Document Register Module User Guide

Purpose of the Document Register Module


The purpose of the module is to be able to store all your organisation’s key documents in one place (within ChilliDB).


Benefits of the Document Register Module


  • Stored in one place.

  • Accessible by all staff (with the relevant ChilliDB user rights).

  • Easily searchable using document register search

  • Able to use Custom Fields throughout the module.

  • Able to record Notes (notes that are relevant to the document).



Examples of Using the Document Register Module


Staff forms:


  • Leave Form

  • Reimbursement Claim Form

  • Performance Review Form

  • Incident Report Form

Organisation’s important documents:


  • Staff Contact Details

  • Key Dates for Newsletter Submissions

  • Emergency & After Hours Contacts

  • Government Reports


Configuring the Document Register Module


The configuration enables you to select which types of staff are responsible for the key documents in your organisation.


Firstly you will need to decide who will be responsible for these types of documents. For example, you may have a Quality Team that is responsible for undergoing policy and procedure reviews. On the other hand, everyone may be responsible for ensuring the latest documents are available for staff to view.


If you would like certain people responsible for these documents, I would recommend creating Contact Categories (and Sub Categories where relevant). For example, you may currently have a contact type called “Staff Member”. You may or may not have Categories or Sub Categories associated with this type. If not, you could create a Category (from the Contact Type “Staff Member” called “Quality Team” or something similar. You may choose to leave it broad and just have the Staff Contact Type of “Staff Member”.


The relevance of this is that when you are creating the key document, you will be asked to assign the “Lead Staff Member”. This list will only populate those contacts that meet the criteria based on the configuration page



Steps


1. Navigate to the Policy Configuration Screen (from the main menu select Document Register -> Configuration). This may be located under the more menu but you can request to move it and the ChilliDB staff can do that for you


2. Select the Staff Contact Categorisation from the drop down menu.


3. Select Register number settings if desired.


4. Click on Update.


Reference Data & Custom Fields for the Document Register


Next it is important to look at both the Reference Data and Custom Fields associated with this module.




Reference Data Example Setup


  • Document Register Categorisation- Type – Type has two options – “internal” and “external”. These are not editable. You may add more types but not remove or edit the two above.

  • Document Register Categorisation – Category – you may wish to amend what is currently in the system to make it more relevant to your staff and how you will use this module. For example, you may prefer having Categories of say “Forms”, “Policies & Procedures” and “Important Documents”. Another way you could do the Categories is by basing it off the sections where the documents are relevant to, for example “HR”, “Governance” et cetera. All these Categories would be based on the Type “Internal” as these type of documents tend to be used for internal purposes only. If there are some that are relevant to external people, you may want to look at different Categories for these.

  • Document Register Categorisation – Sub Category – you are able to go down a third level with categorising. This is not mandatory and if you feel like you don’t need the third level then delete any sub categories associate with the Policy & Key Docs Module.


Custom Fields


  • If there is any other information you would like to collect about this policy, procedure or key document, you can do this in Custom Fields. For example, some people have a Custom Field called “Related Policies & Procedures”.

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