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 - Details Tab
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 for the Details tab - This tab displays the main document information:
| Attach File | Locate the file you are adding (You can drag and drop or locate organically). Please note the maximum file size is 100 MB. |
| Name | Enter the name of your document. |
Added By | You can choose who added the document from existing People in your organization via this drop down. |
Added Date | (Not editable) Date when the document was added in the system. |
| Status | Either the document uploaded is Approved or Archived. |
| Category | Choose from this dropdown which category would best fit the content of the document. |
Sub Category | This field will pop up depending on the Category chosen (If applicable). |
Once complete, click the Save icon. (If the document you are trying to add relates to QMS or in need of tracking review information, proceed to the succeeding tabs first: QMS Tab → Review Information Tab → Access & Permissions as needed before clicking the Save icon)
Otherwise, clicking the Save button from this page should allow you to see your new document in the list.
Part A.1 – Adding a Document - QMS Tab
If the document you are trying to add is related to the Quality Management System, you can utilise this tab to properly determine its designation by filling in the following details (fields should be fulfilled in sequence on this tab):
| Quality Area | For all QMS Document related fields, please refer to the tutorial: How to Use QMS - Quality Management System |
| Division | Prepopulated drop-down list that is determined by choosing the desired Quality Area first - Not available unless Quality Area is chosen |
| Relevant RTO Standards | Prepopulated drop-down list that is determined by choosing the desired Division first - Not available unless Division is chosen. |
| Performance Indicators | Prepopulated drop-down list that is determined by choosing the desired Relevant RTO Standards first - Not available unless Relevant RTO Standards is chosen. |
Once complete, click the Save icon. (If the document you are trying to add needs tracking of review information, proceed to the succeeding tabs first: Review Information Tab → Access & Permissions as needed before clicking the Save icon on the last tab).
Otherwise, clicking the Save button from this page should allow you to see your new document in the list.
Part A.2 – Adding a Document - Review Information Tab
You can track Review dates, Reviewer, and Review Notes from this tab:
| Next Review Date | Next target date to perform the review for this document. |
| Date Reviewed | Date when the review was conducted |
| Reviewed By | You can identify who reviewed the document from this drop-down. |
| Notes | Field where you can add further details regarding the review information. |
Once complete, click the Save icon. (If you need to determine who can access this document proceed to fulfill the last tab: Access & Permissions before clicking the Save icon on the last tab).
Otherwise, clicking the Save button from this page should allow you to see your new document in the list.
Part A.3 – Adding a Document - Access and Permission Tab
Should you wish to limit the target audience / who can access the document you are about to upload. You can proceed to Utilise the toggles from this page.
Company type drop-down field will only be available if you toggle Allow Company Access ON, You can also choose multiple companies from this drop-down.
Once done, click on the Save icon.
Clicking the Save button from this page should allow you 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 Details.
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.
Part D – Downloading a Document
Locate the document you want to download, click the kebab icon (three-dot icon), then select Download.
Download will start instantly
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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