How To Add An Document - Hasmate
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How To Add An Document

17 Jul How To Add An Document

Posted at 02:08h in Documents Module by

The “Documents” module is a great place to store your company policies, forms, safe operating procedures (SOPs), etc.  This is useful for document control, and so everybody is using the same version.

Adding a Document

Click on “Documents” on the main navigation.

You will then see a search system of all active documents already in the Hasmate program.

Click the green “Add” button on the right hand side.

Document Details Section

This section is made up of the following fields:

  • Title – what is the name of the document?
  • Active – this is a “Yes”/”No” dropdown.
  • Next Review Date – this will create an alert when this is coming up for review.
  • Business Levels 1/2/3 – this allows you to connect the document to a part of your business.  This is a compulsory field.
  • Comments – what is this document used for?
  • Folder Path/File Path – ignore these fields – these are legacy fields from an older version of Hasmate, and will be removed in the future.

When you click “Save“, other available sections will be visible.

Document Changes Section

This section is to detail when changes have been made to this document, and if you notified anybody about the changes, etc.

Note – it will not email the document, etc. to anybody – you need to communicate these changes outside of the Hasmate program, e.g. in a toolbox meeting, by emailing staff, etc.

This section is made up of the following fields:

  • Change Date – when was the change made?  This is a compulsory field.
  • Changed By Employee – who made the document change.  This is a compulsory field
  • Change Reference – this is where you can note down the new version number of the document, the new document name, etc.
  • Change Notified – this is a “Yes”/”No” dropdown.
  • Manuals & Docs Updated – this is a “Yes”/”No” dropdown.
  • Reissue to Others – this is a “Yes”/”No” dropdown.
  • Comments – note down why this change was made, and any other relevant information.

Make sure you click “Save“.  And make sure that you have attached the latest version of the document (make sure it has an appropriate name and perhaps note the version number or when the change was made in the “Comments” field) into “Attachments“.

Review History Section

For information on our “Add Review” functionality, click here.

Attachments

For information on how to add attachments, click here.

For information about what type of attachments you might upload for documents, click here.

If you have further questions or require training on using the Hasmate program, please contact Hasmate.