The Documents feature enables Organisations to manage all their Policies, Procedures, Guidelines and other vital business documents. You may either use the basic Documents feature or the Policy & Procedure Add-On.
Documents
The basic Documents features enables Organisations to do the following:
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Storing Policies, Procedures and other vital business documents: There are 3 ways to store Documents in Folio:
- Uploaded Documents: PDF and other File types can be uploaded to Folio. (Folio supports most file types except for exe files. Maximum file size is 100MB)
- URL Documents: Hyperlinks to documents that may reside on external web pages or document management systems, that supports hyperlinks such as Sharepoint
- Composed Documents: Composed Documents feature enables you to create simple Policy and Procedure Documents directly in Folio
- Document Sharing: Documents can be shared to Business Units within the Organisation or to external stakeholders such as suppliers, contractors or volunteers. Documents can be shared using hyperlinks, QR Codes, Launchpads and/or a searchable repository called the Hub. Only the newest version of a Document is shared.
- Document Access Rights:Access to Documents can be controlled by access rights or alternatively Documents can be made publicly accessible.Please Note: Folio does not have control over who can access a URL. This would depend on the access rights of the document management system or the website that the URL relates to.
- Document Activity Tracking: Usage and access logs of Policy and Procedure Documents can be tracked.
Policy & Procedure Add-On
The Policy and Procedure Add-On, includes all the basic features listed above and the following additional features:
- Configurable Document Layouts: You can capture information on Documents for internal management of Documents using Document Layouts.
- Version Control: The Policy & Procedure Add-on provides Version Control functionality. Version numbers are automatically assigned for each new version. Previous versions are recorded in a version history.
- Person Responsible: Every Document can have a Person Responsible. These users will be sent Document Review Notifications.
- Draft Documents: As part of the document creation and review process, Documents may be saved in Draft and published when ready.
- Document Review Process: The Documents feature makes the review of Policy and Procedure Documents simple by reminding the Person Responsible when the Document is due for review and automatically publishing the new version when the review has been completed.
- Document Approval: Documents may need to be approved before they are published. You can set up a publishing approval process before a new Document or a new version of an existing Document is published.