What Is the Documents Module and How Is It Configured?

Introduction

The Documents module allows for secure file storage within the system, providing a centralized and accessible repository for users. This module is divided into three submodules:

• Approval Flows
  
  
• Documents
  
  
• Pending Resolutions
  
  

Below, we explain each submodule and how to use them.

Approval Flows

Approval Flows let you manage the validation of documents through various stages defined by the user.

How to Create an Approval Flow

To create a new approval flow, follow these steps:

1. Go to the Documents module and select the Approval Flows tab.
   
   
2. Click + New Flow.
   
   
3. Complete the following fields:
   
   
   • Flow Name
     
     
   • Initiators: users who can create new documents in this flow.
     
     
   • Stage 1 (minimum required):
     
     
     • Name of the stage.
       
       
     • Applied policy (All / At least [1 or more]).
       
       
     • Responsible users for approval.
       
       
4. Add more approval stages if needed.
   
   
5. Save the changes to activate the flow.
   
   

Actions Available in an Approval Flow

From the flow listing screen, you can perform the following actions:

• View and edit an existing flow
  
  
• Disable a flow to prevent use without deleting it
  
  
• Permanently delete an approval flow
  
  

Documents

This submodule manages documents stored in the system and their association with approval flows.

How to Create a Document

To create a new document in TERRAND:

1. Go to the Documents tab
   
   
2. Click + New Document
   
   
3. Fill out the following fields:
   
   
   • Document Name
     
     
   • Approval Flow it belongs to
     
     
   • Attach File
     
     
4. Save the document so it enters the assigned approval flow
   
   

Actions Available on a Document

From the document listing screen, you can:

• Download the document
  
  
• View document details
  
  
• Disable documents without deleting them
  
  
• Delete documents that are no longer needed
  
  

Pending Resolutions

This submodule shows documents that require approval in one of the stages of their assigned flow.

How to Manage a Pending Resolution

To review and manage a document awaiting approval:

1. Go to the Pending Resolutions tab
   
   
2. In the list, identify key information:
   
   
   • Document name
     
     
   • Current stage number
     
     
   • Stage name
     
     
   • Options to download and view the document
     
     
3. Click on a document to open its detailed view:
   
   
   • Document number and name (title)
     
     
   • Download the document
     
     
   • View all stages of the flow (the current stage will be highlighted)
     
     
   • Comment field (optional, to record observations)
     
     
4. Perform one of the following actions:
   
   
   • Approve the document to let it move forward in the flow
     
     
   • Reject the document by entering a required comment
     
     
     

Conclusion

To conclude this article, we invite you to follow the hyperlinks to explore each module and get more information. If you can’t find what you’re looking for, don’t hesitate to contact us.