<style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><p><strong>In this guide we will cover:</strong></p><p data-pasted="true"><strong>- What is Organisation/Customer, Site and User Document Management?</strong></p><p data-pasted="true"><strong>- Managing Documents Under Organisation/Customer, Site and User profiles</strong></p><p><strong>- Additional Functionality</strong></p><ul><li><strong>Document Versions</strong></li><li><strong>Have users upload documents in the portal</strong></li></ul><p><br></p><p><strong><em>Note: The functionality outlined in this guide differs to managing documents within the documents module, this guide below requires configuring the document management module. For information on this see our guide <a data-fr-linked="true" href="https://usehalo.com/haloitsm/guides/2130/" id="isPasted" target="_blank" rel="noopener noreferrer">here</a>.</em></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">What is Organisation/Customer, Site and User Document Management?</span></strong></p><p>Organisation/Customer, site and user document management allows you to store and organise documents against specific organisations/customers, sites and users. Unlike the Document Management module in Halo, which stores all documents in once place rather than against a specific organisation, site or user,. </p><p><br></p><p>Organisation/customer, site and user document management is used when you have a large document base containing documents that are specific to certain organisations (customers), sites or users. For example, site-specific safety/security information or each user's employee contract. Rather than storing documents in a single module and organising them based on the organisations/users they relate to using folders, you can store the document against the entity itself in Halo. Making organisation/site/user specific documents easier to find.</p><p><br></p><p>This is also used when you would like users to be able to see the documents that relate to them in the portal. For example, their employee contract, the acceptable usage policies for the user's organisation (customer), SLA information for the user's site etc. Whereas documents stored in the document management module are not able to be accessed by users, only agents.</p><p><br></p><p><strong><span style="font-size: 14pt;">Managing Documents Under Organisation/Customer, Site and User profiles</span></strong></p><p><strong><span style="font-size: 12pt;">Upload documents against a Organisation/Site/User</span></strong></p><p>Under the profile for a organisation, site and user you will see a 'documents' tab. This can be used to store documents against the organisation (customer)/site/user.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhhMzJjZWQ4LWQ2OTItNGFmZS1hOTFiLWY4NmU1YWNkMDBiZCJ9.dmCLMSHvvx2vItanPOxZSTCLxyZ_tXGIDxQSmqqj8Yg" class="fr-fic fr-fil fr-dib" width="1213" style="width: 1215px; height: 492.803px;" height="493"></p><p><strong><span style="font-size: 10pt;">Fig 1. Documents tab under an organisation/customer</span></strong></p><p><br></p><p>Files and documents can be added to this tab by dragging a document from your files into this area. Once it is added any agents who have access to this area will be able to view this file by selecting it. </p><p><br></p><p><strong><span style="font-size: 12pt;">Have users view documents in the portal</span></strong></p><p>To have your users be able to view documents in the portal first you will need to ensure you have the 'Documents' button set to show in the self-service portal (set in configuration > self-service portal). This will allow users to navigate to an area of the portal showing documents.</p><p><br></p><p>Users will be able to see documents uploaded against their user profile but they will need to be given permission to see site and customer (organisation) documents. Permissions are set under the 'permissions' tab of the user profile. They can also be set against a user role. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZkNzVmMGRhLWFlZmEtNDYyZC1hOTY1LWQ2MThhNmJhNzY4MyJ9.sYkXoAWqvQl7jAtgk-791FstHS5ZMODzAaX4KiPxSU8" class="fr-fic fr-fil fr-dib" width="833" style="width: 835px; height: 505.123px;" height="505"></p><p><strong><span style="font-size: 10pt;">Fig 2. View documents permissions</span></strong></p><p><br></p><p>Individual documents can also be set to be hidden on the portal. To do this, select the document, hover over the edit button and 'toggle end user visibility Off'.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImY3MWYzM2I2LThhMGMtNDFmOS1iZGRmLWY5NTZjZWIxMWFkNSJ9.VhpB0lMIjW3ylL8wCBSv2S2gUhkDR_txsN9CUYx3JXE" class="fr-fic fr-fil fr-dib" width="264" style="width: 266px; height: 329.84px;" height="330"></p><p><strong><span style="font-size: 10pt;">Fig 3. Toggle end user visibility </span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Additional functionality</span></strong></p><p>You can improve the functionality of document management under organisation/sites/users so it shares the functionality of the document management module. Allowing you to store documents in organised folders and store version information against documents. </p><p><br></p><p>To enable this head to configuration > documents and enable the setting shown in Figure 4. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ4ZDEwY2E0LTIyMGItNDZmYi05ODRlLWExYzA3OWJhMjAwNSJ9.LV4Zqzs5iXlie3lS0DG9Jc8gDDN0gIAKQhr9LmALVHU" class="fr-fic fr-fil fr-dib" width="551" style="width: 553px; height: 259.143px;" height="259"></p><p><strong><span style="font-size: 10pt;">Fig 4. Use Document Management functionality for Customers (Organisations), Sites and Users</span></strong></p><p><br></p><p>Once enabled rather than dragging and dropping documents to upload them against a organisation/site/user a 'new' button will appear in the top right. You will be able to choose whether to create a new document or a new folder. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJmY2I1MzQyLWU3NjQtNDkyYy05OGQyLTc2MjUwYTZmNDJkZSJ9.zfXqf7Uy2gY5v-z3m53FMgHagPHKpWSLiZsAHNLSVXs" class="fr-fic fr-fil fr-dib" width="339" style="width: 341px; height: 248.762px;" height="249"></p><p><strong><span style="font-size: 10pt;">Fig 5. Add new folder/document against a customer/site/user</span></strong></p><p><br></p><p>When uploading a new document you can then choose which folder it is stored under (you will need to create some folders first), whether it is visible to users and the attachment type. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM3MDdiM2IxLWI4ZGUtNDE1Mi05ZDJjLWFlMGU0NjZjMmI4YSJ9.Zx6y5CZNwrObpF2n2--v925-is-fS6Uf34BKF-NTI1M" class="fr-fic fr-fil fr-dib" width="1199" style="width: 1201px; height: 627.397px;" height="627"></p><p><strong>Fig 6. Adding new document</strong></p><p><br></p><p>When uploading a document you will need to click into the dotted box at the end of the page and choose a file. The name of this document will be the 'filename' in Halo. Once saved you will be able to see more information about the document such as the date created. </p><p><br></p><p><strong><em>Note: User visibility can also be set against a folder, of a folder is not visible to users they will not be able to see any documents within this folder.</em></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Versions</span></strong></p><p id="isPasted">Once a document has been added you can download the current version of the attachment or upload a new version under the 'Versions' tab within the document. The new version you upload must have the same name as the existing document. All previous versions can be viewed and downloaded from the versions tab of the document.</p><p><br></p><p>Deleting a document will delete all of it's versions and deleting a folder will delete all documents within the folder.</p><p><br></p><p><strong><span style="font-size: 12pt;">Allowing users to upload documents to the portal</span></strong></p><p>With the new functionality enabled an additional permission will appear against each user 'Can upload Documents' when enabled the user will be able to upload documents via the self-service portal. </p><p><br></p><p><br></p><p><br></p><p><br></p>
