Document Management
Structure, types, and organization of documents in the ssm.ro platform.
Attaching documents to an employee
Documents uploaded to the platform can be attached to an employee and accessed if that employee has an access account.
Navigation methods:
- Method 1: Contacts > Employee > Documents
- Method 2: Search > Employee Name
Operations available from the employee's document panel:
| Operation | Path |
|---|---|
| Upload document | Employee documents panel > Click Employee Name > Upload document |
| Generate predefined document | Employee documents panel > Click Employee Name > Generate document |
| Upload document of a predefined type | Employee documents panel > Click Employee Name > Missing Documents > Add Document > Upload file |
Documents can also be attached to other entities in the application: workstation (training topics) or department (manager decisions, evacuation plan).
Document types
The platform provides predefined types and allows defining organization-specific types.
- Type management: Settings > Folder Structure
- Document reports: Reports > Existing/required documents report > Start > Select type
- Modifying an existing type: Document details panel > Change type
Document tagging
Tags allow sorting and filtering documents. A document can have multiple tags.
- Filter by tag: Menu > Documents > Choose Tag (from the top bar)
- Configure tags: From a document's page > Document details panel > Tags section
Document revisions
Documents are versioned through revisions. A new document has revision 1.
| Action | Path |
|---|---|
| Add new revision | Document details panel > Actions > Add revision (the current revision must be approved) |
| Delete revision in progress | Document details panel > Actions > Delete revision |
| Move approved revision back to in progress | Document details panel > Actions > Move to in progress |
| Delete document completely | Document details panel > Actions > Delete document |
| View revisions | Document details panel > Actions > Revision list |
Revision properties: author, creation date, size, validity period (optional), messages and notifications.
Bulk document upload using MARCA
Option for uploading a large volume of existing documents using a file naming convention.
File format: MARCA_file.pdf or MARCA.pdf
Procedure:
- Go to Documents > Upload documents
- Select BulkUpload with Marcă
- Choose the file type (e.g. Fitness for work certificate)
- The application validates the files
- Start the upload — each file is automatically assigned to the employee identified by MARCA
If you want these documents to be signed:
- add signers in bulk using multiple selection of the newly uploaded documents and accessing the new menu that appears on the top bar
- add signers individually from the document's page (for example, if the employee's signature is required)