Documents

SurePact enables you to manage documents at both the record level, and the organisation level.

In other words, while most records have their own attached documents, you can also store documents that apply to multiple records, or are relevant to the entire organisation. These can be managed in the Documents section, located toward the bottom of the left menu.

There are two options here: Document Library and Document Repository.

Let’s break down what each option document does, and how to use both effectively. 

Document Library

This is where you can store documents at the organisation level, that everyone needs to access.

Typical files you might keep here include:

• Organisational policies and procedures
• Templates and standards
• Staff contact lists
• Organisational charts
• Onboarding documents
• Standard operating procedures (SOPs)

Key Features of the Documents Library

• Visibility: All SurePact users within your organisation can access these documents.
• Organisation: You can categorise documents into folders, or keep them in the top-level list for quick access.
• Edit Documents: Double-click a document to edit its title, description, or folder location.
• Naming Convention: For clarity and consistency, use a standard naming format such as [Dept/Area]_[Document Type]_[Title/Description]_[Date].
  For example:
  • HR_Policy_LeaveManagement_2023
  • Finance_Template_Invoice_2024
    
    

Adding a New Library Document

1. Click Add Document at the top.
2. Assign a document title and description.
3. Choose or create a folder, if needed.
4. Click Upload.

💡 Tip: Use meaningful document titles and descriptions when uploading files. This ensures users can quickly identify a document without having to open it.

Deleting a Library Document

Select the document, then click the three-dot icon at the top and choose Delete.

Document Repository 

This is where you can store user-specific documents. It works similarly to the Documents Library, but with a few key differences.

💡 Tip: The Repository is perfect for project-specific templates, draft documents, or sensitive information that shouldn’t be visible organisation-wide.

Key Features of the Document Repository

• User-Specific Access: Unlike the Documents Library, you can control visibility for each document.
• Linking to Records: Once uploaded, documents in the repository can be linked to specific SurePact records, such as projects, contracts, or grants. This process is detailed below.

Adding a New Document

1. Click Add Document at the top.
2. Assign a document title and description.
3. At the bottom of the window, specify who can view the document (individual users or user groups).
   
   
   
4. Click Upload.

Once the document is uploaded, the links at the top of the Edit document window become available.

Editing a Repository Document

1. Double-click a document in the Repository list.
2. In the popup, change the folder, title, description, or visibility settings.
3. Click Save.

💡 Tip: Use these editing options to update document properties as projects progress, ensuring that all linked records reflect the latest document version.

Linking Repository Documents to Records

Repository documents can be linked to SurePact records such as Projects or Grants. This is useful for documents that need to be referenced across multiple records, such as templates or common agreements.

1. Double-click the document in the Repository to open it, and click Link Projects (or Link Contracts, Link Grants, etc.). A list of all available projects (or other record type) will appear.
   
   
   
   
2. If needed, sort the table by any column, or use the filters to find specific records.
   
   
3. Tick the checkbox for to the records you want to link the document to.
4. Choose the members of those projects who should have visibility.
   
   ⚠️ Warning: Carefully review which projects and users you’re linking the document to. Incorrect assignments can cause confusion and visibility issues.
   
   
5. Click Save Changes.

Viewing Linked Repository Documents in Records

To see where a repository document is linked:

1. Open any SurePact record to which a repository document has been linked.
2. Open the Management section of the record.
3. Open the Documents tab. Any linked documents will be displayed here, along with record-specific uploads.