Document Management in RTO KnowHow

How to use RTO KnowHow to efficiently store, manage and distribute your RTO documents

Thursday 22nd May

Presenter

Emily HodgeSpecial Projects Officer - development - customer support - communications

Contents:The webinar will cover the following topics many are quite instructional and I will show you step by step how to perform the tasks:

• Benefits & Overview of document management in RTO KnowHow

• Understanding the document tree view• Locating documents• System settingsPause for Q&A• Uploading/creating and storing documents• Drafting/editing and submitting for approval• Version change and automatic archiving• Relevant help articlesMore Q&A

Benefits of using RTO KnowHow to manage your documents

• Live and up-to-date compliance matrix at the click of a button.

• Centrally manage all documents and customise staff access levels based on role/responsibility.

• On or off-site, your staff will have easy access to current documents.

• Link documents and forms to policies & procedures and standards to enable easy updates

• Find documents easily by searching or sorting by key information.

• Inbuilt version control and automatic archiving of previous versions.

• Inbuilt up to date version control register/document guide.

• Inbuilt approvals and archiving system

Overview of Document Management

• View/edit/download functionality• Stored and Organised according 4 type areas

- Documents - Policies and Procedures - Forms - Training and Assessment Strategies

• Tree View - Sorted into folders – more on next slide

• List View - a broad range of searchable criteria• Version control• Approvals• Compliance Matrix

Understanding the document tree view

Documents

Folders

Folders within folders

Policies & Procedures

Quality Areas(master list)

Policies Procedure

Forms

Quality Areas(master list)

T&A Strategies

Qualifications & Courses

(management)

Understanding the document tree view

Only shows approved final versions of documentsIf pending approval, draft or replaced by subsequent versions will be hidden

About access privileges eg. view/edit/delete.

For document folders – Can be customised per folders. If the folder contains other folders changes will affect those below in the hierarchy and all files within.

Other types (policies/procedures, forms & T&A strategies) - Based on permissions in role settings which can also be affected by location/department depending on setting.

Global search functionSearch by tag/code/title

List view search criteria• Easily see documents overdue for review (RED)• Standards, folder or other details. • Searching• Tagging

Locating Documents

Settings to check before you startSystem admins

• Print logo setting• Document Coding

- Use Own Coding - Use Default Coding - Use No Coding

• Related Master Lists - Document Folders - Quality Areas - Standards

• Role Settings• Specific access settings on

document folders

Pause for Q&A

• Before we continue are there any questions so far? (type Q to speak a question or type your question into the chat bar)

• So far we have covered setup and system capabilities now I will show you in more detail how to upload, store and manage your documents.

• Does anyone want or need to leave now? Please type Y if this is you

Uploading/Creating/Storing

• 4 ways to create documents - Bulk upload files from your hard disk - Upload zipped folders from your hard disk - Upload existing file - Use our text editors and fields to create a document from scratch

• Review and finalise settings before submitting for approval (unless you are an approver)

- Starting Version Number - Mapping Documents - Linking to Related - Publishing Details

Drafting, editing and submitting for approval

• Document Status and visibility of documents• Edit a Document– When editing link to other documents, standards,

insert notes, tags or change details of document• Choose Approver• Using approvals manager

Version change & automatic archiving

• View and then Create new versionOld version is linked to new as document history but not showing for access on its own• Use of under review status• Archived status for those removed from

circulation – moves to archived tab (list view)

Relevant help articles

Creating a new version:http://rtoknowhow.uservoice.com/knowledgebase/articles/235176Downloading a document:http://rtoknowhow.uservoice.com/knowledgebase/articles/235179-downloading-a-document Toggling between tree and list view:http://rtoknowhow.uservoice.com/knowledgebase/articles/235164-toggling-between-tree-view-and-list-view Searching for a document:http://rtoknowhow.uservoice.com/knowledgebase/articles/235181-searching-for-a-document

Click the ‘Help’ button on the grey task bar in top right corner and search articles – or jump direct to one of these:

Relevant help articles

Master lists overview: http://rtoknowhow.uservoice.com/knowledgebase/articles/235055-master-list-overview-typesQuality Areas master list (folders for policies/procedures & forms):http://rtoknowhow.uservoice.com/knowledgebase/articles/235099-quality-areasUploading T&A Strategy:http://rtoknowhow.uservoice.com/knowledgebase/articles/235202-adding-a-t-a-strategyCreating a document folder:http://rtoknowhow.uservoice.com/knowledgebase/articles/235161-adding-a-document-folder

Click the ‘Help’ button on the grey task bar in top right corner and search articles – or jump direct to one of these:

Questions?

support@rtoknowhow.com.au

Thanks for Watching