Adding a New Document

A user with Document Create rights or a Super User can create Documents. To create a new Document you can:

• Click on Resources and then select New Document

• Or Click on Resources and then on Documents, on the Document list screen click on the + Document button, to create a new Document. 

You can create Documents in 3 ways. We call these Document Types. 

Document Type	Instructions to Create
Uploaded Document	To upload a Document select Document Type as Attachment. Click on the Upload Attachment button & select the file you want to upload.
URL	To upload a URL which could be a link to SharePoint or another Document Repository, select URL as the Document Type and then enter or paste the URL in the URL field.
Composed	To create a Document within Folio select Composed as the Document Type. Composed Documents are like mini web pages within Folio. Folio allows you to have a Header Image, Footer and Content for each Composed Document. Header Image: This is a leading image that appears at the top of the Composed Document and is meant to create interest to get a user to read the content. The max size of the image is 5MB. You can use any image you like. Content: This is the content of the Composed Document. It is a long text field and has all of the formatting that Folio provides on long text fields. Please Note: If you are copying from Microsoft 365 or another word processing software, there tends to be a lot of hidden formatting that is proprietary to those tools. A good way to avoid unexpected changes in formatting is to paste the word document as plain text first and then re-create the formatting in Folio. Footer: This is a text based footer. That appears at the bottom of the Composed Document and allows you to mark the Document as Confidential, Commercial in Confidence or Copyright of For more information about Composed Documents click here

Document Category

Select the appropriate Document Category. The Category controls Read and Update access rights to the Document. The Document Cards in Hub will also have the Category’s colour and icon to identify them.

Other Mandatory or Optional Fields

You may have some fields in the Document Layout that you need to fill out before you click on the Create button to create the Document. 

What happens once a Document is created?

The Documents are created with an Active status. They will be visible in the Hub to users with the appropriate access rights and to anyone who the Document has been shared to. 

Policy & Procedure Add On

If you are using Folio's Policy & Procedure add-on you will have access to the following additional features when creating a Document. 
 

Field Name	Description
Version	If you are managing Document Version Numbers in Folio, then you will see the first Version Number for the Document 1.00. If you want to change this version to align with the current version of the Document you can do this.
Person Responsible	All Documents must have a Person Responsible. Document Reviews are the responsibility of the Person Responsible.
Author	In the Author field enter the Author/s who created this Document. This is a free text field that will let you type in the Author’s name.
Version Create Date	This is the create date of this version of the Document. You need to select the Version Create Date, this could be a date in the past if the Document was created in the past or could even be a future date.
Updates	Please list the key updates in the version of the Document.
Publicly Accessible	If you would like the Document to be accessible to anyone with a link without signing in to Folio. Make the Document Publicly Accessible.
Publishing Approvers	Some documents may require approval before they are published and made available for everyone to access. Publishing Approvers field is available on the document record where you will be able to add approvers. You will need to select the approvers in the order of approval to publish. Publishing Approvers will approve the Document one after another in the sequence that they have been selected to approve.

Document Review Fields

Documents such as policies and procedures may need to be reviewed at a regular frequency, such as annually or every two years.

Follow these steps to set up a Document Review:

Review Field Name	Description
Review	In the field Review, select Review Required. If you select No Review then that Document will not require a review.
First Review Date	Select the First Review Date, this will need to be a Date in the future. This is the first date that the Document will need to be reviewed.
Repeat	If you would like the review to repeat, select Repeat. (If the review needs to happen just once, you do not need to select Repeat. ) Select the frequency that the review will repeat, in Repeats. The repeats available are Daily, Weekly, Monthly, Quarterly, Six-Monthly and Yearly. Yearly: The Review will repeat every year. You can get it to repeat every 2 years for example by selecting 2 in the Repeat Every field. Six-Monthly: The Review will repeat every 6 months. You can also get it to Repeat By day of the month or day of the week. If the first due date was November 1, 2021, Monday, then the day of the month would be 1st every 6 months. Day of the week would be the first Monday every 6 months. Quarterly: The Review will repeat every quarter. You have the option of selecting Repeat By. Monthly: The Review will repeat every month. You have the option of selecting Repeat Every and Repeat By Weekly: The Review will repeat every week. You have the option of selecting Repeat Every. You may also select the day of the week the Review Repeats On. Daily: The Review will repeat Daily. You have the option of selecting Repeat Every.
Ends on	You may then select that the Reviews for this Document ends on a particular date. Simply select a date in the Ends On field. By default Ends On is set to never end.
Notification After the Review Date	These are overdue notifications that are sent after the review date if the Document hasn't been reviewed by that date. Notification after the Review Date can be Weekly (select one or more days), Monthly or Quarterly (sent at the start of the respective Month or Quarter)
Escalation Settings	Reviews that haven't been completed by the Review Date can be set to escalate to the Person Responsible's Default Escalation and/or Designated Escalation Users
Grace Days	Overdue reviews may be escalated after a number of grace days.

• Please note: Documents will only be available for review on and after their Available of Review Date. Available for Review period is set for all Documents in Document Default settings and cannot be changed for each Document.

Save as Draft or Create Document

If you are using Folio’s Policy & Procedure add-on then on creation, replacing and reviewing you have two options:

• Save the document as a draft.
• Publish the new document or replace existing.

Save as Draft:

You can choose to save the document as a draft if the document is not ready and needs collaboration. You will be able to add notes, @mention users to collaborate on the draft document.The draft document will not be visible on the Hub. After the draft document is ready you can publish it. If the document has publishing approvers then it has to go through the approval process.

Please Note: The Notes will be captured from when the Document is a Draft. When the Document is replaced by a new version all its notes will also become inactive and can be found on the snapshot of that inactive version. The functionality works this way to always keep the notes with the document versions on which they were added

Publish or Replace Existing: 

You can directly publish the document on creation or replace the existing version if the document is ready. If the document has publishing approvers then it has to go through the approval process. On publishing, the documents are created with an Active status. They will be visible on the Hub to users with the appropriate access rights and to anyone who the Document has been shared to.