Documentation Management

The Document Management feature allows administrators to manage user-specific documents across the platform. Administrators can view, share, copy, delete, or exclude documents for individual users or user groups.

The Document Management tile is available in the Administration module.

Access the Document Management module

  1. In the Administration menu panel, click Document Management.

  2. The Document Management window opens.

  3. Select a user from the Users list.

  4. A list of documents created by that user appears.

From this list, administrators can perform the following actions:

  • Copy: Copy a document to another user.

  • Share: Share a document with users or groups, or exclude specific users.

  • Delete: Permanently delete a document.

  • Exclude from Doc: Restrict a user from accessing a shared document.

The Document list can be dynamically displayed user-wise or user group-wise.

Copy a document

Administrators can copy a document from one user to other user accounts.

  1. Navigate to the Documents list for a specific user.

  2. Use the search bar to locate the document.

  3. Select the document from the list.

  4. Click the Copy icon.

  5. In the Copy Document window:

    • Search for users in the search bar.

    • Select one or more users using the checkboxes.

  6. Click Save.

  7. A notification confirms that the document was copied successfully.

  8. Navigate to the target user’s account and open the Shared folder.

    • The copied document appears in the Shared folder.

  • Copied documents inherit the same permissions as defined for the original document.

  • For example, if a Default Viewer user only has Move to and Copy permissions for a report, the copied version reflects the same permissions.

Share a document

Administrators can share a document with other users or groups, or exclude specific users.

  1. Click the Share icon for the document.

  2. The Share Documents window opens.

  3. Select one of the following tabs:

    • Share with User

    • Share with Group

    • Exclude User(s)

  4. Search for users or groups.

  5. Select checkboxes for the appropriate users, groups, or excluded users.

  6. Click Save.

  7. A notification confirms that the document was shared.

  • Shared documents appear in the Shared folder.

  • Documents shared via the Share option provide read-only permissions.

  • The Exclude User function requires the document to first be shared with a user group. If not, no users appear under the Exclude Users tab.

Exclude a document

Administrators can remove a user’s access to shared documents using the Exclude From Doc option.

  1. Navigate to the Document Management page.

  2. Select a user from the user list.

  3. Select a shared document.

  4. Click the Exclude From Doc icon.

  5. In the Exclude User dialog box, click EXCLUDE.

  6. A notification confirms the document has been excluded for the selected user.

Delete a document

Administrators can permanently delete documents from the system.

  1. In the Document Management list, click the Delete icon.

  2. The Delete Document dialog box opens.

  3. Click DELETE to confirm.

  4. A notification confirms the document deletion.

  • Users must be excluded from a shared document before it can be deleted.

  • Share/Exclude actions apply only to files, not folders.

  • Folders in the Document Management list only support the Delete Folder option.

Unpublish a dashboard

Administrators can unpublish dashboards that are currently shared with user groups.

  1. Navigate to the Document Management page.

  2. Select the User Group option to view documents by group.

  3. Select a user group from the left panel.

  4. From the listed documents, choose a dashboard.

  5. Click the Unpublish icon next to the dashboard.

  6. In the Unpublish Document dialog box, click UNPUBLISH.

  7. A notification confirms the dashboard has been unpublished.

The dashboard is removed from the Documents list for the selected user group.

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