As part of your SM&CR compliance processes, you may wish to upload supporting documentation to enhance your records and evidence - such as meeting minutes, copies of certificates, identification documents and other items. Documents, once uploaded to the system, can be linked to:
Datasets
Entities
Person entities
Business entities
Regulator entities
Companies (this is assigned by default when documents are uploaded - documents are assigned to the company the user is logged into when they upload it).
Datasets
In Corterum, documents are usually uploaded against the dataset to which they refer, for example, the Training Record in WORKBENCH > DATASETS > SM&CR > CONDUCT RULES has a space to attach documentation for proof of successful completion. We'll use this dataset as an example below.
In Corterum, most datasets have a Documents section, under which there is a button to access the document uploader. This button also tells you - at a glance, how many documents have been uploaded against that record:
This means no documents have been uploaded
This means 1 document has already been uploaded to this instance of a dataset
Uploading a document to a dataset
To upload a document:
Log into Corterum.
Navigate to the dataset you want to upload documents for.
Click on the dataset instance that the document will be uploaded against.
A new pop-up will appear
Click Edit
Scroll to the Documents section.
click the document button.
A further new pop-up button will appear.
Use the Document file picker to find the file you want to upload on your computer.
Use the Description text box to describe the document.
Use the Date field to add a date for the document
Use the Linked Business Entities dropdown to link this document to one or more Person, Regulator or Business entities within Corterum.
Click Upload.
You'll then see the document displayed in the Uploaded Documents section
Click 'Return to dataset'.
NB - you can upload documents at the same time as creating a dataset instance. For example, if I'm creating a record of a board meeting, I can upload the minutes of that meeting at the same as creating the record, rather than adding them after I have created the record. The above instructions remain the same in either case.
Uploading a document to a dataset - worked example
In this example, we're going to upload proof of training received for one of our staff members within Corterum. To do this we:
Log into Corterum
Navigate to:
WORKBENCH
and then DATASETS
and then SM&CR
and then CONDUCT RULES
Then click on Training Record.
A list of training records for people within Corterum should appear - if there isn't a record, one would need to be created, here's how.
Find the person who's training records you want to update and click on their name.
A new pop-up window will appear.
In this window, click the EDIT button.
Scroll across the training record table to the Documents field.
Click the Documents button.
A further pop-up appears.
In the Documents field, we click the Select File button on the right hand side to find the proof of training document.
Your computers file browser will open - navigate to the file you want to use and click 'open' or 'insert' or whichever word your browser and computer system use.
Then, in the Description section, use the text box to describe the file.
The use the Document Date field to select a date for the document.
Then use the Linked Business Entity(ies) box to select who this document should be associated with in Corterum. We want the training proof to be linked to the user, and our business entity, so we select both in this dropdown.
Then we click UPLOAD.
The file is now showing in the Uploaded Documents section of this window.
Click RETURN TO DATASET
Then in the dataset window, click SAVE and then CLOSE.
Entities
If you want to add a document to to an entity, but don't want to link it to a dataset - for example general HR paperwork for People entities, or certificates of insurance for Business Entities, here's how:
Log in to Corterum.
WORKBENCH
and then ENTITY DATABASE
and then select PEOPLE, BUSINESSES or REGULATORS from the dropdown at the top of the screen (depending on the type of entity you're looking for).
Find the Entity you want to upload documents to in the list and click on them.
You'll see a window to the right with several tabs - select the DOCUMENTS tab.
A list of documents linked to that entity will appear (if any have been linked).
Click the PLUS (+) symbol.
A new pop-up will appear.
In the Documents field, we click the Select File button on the right hand side to find the proof of training document.
Your computers file browser will open - navigate to the file you want to use and click 'open' or 'insert' or whichever word your browser and computer system use.
Then, in the Description section, use the text box to describe the file.
The use the Document Date field to select a date for the document.
Then use the Linked Business Entity(ies) box to select who this document should be associated with in Corterum. The entity you have selected to upload documents for is selected by default, but you can link more entities if needed.
Then in the Linked Company(s) section, you can specify if the this document should be linked to more companies (NB - the company you are currently logged into is linked to your document by default, but you can make this document available to multiple companies (if you're using Corterum to manage more than one company.)
Then we click UPLOAD.
The file is now showing in the Uploaded Documents section of this window.
Click RETURN TO DOCUMENTS
Company level
If you want to add a document that's not associated to an entity or a dataset, for example general policy documents or other comply level documentation, here's how:
Log in to Corterum.
Click WORKBENCH,
and then DOCUMENTS.
A list of all documents that have been uploaded and linked to the company you have logged into will be displayed (if any have been created.
Click the PLUS (+) symbol.
A new pop-up will appear.
In the Documents field, we click the Select File button on the right hand side to find the proof of training document.
Your computers file browser will open - navigate to the file you want to use and click 'open' or 'insert' or whichever word your browser and computer system use.
Then, in the Description section, use the text box to describe the file.
The use the Document Date field to select a date for the document.
Then you can use the Linked Business Entity(ies) box if you want to associate this document with one or more enties within Corterum.
Then in the Linked Company(s) section, you can specify if the this document should be linked to more companies. (NB - the company you are currently logged into is linked to your document by default, but you can make this document available to multiple companies (if you're using Corterum to manage more than one company.)
Then we click UPLOAD.
The file is now showing in the Uploaded Documents section of this window.
Click RETURN TO DOCUMENTS