How to Manage Stakeholder Documents

eTRACS Data Management Functionalities

Ability to Create Pre-Set and Custom Folders for Building a Standard Structure for Employee Files Across Faculties and Faculty Relations

1. Refer to your prepared employee file folders in shared network drive, pick one employee file which you want to work with today.

2. Assuming the stakeholder's folder structure is not setup yet, first thing for you to do is to create the folder structure.

3. Click on Create New Folder to create folders you need for this stakeholder.

4. A popup modal will display two buttons for you to choose:  Create Custom Folders and Create Pre-set Folders. You can select Cancel to quit.

5. If you click on Create Pre-set Folders, then another popup modal will show you the highest level pre-set folders for you to choose. You can also click on the + icon to expand the folder to see the pre-set subfolders underneath. If you want to create all applicable folders for this stakeholder at once, then you can just check the boxes at the left of the pre-set folders icon to include them for auto creation. Or you can uncheck a particular box at the left of the folder icon if you want to exclude it from the selected list. After you finalize your selection, then you can click Save to create the selected pre-set folders.

6. If you click on Create Custom Folders, then another popup modal will ask you to input folder name of the custom folder you decide to create. There is an optional field for you to input a description for this custom folder. You can click Save to create the folder.  This custom folder will be created under the parent folder where you initiate this action.

7. After the above steps, you will now see all the folder(s) being created for this stakeholder under the default folder called 'Documents'.

8. At the screen's left side, you will always see the default folder 'Documents'. As it is default, the 'Documents' root folder will always appear for every stakeholder, even if you have never created it. You can double click on it and expand this folder to see all subfolders underneath on the main section in this page.

9. If you go back to create any pre-set folder for this stakeholder again, you can repeat the steps 3 to 5 while the only difference is the already created pre-set folders on the list will be checked and non-editable. Only non-created folders will be available for you to select.  

Ability to Rename Custom Folders

1. ​​Select any custom folder(s) in the employee file folder structure which you want to rename, then you can either click Rename on the toolbar menu or right click on your mouse to open up the context menu and hit Rename to trigger the popup modal of Rename. Type in the new folder name you want in the text field 'Folder Name' and then hit Rename to proceed or Cancel to cancel the action.

2. Please be reminded that pre-set folder cannot be renamed.​

Ability to Delete Folders/Files

1. ​Select any pre-set or custom folder(s) in the employee file tree structure which you want to delete, then either click Delete on the tool bar menu or right click on your mouse to open up the context menu and hit Delete to trigger the folder deletion.

2. Folder cannot be deleted if there is any subfolder or file underneath.  Or if the folder is created by 'Process' (e.g. Contract Management Module in eTRACS), it cannot be deleted as well.

3. In the popup modal, it will list the folder(s) you choose to delete and ask for your confirmation because the action cannot be undone. If you confirm, then hit Yes. Otherwise, you can hit No.

Ability to Upload and Download Files 

File Upload

1. Navigate to any folder you want to upload file(s) to, then hit Upload File(s) on the toolbar menu or right click on your mouse to open up the context menu and hit Upload File(s) to trigger the open file upload dialog box.

2. ​In the open file upload dialog box, select the file(s) you want to upload from your local or network drive and hit Open. A File upload modal will be opened up.  

3. You have to input some metadata for the files you upload including Display File Name, Description, Document Type, Retention and Tags. Their definitions are listed as below:

   1. Display File Name is a mandatory field as it will be the file name of this document you see in the Document Management Module in eTRACS. It is always default to the file name you uploaded but you can change it if you want.

   2. Description is a field for user to put more description or note for the uploaded file.

   3. Document Type is a mandatory field for classifying the file uploaded. You can select the document type in the dropdown box or type any character for a wild card search.

   4. Retention is a date field to indicate when the file has to be purged from the system. In the current moment, the file will not be deleted even you input a retention date as yesterday. The retention feature will be implemented once the policies have been set and agreed in the working group.

   5. Tags is a field which you can add multiple labels to the file uploaded for providing extra information.

4. Once all mandatory fields for each file uploaded are filled up, hit Upload to proceed or hit Cancel to leave.

File Download

1. When navigating the employee file tree structure, you can select the file which you want to download by clicking on the file. For multiple files selection, please hit Shift and click on the file at the same time. Once you checked all file(s) for download, then hit  the download icon on the toolbar menu or right click on your mouse to open up the context menu and click  Download to trigger the download.   

2. A notification popup will tell you the Fair Use of Information and Communications Technology (GP 24) policy and Protection Privacy I10.11 policy. If you agree, then hit OK to proceed the download. Otherwise hit Cancel to cancel the action.

3. If you have selected multiple files for download, then it will come up with a Zip file and be saved in your download folder in Windows or Mac. Otherwise, only the single file will be saved in your download folder.

Ability to Preview File

1. When navigating the employee file tree structure, you can preview the content of the file instead of downloading it. For the file you want to preview, you can click on the file and hit the preview icon on the toolbar menu or right click on your mouse to open up the context menu and click Preview to trigger the preview.

2. A File preview modal will popup and you can preview the file content immediately.   There is a toolbar menu on the top of the preview modal which supports some basic preview options for you such as:

   1. Flipping pages by clicking on the backward and forward arrows in the toolbar menu.

   2. Show the current page number you are viewing and also the total number of pages in this file.

   3. Jump to a particular page by inputting the page number you want to go.

   4. Zoom in and out the page.

   5. Rotate the page's orientation.

   6. Download the file by clicking on the download icon .

3. Click Close to leave the File preview modal.

Ability to Move Files Between Folders

1. ​When navigating the employee file tree structure, you can select the file which you want to move by clicking on the file. For multiple files selection, please hit Shift and click on the file at the same time. After you selected either one or multiple file(s) to move, then click move to icon on the toolbar menu or right click on your mouse to open up the context menu and click Move to to trigger the move action.

2. A Move file(s) modal will pop up for you and you will be able to see the whole employee file tree structure of this stakeholder. There is a checkbox on the left of each folder in the tree structure and you can choose any one of them as the destination of your selected file(s). However, you can choose only one destination folder for each move and you can not choose the original folder as the destination since it will be greyed out.

Ability to Edit Metadata

1. ​When navigating the employee file tree structure, you can select the file which you want to edit its metadata by clicking on the file. For multiple files selection, please hit Shift and click on the file at the same time. After you selected either one or multiple file(s) to edit, then click the edit icon on the toolbar menu or right click on your mouse to open up the context menu and click Edit to trigger the edit metadata action.

2. An Edit metadata modal will pop up for you and you will be able to see the list of the files you selected for edit. Then you can edit the following fields if you want:

   1. Display File Name is a mandatory field as it will be the file name of this document you see in the Document Management Module in eTRACS.

   2. Description is a field for user to put more description or note for the uploaded file.

   3. Document Type is a mandatory field for classifying the file uploaded.

   4. Retention is a date field to indicate when the file has to be purged from the system.

   5. Tags is a field which you can add multiple labels to the file uploaded for providing extra information. 

3. Once all changes have been made, hit Save to proceed or hit Cancel to leave.

Ability to Share File

1. When navigating the employee file tree structure, you can select any file which is owned by you and share this file by clicking on it. After you selected any file to share, then click the share to icon on the toolbar menu or right click on your mouse to open up the context menu and click Share to to trigger the share action.

2. A Share file modal will pop up for you and you will be able to see whom you are sharing this file to right now.  

3. In the pop up modal, it will list all the existing Document Manager Roles which can access to this file just like the view file access modal, but you are able to modify the existing file access by changing the role name, access level, start date or end date of a particular Document Manager Role Access in this modal. Also, you can remove a role access by hitting on the trash icon.

4. If you want to share this file to a Document Manager role which is not in the list, then you have to click on the button and select/ input all mandatory fields such as Role Name, Access Level and Start Date for sharing.

5. Once it's all set, hit Save to proceed or hit Cancel to leave.

Ability to View File Access​

1. When navigating the employee file tree structure, you can select the file which you want to view the current file access control by clicking on the file. After you selected any file, then click the view access level icon on the toolbar menu or right click on your mouse to open up the context menu and click View access level to trigger the view file access level action.

2. A view file access modal will pop up for you and you will be able to see whom are you sharing this file to right now. The file is always shared to a Document Manager role rather than the user's Computing ID in eTRACS.  For example, if there are two staff in the Department of Archaeology who are managing faculty employee files (e.g. Jane Doe and Lily Koo), both Jane and Lily can be assigned with the same Document Manager role as Document Manager of Archaeology. So if someone shares a file to the Document Manager of the Department of Archaeology, then both Jane and Lily can see this file.

3. In the pop up modal, it will list all the Document Manager Roles which can access to this file with the following fields:

   1. Role Name is the Document Manager role pre-assigned to each user who needs to manage employee files in their department.

   2. Access Level includes Owner, Edit and View. Please refer to the File Access Control Matrix to see the differences between these three access levels.

   3. Start Date: You can set the start date for sharing this file to a particular Document Manager Role.

   4. End Date: You can set the end date for sharing this file to a particular Document Manager Role.

4. The Owner of the file will always be listed at the top of the stack and grey out since file owner cannot be changed.

5. Hit Close to close this modal.

Ability to Track All File/Folder Activity Logs

1. In order to serve the purpose as a Faculty Electronic Records Management System at the same time, the eTRACS Document Management Module will keep track of all folder and file activities of the users. For example, activity logs will be kept from who created a file in which folder to who has downloaded a file at what time. Below are some folder/files activities that we will keep:

   1. Folder was created by whom, when and where

   2. Folder was deleted by whom, when and where

   3. File was created by whom, when and where

   4. File was deleted by whom, when and where

   5. File was downloaded by whom, when and where

   6. File was shared to whom, when and where 

   7. File was granted access to whom, when and where

   8. File was moved by whom, when and to where

   9. File was edited by whom, when and where

2. All of these logs can be used for audit purposes whenever audit trails are needed.

3. In order to view the log of a file or folder, you can click on the folder or file and then click the view logs icon on the toolbar menu or right click on your mouse to open up the context menu and click View logs to trigger the view log action.

4. A view log modal will pop up for you and you can see the log event(s) in reverse chronological order by default.