An advanced added feature launched for Centrik 5, Advanced Structure Maintenance allows orgainsations to create their own document folder structure without the need, or requirement to contact TrustFlight Support teams.
Accessed via the ‘Settings’ button, advanced structure management allows you to create document folders, apply configuration settings to them, and alter settings for existing folders.
1. Click on the ‘Settings’ button
The displayed screen provides an overview of your Documents module in its entirety, this is the top level of your document tree, showing its structure.
The structure works on a Parent child basis, the displayed screen is the ‘Top level’, child folders at this level can / should only be created by the TrustFlight Support team.
In the top section you can adjust the options to Allow Download and Print, and to Allow Text-Only Documents via the Edit button. This will adjust the settings from the top level if inheritance is not blocked from a previous setting.
Document Managers will still have the ability to download the document regardless of this setting, this is allowable based on their access rights.
Any settings made within the Parent level will affect all settings within the Child folders, as they inherit these if inheritance isn’t being blocked by another folder within the document tree.
The lower section relates to the document folders that are visible on your system, these are the Children of the Top level parent group.
Adding a Child group:
Child groups should only be added to existing child groups where documents already exist, there is a risk that documents could be hidden from view and not accessible if this rule is not followed.
Adding in a child at the very top level is only possible via the TrustFlight Support team.
Adding a child folder / area to an existing child group will mean that this newly created folder will inherit its permissions, anybody with access previously granted for the original child group potentially could have the ability to view this new child folder.
Child areas are added by clicking on the ‘Add’ button after selecting an existing child group.
1. Click on an already existing Child group
2. Click on the Add button
3. Add in a plural name, alongside a singular name (this will be the displayed name)
4. Select an icon from the available list (if required), this will be displayed on your folder
5. Enter in a description, if required, this will be used for folder hover text, allowing you to describe what the folder contains
The next section allows you to set some settings based on different drop down options;
Allow Download and Print – do you want the user to have the ability to download and print any documents within this folder that are distributed to them. Document Managers will retain the ability to download regardless of this setting.
All Text-Only documents – Allow the ability to type free text as your document, instead of adding your document as an attachment when it is created.
Show on Dashboard – do you want this folder information to be visible on the Dashboard module summary pages.
Micro Manage Distribution –Micro Manage is the ability to separate Read/Notify/Track on a per document basis rather than have ‘distribute’. But is only relevant granular distribution of Documents is enabled.
If an option displays the wording Same As Parent, it is taking that setting directly from its Parent group.
The Parent area allows you to view the parent group of this folder, the full pathway to our Top Level (Documents) is displayed.
If we created this child group within another child folder the pathway to the parent group would be displayed, the more child groups the bigger the pathway.
Example group, displaying the parent, child pathway:
Child folders can be created within this folder after its parent has been saved.
6. Set the grouping style for this folder, if differing from the parent group
Grouping options:
Grouping allows you to alter how your documents are displayed as a summary overview within a folder, if set at the Parent level, all Children level folders will inherit these settings by default, if not overridden.
Placing the screen into Edit mode allows you to choose from a list of how you want your documents to be displayed.
Option – Not Grouped:
Your documents are listed as a list view via the summary page of that folder. The order can rearranged by clicking on the arrows next to each column heading.
The options for Column and Filtering, and Accordion settings enables a Title for the Group and allows these Group Values to be Fixed or added to ‘on the fly’, or as you require.
The Title Value naming can be adjusted, if required and Types entered via the ‘Manage Types’ area within each document folder.
Option – Column and Filtering:
This option enables an additional Type column to be displayed, allowing you to see your documents as a list view but with an associated Type label (if you change the terminology of type to something else, this terminology change is reflected on the screen).
Option – Accordion:
This option allows you to use the Types as document headings in your documents list. Documents listed are therefore split into these Types.
7. Set if the Document created date can be modified, or is it fixed
8. Set the Expiry date, choose from the available options
9. Select the EFB (Electronic Flight Bag) setting, do you want this document available offline? If so in which component should it sit within.
10. Notifications, set if you want to ‘be able’ to notify staff that they need to read a document from this folder’ (it will still need to be configured in distribution of the Folder or Document)
Tracking, the ability to track this document read status by staff, highlighting that they need to read a document from this folder (it will still need to be configured in distribution of the Folder or Document).
If Tracking is set to yes, additional fields are displayed allowing you to set numerical values for when this document is Due, or Overdue, settings for Admins can be set as well as settings for readers.
The system default settings for Document Manager and tracking of documents is as follows;
Green indicator – The day that the document is uploaded, until day 6 on the system
Yellow indicator – Day 7 on the system, up to and including day 13
Red indicator – Day 14 onwards
From a document reader perspective, (a role that has been distributed the document) the default colour indicator is instantly Red for a newly uploaded document.
It is possible to adjust these settings, if it is required. As an example, if your organisation has a policy in place that all distributed documents need to be read within 10 days then the top section allows you to input a timed parameter for any documents distributed from this folder.
This will alter the system default settings to your inputted values and place a coloured (yellow) indicator against the distributed document at the inputted value in order to highlight it is near its Due date.
Likewise, there is an area available area to change this colour indicator to Red after a set number of days by inputting a number into the Days until Overdue section. This setting affects the Admin area of the document.
To further support this you are also able to set these timeframes at a Reader level, inputting the setting that the document will change to a yellow, overdue document after 3 days, and change again to a red coloured indicator, overdue after 5 days.
Example inputs:
11. Set the data fields for documents, choosing from the options available
12. Select how you want documents to be displayed via the Sorting section
13. Choose who can delete documents within this folder, selecting from the options of only the document creator can delete, or anybody with normal change permissions can edit or delete
14. Click on the ‘Save’ button
Moving back to our Parent group we can see the created child folder is displayed.
The ordering of child groups can be adjusted, if required.
1. Place the screen into edit mode (Click on the ‘Edit’ button or anywhere where you see a highlighted colour change on the screen)
2. Using your mouse, 'Click and hold' the child group to move
3. Drag into the new position
4. Click on the ‘Save’ button
Adding a Child to a Parent:
Children can be added to a newly created Child group, the newly created group becomes the Parent group (after saving), or an existing Parent group. You can add children to children and create several layers of document folders. One word of caution, if you want users to be able to get to documents quickly, creating a structure with lots of child groups will slow this process down.
Also note, if documents already exist within a group and a child group is added, this could potentially hide the documents already there.
Add a Child:
1. Select the parent group (highlighted in blue) where you want to add in the child group
2. Within the Children section, click on the ‘Add’ button
3. Give the group a name, a plural, and singular name
4. Select an icon, if required, this will be displayed on your created document folder
You are able to change any of the settings for this group so that they differ from the parent group, this is achieved in the same way as previously stated, or you can leave the settings to be, Same as Parent.
5. Click on the ‘Save’ button
Moving back a level (via the breadcrumb trail) you can see the child group has been added.
After adding several children groups, the structure of the created child group can be seen.
And the pathway for the created child group within a group is also displayed.
Linked Articles:
Centrik 5 User Guide - Document Types
Centrik 5 User Guide - Documents_Manage Structure