How to Use the Document Repository

Summary

This article provides an overview of the Document Repository module covering the process of uploading documents, requesting documents, and linking external document URLs.

Information

The Document Repository page allows you to upload and view currently uploaded Documents related to compliance efforts in an organization.

Upload a Document

1. To upload a Document, you must click on the Upload Documents button on the top right of the page above Advanced Filters.
2. A new pop-up will appear with an Add File button. After a Document is selected, press the Upload button to continue.
   • Current supported document types are the following: pdf, jpeg, jpg, .docx, .xlsx, .ppt, .csv, .txt, .odt. The maximum file size for each Document must not exceed 100MB.
   • When uploading files of various document types, users may need to adjust the dropdown selection from 'Custom Files' to 'All Files' if only PDF and JPEG options are initially displayed in the file explorer. You may encounter a similar dropdown adjustment requirement while using a Mac and Finder.
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3. After successful upload, the Document will appear on the Document Grid with a Doc Category labeled as New.
4. You can access the Document by double-clicking on it in the list. This action opens a new pop-up window, allowing you to edit the Document details.
   • You must provide a Document Category (mandatory) from the first dropdown list: Owner, Company, Facility, Vendor, Personnel and Other. The next field will change depending on your selection.
   • The Document Status is set to Incomplete by default but can be changed depending on the state of the Document.
   • Continue by designating a Document Type (mandatory), which depends on the Document Category, and edit other details as needed.

Request a Document

1. The Request Document button serves two functions within the LighthouseAI system:
   • You can request a Document from any other user.
   • It acts as a placeholder on the Document Grid for required Documents that have not been uploaded yet. This functionality allows you to quickly identify missing Documents that need to be added to the Document repository.
2. Like before, you must provide a Document Category, an Assignee, and a Document Type. You may edit other details if necessary.
   • The Due Date automatically defaults to the current date.
   • The Document status automatically defaults to Requested.
3. The Document Request will be shown on the Document Grid and the Notifications -> Documents section for the Assignee to see.
   • The Assignee from which the Document was requested, can double click on the Document Notification to upload the respective Document.
   • The Assignee also has the option to add the Document directly from the Document Grid by locating the placeholder Document Request and clicking the '+' icon under the View Icon column.

Link Document

1. The Link Document button enables you to add a Document URL stored in your file repository. For instance, if a document resides in the user's SharePoint folder, they can upload the SharePoint URL directly into the Document Repository of LighthouseAI.
2. To add an external URL Link in the Document Repository, select the Link Document button. This action opens the same Add/Edit box as seen in the Upload Document section above, with the addition of a new field labeled "Document URL Link" that can be used to paste the URL.

Bulk-Exporting

1. Documents can now be exported into a Zip file that can be extracted locally.
   • To select multiple Documents, use Ctrl-Click on Windows and Command + Click on a Mac.
   • To select all Documents, use Shift-Click.
2. After all desired Documents have been selected, right-click on any of the selected Documents and choose the option to Compress to zip file.