initial upload
• Version 1.1 - Minor edit (typo fix, formatting)
• Version 2.0 - Major revision (content change)

• Upload new file with same name → Creates new version
• Edit metadata only → No new version created

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Viewing Version History

1. Open document
2. Click Version History tab
3. See all versions with:
   • Version number
   • Upload date/time
   • Uploaded by (user)
   • File size
   • Change notes

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Restoring a Previous Version

1. View version history
2. Click Restore next to desired version
3. Confirm restoration
4. Previous version becomes latest version (new version number assigned)

• Current: v3.0
• Restore v1.0
• New current: v4.0 (with content from v1.0)

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Comparing Versions

1. Select two versions
2. Click Compare
3. View side-by-side diff highlighting changes

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Document Permissions

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Permission Levels

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Setting Permissions

1. In upload dialog, click Permissions
2. Choose:
   • Private - Only you
   • Organization - All org members (view only)
   • Site - All site members (view only)
   • Custom - Specify users/roles

1. Open document
2. Click Share or Permissions
3. Add users/roles with permission level
4. Click Save

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Inherited Permissions

Category: HR Policies
  Permission: HR Department (Edit), All Staff (View)
  
  Document: Employee Handbook
    Inherits: HR Department (Edit), All Staff (View)

• Click Override Category Permissions
• Set custom permissions for document only

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Searching Documents

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Quick Search

1. Type keywords
2. Results update in real-time
3. Search includes:
   • Filename
   • Title
   • Description
   • Tags
   • Full-text content (PDF, Word, txt)

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Advanced Search

• Date Range - Uploaded between dates
• Category - Specific category or subtree
• Tags - Documents with specific tags
• File Type - .pdf, .doc, etc.
• Uploaded By - Specific user
• File Size - Min/max size

• Relevance (default)
• Upload date (newest/oldest)
• Title (A-Z)
• File size (largest/smallest)

Keywords: "intake procedures"
Category: Clinical Protocols
Tags: training-material
Date: Last 6 months
File Type: .pdf

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Sharing Documents

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Share via Link

1. Open document
2. Click Share → Get Link
3. Configure link:
   • Access Level - View only, download, edit
   • Expiration - Link expires after date
   • Require Login - Authenticated users only
4. Copy Link
5. Send link via email, chat, etc.

https://encoreos.io/documents/abc-123/share?token=<share-token>

⚠️ Share tokens grant access to documents. Never commit real tokens to documentation or code.

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Share with Users/Roles

1. Open document
2. Click Share
3. Enter:
   • User name or email
   • OR role (e.g., “HR Staff”, “Site Admin”)
4. Choose permission level
5. Add optional message
6. Send Invitation

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Document Preview

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Supported Previews

• Download to view locally
• Or request preview support from admin

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Preview Features

• Zoom In/Out - Control viewing size
• Rotate - PDF and images
• Search - Find text in PDF
• Print - Print from preview
• Download - Save to local computer

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Document Workflow

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Approval Workflows

1. Upload document (status: Draft)
2. Submit for approval
3. Approver receives notification
4. Approver reviews:
   • Approve → Status: Approved → Visible to users
   • Reject → Status: Draft → Requester notified
5. If rejected, edit and resubmit

• Can require multiple approvers (e.g., Manager → Director → Compliance)
• Each approver gets notification in sequence

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Document Status

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Retention & Archival

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Automatic Archival

• Expiration Date - Set when uploading
• Last Accessed - Not viewed in X days
• Superseded - Newer version uploaded

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Manual Archival

1. Open document
2. Click Actions → Archive
3. Confirm archival

• Remain searchable
• Marked “Archived” in results
• Can be restored by owner/admin

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Deletion

• Document hidden from view
• Retained for 30 days in Trash
• Can be restored within 30 days

• Only by owner or org admin
• Cannot be restored
• Requires confirmation

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Best Practices

1. Use Descriptive Titles - Avoid “Document1.pdf”
2. Set Expiration Dates - For time-sensitive docs (policies, notices)
3. Tag Consistently - Agree on tagging conventions with team
4. Review Permissions - Regularly audit who has access
5. Version Notes - Add notes when uploading new versions
6. Archive Old Versions - Keep document library clean
7. Use Categories - Don’t rely solely on search

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Troubleshooting

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Upload Failed

• File too large (check size limits)
• Unsupported file type
• Network issue

• Compress large files
• Convert to supported format
• Retry upload

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Can’t Find Document

• Permissions (you may not have access)
• Category filters (clear filters)
• Document archived (include archived in search)
• Typo in search query

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Preview Not Loading

• Large file size
• Browser compatibility
• Unsupported format

• Download and view locally
• Try different browser
• Request preview support

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For Administrators

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Storage Quotas

1. Go to Settings → Documents → Storage
2. View:
   • Total storage used
   • Storage by category
   • Largest documents
   • Duplicate files

• Per organization
• Per site
• Per user

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Bulk Actions

• Bulk Delete - Remove multiple documents
• Bulk Archive - Archive old documents
• Bulk Permission Change - Update permissions
• Bulk Move - Move to different category

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Audit Reports

• Documents uploaded (by user, date range)
• Documents accessed (views, downloads)
• Permission changes
• Version history

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Support

• In-app: Click Help → Document Support
• Email: docs-support@example.com
• Training: Help → Document Training Videos