Understanding the Stakeholder Documents

Introduction

eTRACS Stakeholder Documents Management is a flexible framework to allow administrators to upload and organize stakeholder documents in a consistent but customizable structure that recognizes the individual lifecycle of each person and their journey in SFU. Furthermore, eTRACS Stakeholder Documents Management module provides security, tagging and retention in order to ensure that only right people have access to view such documents, that such documents are searchable and that documents which no longer serve an administrative purpose can be marked for destruction in accordance with retention dates.

• Each employee file consists of various types of documents from CV to Written Notice of retirement depending on the individual lifecycle of each employee and their journey in SFU.

• eTRACS identified over 180 document types including CV, Final Offer, Overload Teaching Contracts Form, etc. for the users to 'tag' the documents from the employee files to facilitate classification and document searching.

• eTRACS has defined a standard employee file folder structure with agreement from the Faculty Electronic Records Management (FERM) working group for reference when creating an employee file tree structure in eTRACS. The users can create folders according to pre-set structure whenever they are applicable and users are also able to create custom folders on their own if needed.

• In general, each employee file may combine similar pre-set folder structures (e.g. Recruitment & Appointment, Salary Review, Leaves, etc.) with custom folders which fit their journey in SFU.

How to Navigate to Stakeholder Documents

1. Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles.

2. Choose your filters by selecting an option in the dropdowns and click Filter. 

3. To view the stakeholder profile, click on their name.

4. To view the stakeholder's employee files, click on the Documents tab. 

5. In the Document Management Main Page, the section highlighted in green color acts as a toolbar menu and shows all buttons available for folder and file actions dynamically according to the folder or file you selected. As the root folder 'Documents' is always selected by default,  the  Create New Folder and  Upload File(s) are always shown in this toolbar by default when first loading the page.

6. The section on the left, highlighted in blue, shows the default root folder 'Documents' of the employee and you can double click any folder to open up the direct subfolders structure like Windows File Explorer.  

7. The section on the right, highlighted in red, opens up the folder you selected in step 7 and lists all its direct child folder(s) and files in here.