Centrik 5 User Guide - Documents Module (Advanced Structure Maintenance)

Overview

Advanced Structure Maintenance is an enhanced feature in Centrik 5 that allows organisations to create and manage their own document folder structure, without needing to contact TrustFlight Support.

This function enables you to:

• Create document folders (referred to as Groups)
• Configure folder settings
• Modify existing folder structures

Important Terminology

Throughout this guide, the term ‘Group’ is used.

A Group = a folder or level within your document structure

Creating a Group means adding a new folder layer within your document hierarchy.

Accessing Advanced Structure Management

• Navigate to the Documents module

• Click on the Settings button

  Note: The ‘Manage Structure’ access right is required to see this button

Understanding the Structure

The displayed screen provides a full overview of your Documents module. This represents the top level of your document tree.

• The structure works on a parent-child relationship
• The highest group is named 'Documents'
• Child groups directly under this top-level can only be created by TrustFlight Support

Top-Level Settings

Although you can't add Child groups to the top-level, there are some configuration settings you can control. Within the Name section, you can configure:

• Allow Download and Print
• Allow Text-Only Documents

These fields can be changed after selecting the Edit button.

Note: Document Managers can always download documents regardless of these settings.

Settings applied at a parent level will apply to all child groups, unless inheritance is overridden.

Children section

The Children section displays all child groups beneath the top-level Documents group.

Reminder - You cannot add child groups directly under Documents (top level).
These must be created by TrustFlight Support.

However, you can create child groups within existing groups.

Steps to Add a Child Group

1. Click on an existing child group

2. Click the Add button

3. Enter:

• A Plural Name
• A Singular Name (this is the displayed name)

4. Select an icon (optional)

5. Add a description (optional – appears as hover text)

6. Click Save

Configuring Child Group Settings

 Once a new Child Group is created, you can configure the following options:

• Allow Download and Print
• All Text-Only Documents
• Show on Dashboard
• Micro Manage Distribution

If a setting shows “Same As Parent”, it inherits from the associated parent group (level above)

Parent Pathway View

You can view the full structure path back to the top-level Documents group.

Example:

Grouping Options

Set the Grouping style for the folder

Grouping controls how documents are displayed to end users, within the folder.

Option: Not Grouped

• Documents appear in a list view
• The list can be sorted using downward arrows for each column

End user view example:

Option: Column and Filtering

• Allows you to categorise documents
• By default, these categories are known as a 'Type', but this terminology can be changed in the Title for group field
• The chosen title in this field will be visible in the document folder for the document manager(s). 
• In this example it would say Manage Type, and the document manager(s) can add specific values which essentially serve as categories / labels 

Folder configuration view:

End user view example:

Option – Accordion:

• Alike 'Column and Filtering', 'Accordion' allows you to categorise documents
• By default, these categories are known as a 'Type'
• Types can be created / managed within each document folder
• Groups documents under 'Type' headings
• Expands/collapses sections

End user view example:

Additional Configuration Settings

• Set whether the document created date can be modified
• Configure if you want the document folder to include an Expiry or Review (date) field.
• Configure EFB (Electronic Flight Bag) availability
• Set Notifications

Tracking Settings

Tracking enables monitoring of document read status.

If enabled:

• You can define Due and Overdue timeframes
• Separate settings exist for:
  1. Admins
  2. Readers

Default Tracking Indicators (if fields left empty)

Admins:

• Green: Day 0–6
• Yellow: Day 7–13
• Red: Day 14+

Readers

• New documents appear Red immediately

It is possible to adjust these settings, if required. As an example, if your organisation has a policy in place that all distributed documents need to be read within 10 days then the top section allows you to input a timed parameter for any documents distributed from this folder.

This will alter the system default settings to your inputted values and place a coloured (yellow) indicator against the distributed document at the inputted value in order to highlight it is near its Due date.

Likewise, there is an area available area to change this colour indicator to Red after a set number of days by inputting a number into the Days until Overdue section. This setting affects the Admin area of the document.

To further support this you are also able to set these timeframes at a Reader level, inputting the setting that the document will change to a yellow, overdue document after 3 days, and change again to a red coloured indicator, overdue after 5 days.

Example inputs:

Final Configuration Options

• Document Auto-Numbering options
• Configure Sorting (e.g. do unread documents appear first, ascending / descending etc.

• Control deletion permissions (i.e. who is allowed to delete a document) - options include:
  • Only document creator
  • Users with change permissions

Saving the Folder

• Click Save

You will now see the created child folder (red box) within the parent group (blue box).

Re-ordering Child Groups

After creating child groups, you can change their order within the parent group.

Steps:

1. Enter Edit mode (click the Edit button or any editable area)
2. Click and hold a child group
3. Drag it into the desired position
4. Click Save

Creating Additional Folder Levels

 Once a group is saved, you can continue building your structure by adding children to existing child groups.

This allows you to build a multi-level folder hierarchy.

Best Practice:

Avoid creating too many levels, as this can make documents harder to access and manage.

Caution:
Adding a new child group to an area that already contains uploaded documents may hide those documents from view. If this happens and you are having trouble retrieving those documents, please get in touch with the TrustFlight Support team.