Composed Documents are Policy and Procedure Documents that are completely created in Folio. The benefits of Composed Documents are:
- When managing composed documents, you can easily compare changes between different versions of these documents.
- When viewing composed documents, they can have auto-generated Table of Contents for easy content navigation
- They can have a header image and footer content.
- Users can export them to a PDF.
- They can have related Documents associated with them.
Creating a Composed Document
To create a Composed document, select "Composed" as the Document Type when creating a new document record:
Content
To add the content to a composed document, you may simply type the content into the content field. You can also copy and paste content from another source.
Please Note: If copying from another source (e.g.Microsoft 365 or another word processing software), there could be hidden formatting that is proprietary to those tools. We recommend converting content to plain text first and then re-creating the formatting in Folio.
Table of Contents
Folio auto-generates a Table of Contents if headers have been set up in the content.
To create a headers, first select the header text. Then, click the Style icon and apply the appropriate header level (e.g., Header 1, Header 2, etc.).
Once the headers are created and the document is published, Folio will automatically generate the table of contents, which will appear on the left of the composed document.
Header Image
The Header Image that will appear 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.
Footer
A text based Footer may also be added to Documents. The footer appears at the bottom of the Composed Document and allows you to mark the Document as Confidential, Commercial in Confidence or Copyright of.
For the rest of the details on creating a composed document, please read the Add a new Document help article.
Viewing a Composed Document
When viewing a Composed document, you can access the document's content, its table of contents, and any related documents. Additionally, the document can be exported as a PDF.
Table of Contents
When headers are set up during creation of a composed document(explained above), a table of contents is displayed on the left hand side of it, allowing for easy navigation through the document
The table of contents uses a coloured dot to enhance navigation. This dot indicates your current location as you scroll through the document, moving automatically to reflect the section you are presently viewing. You can also use the table of contents to directly navigate to any part of the Document by clicking on the appropriate Header. A navigation dot on the Table of Contents indicates where in the Document you are at any stage.
Related Documents
Related Documents enable you to relate Documents with one another. For e.g. a Policy may be related with its associated procedures and guidelines. If a composed document has any related documents, they will be displayed on the right-hand side of the composed document.
In the below example, the Employee Leave Policy has one Guidelines ‘Leave Planning Guidelines’ and three Procedures ‘Sick Leave’, ‘Parental Leave’ & ‘Annual Leave’ procedures related to it which are displayed on the right hand side of the document.
You will be able to click on the related documents names, clicking the name will open it appropriately, i.e. attachments will download, while URLs and Composed documents will open in a new browser tab.
Exporting to PDF
You can export a Composed Document. To export, click on the PDF icon visible on a composed document:
When the document is exported, it is converted into a PDF that displays the document content along with details of who exported it and when, shown at the bottom of each page.
The exported PDF also includes links to Related Documents at the bottom of the page. These links are clickable, allowing easy access to related information and supporting seamless cross referencing.
Please Note: The exported PDF does not contain the Table of Contents.