Document Library

Learn all about the document library in SiteVault.


Library Overview

The Document Library displays all documents that you have access to in SiteVault. With a site selected in the vault selector, SiteVault displays all documents from all studies to which you have access across the site, including any research organization-level documents. With a research organization selected in the selector, SiteVault displays all documents across all sites to which you have access.

Library Navigation

To get started, navigate to the Documents > Library tab. Once in the library, you can use the Study Selector and other filters to quickly find the documents you need.

Document Library

1

Basic Document Search Used to perform basic searches for documents such as by name, document number, site, or study.

2

Advanced Document Search Used to perform advanced searches for documents such as searching the content of documents.

3

Study Selector Quickly filter the documents by a particular study.

4

All Documents Displays all documents to which you have access.

5

Recent Documents Displays the documents you’ve viewed recently.

6

My Documents Displays the documents you’ve created.

7

Favorites Displays the documents you’ve favorited.

8

Document Inbox Displays unclassified documents to which you have access.

9

Open Monitor Feedback Displays documents that have been returned to your site from a monitor.

10

Saved Views Your saved views.

11

Filters Used to filter the current list of documents.

12

Save Views Used to create or edit saved views.

13

Sort Documents Used to sort the list of documents by creation date, modified date, document name, or document number.

14

Layouts Used to change the layout of the Library, including Detail, Thumbnail, Compact, and Grid layouts.

Document Tasks

Note The task list below is not inclusive of all document tasks.

Create a Document

Complete the following steps to create documents from the Library.

  1. From the Documents > Library tab, select Create.
  2. Select Upload in the dialog box, then select Continue.
  3. Select one of the following upload methods:
    • Upload
      • Select the Upload tray and arrow icon.
      • Select the locally saved document(s) on your computer.
      • Select Open.
    • Drag and Drop
      • Select the locally saved document(s) on your computer.
      • Drag the locally-saved document(s) into the blue upload box.
  4. Select one of the following classification methods:
    • Classify Documents Now
      • Search for and select the document type to apply to all documents in the upload batch.
      • Select Next.
      • Complete the required and any additional document fields.
        • Select Apply to apply field updates to one or more documents at a time.
      • Select Save to complete the process.
    • Classify Documents Later
      • Documents are placed in the Document Inbox to be classified at a later time.
      • Select Upload to complete the process.


Move a Document to its Steady State

Complete the following steps to move a document to its steady state:

  1. Locate and select the document.
  2. From the All Actions menu, select Change Status to {XXXX}, where XXXX is the document type’s final status.
  3. Complete the Document Date field.
  4. Additional Actions
    • If no further actions are required, select Save to complete the process.
    • If copy certification is required, select Perform Copy Certification.
      • Complete the copy certification.
      • Select Save to complete the process.


Upload New Versions

If you already have an updated version of the document source file available, you can upload the new document version without needing to check it out first.

Complete the following steps to upload a new version.

  1. Select a document.
  2. Select Upload New Version from the All Actions menu.
  3. In the dialog, select a file to upload.
  4. Enter a Version Description for the update. Other users may view this description in the document’s Version History.
  5. Select OK to upload. SiteVault automatically increments the minor version, for example, from 0.1 to 0.2.


View Previous Versions

Complete the following steps to view previous versions of a document:

  1. From the Library, select a document.
  2. Select Version History from the All Actions menu.
  3. In the dialog, select the previous versions to view their source file and document fields.


Create Documents in Bulk

Note The steps in this section are for creating new documents. If you are adding an updated version of a document that already exists in SiteVault, upversion the document instead.

You can create documents in bulk using the Document Inbox. Documents created using the document inbox are created in an Incomplete state, which means that they do not yet have an assigned document type. Before being able to move the documents to their steady-state, you must first complete the documents. See the section below for more information.

To upload documents in bulk, navigate to the Documents > Library tab and select the Document Inbox view. Drag and drop the files from your computer directly into your Document Inbox. You can drag and drop up to 250 files at a time. Optionally, apply fields such as Study, Organization, and Person for the documents in bulk using the Bulk Apply Fields dialog.

Note If the Bulk Apply Fields dialog is not displayed when uploading files to the Document Inbox, you can re-enable it by selecting Enable Bulk Update on Upload from the Document Inbox’s Actions menu.

When SiteVault begins to upload files that you’ve dropped into your Document Inbox, you’ll see a dialog in the bottom-right corner that lists the status of all files you are uploading. While SiteVault is uploading your files, you can drag and drop additional files or navigate to other pages in SiteVault while monitoring the progress in the status dialog. Select Navigate to Inbox on the collapsible dialog to navigate back to the Document Inbox from anywhere in SiteVault.

Document Inbox button on collapsible dialog

The color of the arrow icon on the status dialog indicates the status of the upload. Selecting close (X) after all uploads are complete removes the status dialog from your view. If necessary, refresh your browser window to view the uploaded files once the upload is complete. Note that closing your browser, browser tab, or refreshing your page before the file upload is complete cancels all remaining uploads.


Complete Incomplete Documents

Complete the following steps to complete (or classify) one or more documents in the Document Inbox.

  1. Access the Document Inbox
  2. Select one or more documents, then select Complete.
  3. Search for and select a document type in the dialog, then select OK.
  4. If you selected just one document, complete required and any additional fields as needed.
  5. If you selected more than one document, select one or more documents using the checkboxes, and enter required and any additional fields as needed in the right panel. Select Apply when you’re finished completing the fields for the selected documents.
  6. Select Save. The document or documents are moved to the document library.



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