Accessing the Documents module
In this section we will split the explanation of differences into two perspectives. One for end users receiving and viewing documents and another for document managers, responsible for tracking, uploading and withdrawing etc.
For an end user:
After selecting the Documents module on the navigation menu, you will notice that the layout has changed.
There are now different tabs available at the top of the page:
- Dashboard
- All documents
- My documents to read.
- My actions
'My documents to read' and 'My actions' were formerly buttons that were always visible on the Documents landing page, these have now been converted into their own individual tabs. These features function the same way.
Changes to tabs and subsystems
The Documents dashboard is completely new, and this is also the default screen that appears when the Documents module is selected. With the Documents dashboard, users can immediately see any outstanding tasks assigned to them and there are improved filters and search functions available to help find specific items.
The 'All documents’ tab shows all the subsystems and folders that are relevant to the user (controlled by distribution settings). Note, this used to be the default page that previously appeared in Centrik 4, when the Documents module was selected.
A key difference, however, is that subsystems no longer appear as individual tabs. Subsystems do still exist and function in the same way, however they now appear within the 'All Documents' tab, as separate headings.
Search Functionality
In previous versions of Centrik, when searching for documents within the Documents module, users would need to specify whether to find documents by ‘Title or content’ or ‘Title only’ from a dropdown. In Centrik 5, the dropdown has been removed, however the feature still exists.
Users will now find that typing in the search box will instantly / automatically return results for ‘title only’, which can be selected.
Alternatively, to return title and content results, users must first enter text into the search box then select the search icon (or press enter). Doing this will display a different page, highlighting every document containing the specified wording.
Quick links
A quick link box automatically appears if all the content does not fit on one page. Instead of scrolling, users can quickly click to navigate to the necessary area.
For document managers:
Manage Structure (access right)
Users with ‘Manage Documents’ and ‘Manage Structure’ access rights will have more access in the Documents module and will see additional screens / features.
The ‘Manage Structure’ access right still enables the small settings cogs to appear, allowing modifications to the document structure, including column and button creation and naming.
One subtle difference is that the main cog has been replaced by a 'Settings' button (also with a cog), but it is larger and easier to see. This displays a previously unseen area of the system called Advanced Structure Maintenance. This new feature allows orgainsations to create their own document folder structure without the need, or requirement to contact TrustFlight Support teams.
Accessed via the ‘Settings’ button, advanced structure management allows you to create document folders, apply configuration settings to them, and alter settings for existing folders.
Manage Documents and Track Documents (access rights)
Users with these access rights selected will have the option to view ‘Late readers’ and a consolidated list of actions from the Documents module.
Previously, ‘Late readers’ and 'Actions' were buttons that were always visible on the Documents landing page, these have now been converted into their own individual tabs.
Uploading a document
Whilst the process of uploading a document, tracking readers, new versioning and withdrawing etc. has not changed, there are other enhancements to highlight.
When creating a new document, the ‘created by’, ‘created on’ and ‘time’ is now included in the very top section, reducing the overall number of sections.
You can also hover over the circle containing the user’s initials, to reveal more information.
Furthermore, the ‘Content’ section where you would upload the main document, now supports ‘drag and drop’ functionality.
If you want to check out the high level details mentioned above then click the video to view.