How to Manage Compliance Documents in the SMS
Overview
In this tutorial, you will learn how to manage compliance documents within the SMS. It covers how organisation can upload, store, and retrieve essential records, ensuring they remain organised and accessible for audits or operational needs. The guide also highlights features like search, filter, and edit functions to support efficient document management and maintain compliance with regulatory requirements.
Step Tutorial
Part A – Adding a Document
This tutorial details uploading documents required for compliance that you may want to make available for Companies and Students. For simple documents visible to your staff members only, also see How to Add Documents in the SMS.
1. From the Dashboard, go to Documents and click the plus icon.
2. Fill in the following fields:
| Attach File | Locate the file you are adding. Please note the maximum file size is 100 MB. |
| Document Name | Enter the name of your document. |
Category | Choose which category would best fit the content of the document. |
Status | Either the document uploaded is Current or Archived. |
Review Date | Used to determine the date when the relevant document was last audited/checked. |
Date Added | (Not editable) Date when the document was added in the system. |
Notes | Add any additional notes for your document. |
Quality Area | (For QMS Documents) For all QMS Document related fields, please refer to the tutorial: How to Use QMS - Quality Management System |
Division | (For QMS Documents) not available unless Quality Area is chosen. |
Relevant RTO Standards | (For QMS Documents) not available unless Division is chosen. |
Performance Indicators | (For QMS Documents) not available unless Relevant RTO Standards is chosen. |
Once complete, click Save.
You should be able to see your new document in the list.
Part B – Editing a Document
1. Locate the document you want to edit, click the kebab icon (three-dot icon), then select Edit.
2. Add new values to the fields you wish to modify. Once complete, click the Save button.
Part C – Deleting a Document
1. Locate the document you want to edit, click the kebab icon (three-dot icon), then select Delete.
2. A prompt will appear, notifying you that deletion cannot be undone. Type DELETE in the field, then click the DELETE button to proceed. Otherwise, click Cancel.
3. A confirmation will appear indicating that the document has been deleted. Click OK to close the prompt.
Those are the steps to add, edit, and delete a compliance document.
Additionally, you can use the filter and search options if you wish to locate a specific document.
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.
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