Can I manage my documents in Onside?

Located in the sidemenu of the Onside web portal, company admins are able to store and manage important documents and files, which will be accessible by other company admins.

Storing documents in Onside will mean you can

• Create folders
• Update document versions
• See any changes made to the documents
• Share with your clients and contractors

Have watch of the video below for a full walkthrough of using Documents in Onside. Alternatively, have a read of the guide further down the page.

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Using folders

Before you start adding your documents, it's best to have a think about how you want to manage your documents in Onside. This is where folders come in.

Folders are done a bit differently in Onside. The documents you add to Onside can exist in as many folders as you need, but rather than creating copies to have in each folder, there is only one document and you associate it to each folder. The best part of managing your documents in this way is that changes to documents can be done in one place. Need to update your document version? Easy, no hunting down duplicates or copies.

To create a folder, click 'Documents' in the sidemenu, then '+ New folder' and give it a name. You can also create folders within folders - Subfolders.

So how might you use this?

You may have all your H&S documents in one folder, but only some of those documents should be shared to new contractors. 

Alternatively, you could have a folder of all your documents related to your assets. Then another folder or even subfolder that breaks your assets into folders for each of your properties. We've designed folders to be flexible to what you need.

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Adding documents

Adding a document is as easy as dragging the document onto your Documents page, or clicking the '+ Add' button. You can upload multiple documents at once too.

Once you've uploaded your document(s) you'll need to add a few details.

1. Select the document from the left
2. Add or change the title
3. The version number will default to V.1, but you can change this to suit how you manage document versions, or start at a higher version number
4. Choose the folder(s) you created earlier
5. Set an expiry date if you know when you would need to review the document. You'll be reminded a month before the document expires.
6. Click on the next document from the left and update its details, or click 'Publish document' if you're done.

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Managing your documents

As soon as you've added your first document, you'll be able to start using the filters on your Documents dashboard.

The Total, Expiring Soon, and Expired cards will help you keep on top of managing your documents, but they're also filters which apply to your documents and folders. Go on, give them a click. You've also got the option of filtering by name, document type, and by last change.

Updating documents

When you're ready to edit, update, review, or share a document, click on it to see a details page like this. You can also click on the for quick actions.

• Preview your document by clicking on the image under the name
• Upload a new document version. This will update the document in all of the folders it's part of
• Archive the document from the button
• Keep up to date with the version changes from the 'Versions' tab
• Review every change from the 'Activity log'

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Sharing documents to other companies

With the Documents feature you'll be able to send your stored documents directly to your contractor's and visitor's companies. They can also send documents back to you. If this sounds perfect for your operation, click here to see the document sharing guide.

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Showing documents on check-in

If you're wanting to make PDFs or images available to anyone when checking in to your property, you can use the Check-in Rules feature.

 

If you have any questions or need any help, you can reach us on 0800 ONSIDE (NZ), 1800 112334 (AU), or email Support@onside.co

Click here to provide feedback, or if you have an idea for an improvement to Onside, you can add it directly to our product board.