Share documents
Keep the organisation’s folders, files and documents in Documents, and choose who can open each one.
Documents holds your organisation’s folders, uploaded files and documents you write in SafetyDocs. Choose Documents in the sidebar.
Anything you add is private to you until you share it. Admins can open everything in Documents.
Open and select
Double-click a card to open it, or focus it and press Enter. On a phone, tap it.
A single click selects a card. Once one is selected, each click adds or removes another, and Shift-click selects everything in between. Space selects the focused card and the arrow keys move between cards. On a phone, press and hold a card to start selecting, then tap the others. Folders and documents are selected separately.
A bar at the foot of the screen acts on what's selected: Add to job, Edit, Rename, Share, Download, Move and Move to trash, or Restore in the trash. An action that doesn't apply to everything selected stays on the bar, greyed out, and says why when you point at it.
Edit opens one written document to change it. Download saves uploaded files under their own names. One written document opens ready to print or save as a PDF; when several are selected, written documents print one at a time, from each document. Choose Deselect, press Escape or click an empty part of the page to clear the selection.
Add folders and documents
- Choose New.
- Choose New folder and type a name, or New document to start writing straight away.
- Choose Upload files to add PDFs, Word documents and images. Upload a file has the details.
A document saves as you type. Choose its name at the top to rename it.
Share something
- On a card, open the ⋮ menu and choose Share, or select the card and choose Share on the bar.
- Under Everyone in your organisation, choose Only people added, Everyone can view or Everyone can edit.
- Give people and groups Viewer or Editor, or leave them on No access.
- Leave Notify people ticked to tell the people you added, or untick it to share quietly.
- Choose Save.
With Notify people ticked, each person you add is told it was shared with them, and so is everyone in a group you add who is in your organisation. They see it under the bell, and by email if their notification settings say so. Opening it to everyone in the organisation tells no one, and nobody is told twice about something they could already open by name.
A Viewer can open it. An Editor can also rename it, change a document and add to a folder. Only its owner and Admins can share, move, move to the trash or restore a version.
Sharing a folder shares everything inside it. The share dialog says so when the folder above already gives people access.
Shared with me lists what others have shared with you, a group you are in, or everyone.
Groups and outside contacts
A group is the practical way to share with a crew you keep reusing, such as every site supervisor. The share points at the group, so it follows the membership.
- Add someone from your organisation to the group and they can open the folder, including everything inside it.
- Remove them and that access goes away. Access they have by name, or from Everyone can view, stays.
- Archive the group and it leaves every share dialog. The access that came from the group goes with it.
People from other companies can be in the group. Documents still opens only for people in your organisation. The share dialog says so. An outside contact in Electricians is invited when you copy that group onto a job, and they still cannot open the company procedures folder.
Share the standing company folders with a group of your own staff. Copy that same style of group onto a job when the people from other companies need to be on the site. The job takes a copy and can include them. Documents keeps the live link and stays inside the organisation.
Search
Type in Search Documents at the top of Documents. Results show folders and documents you can open whose name or words match, with where each one is. Anything in the trash is left out.
You can also search from the field at the top of most pages. Suggestions for documents, jobs, templates and contacts appear as you type. Press Enter, or choose Search for, to see every result on one page.
Versions
Choose Edit (the pencil) to change a document. It saves as you type, as a draft. Save stops editing and keeps it as a draft. When you choose Publish, SafetyDocs offers to publish what you changed: the first time as version 1.0, after that as a Minor change or a Major change. It picks the one your change calls for and says why: new wording is a major change, a smart field or the document details a minor one. You can pick the other, add a changelog, or choose Keep as draft. A draft shows Unpublished changes at the top until someone publishes it.
The line under the title shows the document type, its version and the date. Choose the version to see every version, who published it and when. Choosing one shows it on the page, read-only. The owner and Admins can choose Create new version from this to copy that version back into the document as the draft. Later versions are kept.
For an uploaded file, choose Upload new version. The old file stays in its version history, where you can download it.
A card says New when a document is published and you haven't opened it yet, and Updated when a major change came out since you last opened it. A minor change doesn't count. Opening the document clears it, and so does publishing a version yourself. Drafts never show either.
Trash
Choose Move to trash from the ⋮ menu. Moving a folder to the trash takes everything in it too. Choose Undo on the message to bring it straight back.
The Trash tab lists what you have moved to the trash, newest first. Choose Restore to put something back where it was, or at the top of Documents if that folder has gone. Choose Delete forever or Empty trash to delete for good.
Anything in the trash for 30 days is deleted forever.
What happens next
Create a group when the same people should open a folder together, and when you also want to drop them onto a job.