This article will guide you through the Document Management Solution (DMS). The DMS enables efficient uploading, viewing, editing, and categorisation of documents at the entity level. This article covers the following:

• Document Management
• Filters
• Document Download
• Adding Documents
• Editing and Previewing Documents
• Deleting Documents
• Sorting

Document Management 

Navigate to Fund Level > Fund > Fund documents 

1. Checkbox: Select multiple documents for bulk actions. Hold Shift and click to select or deselect multiple documents at once.
2. Type: icon representing the file extension (e.g. PDF, DOC, XLS etc.).
3. Locked documents are indicated with a lock icon .
4. Document Description:  The document description does not need to be unique. When document description is blank it will inherit the file name in document description.
5. Document Date: Date specified during upload or editing. When not entered, it will be blank. 
6. Source Tag: Tags assigned to the document from System, Custom, Investment, Member, and Account categories, sorted with Financial Year (FY) tags first, then alphabetically. When tags exceed column space, a "+N" appears, and hovering reveals those tags in a tool tip.
7. Source: Provides a detailed audit trail to determine the provenance of a document
8. Status: Will be verified when the document was uploaded through a trusted, non-interactive channel or unverified otherwise.
9. Created By: User id of who uploaded the file.
10. Created Time: Date and time of upload.
    
    

You can't access the Fund documents once a fund is suspended.

The document Created time (date and time) are recorded in Australian Eastern Daylight Time (AEDT)

Filters

Filter documents using following filter options:

1. Search: Filters documents containing search term from the document description
2. Tags: Filters documents based on the tag(s) selected. Tag search matches based on "contains" logic.
3. Document Date: Filters by specific date range or financial year. 
4. Filter Icon: Filters Untagged and/or restricted documents. The icon appears highlighted when a filter is active.
   
   

Document Download

Download single document:

1. Select the Menu icon next to the document.
2. Select Download or View/Edit to preview before downloading.
   

Download bulk documents:

1. Select multiple documents using checkboxes
2. Click the Download button

A popup will appear during bulk download with the option for you to continue using Class in a new Tab whilst the download is finalised. Bulk download is limited to all the files visible on that page, maximum being 100 documents.

Adding Documents

To upload, select Add Documents or drag and drop onto the drop box. Supported file types include:

• Word Docs (.doc, .docx, .rtf)
• Excel (.xls, .xlsx, .xlsm)
• PDFs (.pdf)
• Text Files (.txt, .csv, .xml)
• Zip File (.zip, .gz)
• Images (.png, .jpeg, .jpg, .bmp, .tif, .gif, .tiff, .heic)
• Email (.eml, .msg)
• Videos (.mp4)

Note: File size limits for uploading are 30MB for Fund > Fund document or to a transaction/event, and 10MB for drag and drop uploads to the Fund Dashboard. 

If duplicate documents are uploaded, the file name is appended with a number (e.g. Document Name.doc and Document Name (1).doc).

1. Select Add Documents or Drag and drop the file to upload.
2. Drag and drop or browse more files to upload on Add Documents dialog.
3. The status of the upload is shown with a green tick or an error message if upload failed.
4. Click Save and exit to return to the document list, or
5. Click Save and continue to keep editing document details.
   
   
   
   

Note: Uploading documents against a Transaction or Event is also possible, see details here.

Editing and Previewing Documents

This allows you to view, download documents and also view and update some metadata for a document. Single clicking a document or clicking on in the document list opens the View/Edit screen. It is possible to view and/or edit a single or multiple documents. 

1. Navigate across documents using arrows when there is more than one. 
2. File Name: The name of the file when it was uploaded. This cannot be modified once successfully uploaded.
3. Source and Status details of the document help identify how a document was loaded to Class and which documents can be relied on as verified, find out more here.
4. Restrict from Auditor: When checked this will restrict access from read only users in Class including Auditors, Auditor Admins and Accountant/Bookkeepers.
5. Document Date: Can enter a date or can leave blank. Refer to article for predefined date for certain documents here.
6. Document description: When blank will inherit the file name.
7. Assign or modify tags: System, Custom, Investment, Members, Account, view Locked tags, where applicable. Click on any of the Tag fields to display a full list of tags. Assigned tags are sorted on Financial Year(FY), followed by other tags in alphabetical order.
8. Preview the document content in the left panel.
9. Download a copy of the document.
10. Save changes and proceed to the next document by clicking Save and next or finish editing and return to document list by clicking Save all and finish. 
     

If multiple documents are uploaded or selected then Apply tag changes to all documents checkbox is displayed on the first document. Once tag changes are made, the checkbox enables. Select this checkbox to add or remove tag(s) in bulk to the series of documents selected in the View/Edit Document list.

The supported file types for previewing are .PDF, .JPEG, .JPG, .PNG, .BMP, .TXT and .GIF

Deleting Documents

To delete a document:

1. Select the Menu icon next to the document and select Delete.
2. Confirm deletion in the 'Delete Document Confirmation' toolbox.
3. A confirmation message will appear after successful deletion.

Note: Documents created by integrated third parties such as Property Valuations from RP Data Cotality, Actuarial Certificates, Hub24 Statements and Class docusign signed envelopes cannot be deleted. These are protected and marked with a lock icon , to prevent accidental alterations or deletions. 

Sorting

You can change the sort by removing the default Created Time sort icon and selecting another column

Clicking a column header toggles between ascending and descending order.

Multi-column sorting is also supported:

1. Click the first column you want to sort by, e.g., Document Date (descending).
2. To sort documents by an additional criterion such as Document Description within those that share the same Document Date, click on Document Description (descending).

The arrow icon next to a column header shows the current sort direction. To reset to the default sorting click on the column header or refesh the page.

What's Next

Learn more about how tags are used and managed by visiting Tags in Document Management System.