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Guide to Documents

Download Documents V1.4 Guide

V1.4 Guide

Introduction

This information guide will assist the user with creating, editing and managing Documents / Document Templates on Safety 360 Elite.

To create/edit Documents on the system, the following must be in place:

  • User access to Safety 360 Elite
  • The following user System Roles assigned as applicable:
    • Document Template Manager (Can Create/Manage all company document templates)
    • Actioned Document Manager (Can Manage all actioned documents)

Documents on Safety 360 Elite comprises of the following steps:

  1. Documents Dashboard
  2. Build A New Document Template
  3. Safety360 Document Library
  4. View Document Template
  5. Action Document Template
  6. Document Register
  7. Archived Document Templates

Document Dashboard

Documents can be found on the left navigation pane, under the Features tab as shown below:

Here you will see :

  • New Document Template – Create new documents Template or copy from the library
  • Build – Action and manage company Documents/Template (Document Library)
  • Completed Documents – Completed document that requires no further action
  • Incomplete Documents – View and manage Documents (Actioned required)

Create Your Document Template

To start creating your Document Template, click “New Document Template”. This will open the “Create Option” shown below.

To start creating your Document Template, click “Build a New Document Template”. This will open the “Document” Set-up window” shown below.

The Document Set-up window requires input on the following fields:

Select Region* (1)
Here you will select the region the document will apply to

Document Type* (2)
Action Plan, Ad-Hoc Documents, Administration, Appointment, Attendance, Client Requirement, External-Communication, Internal Communication, Memo, Method Statement, Plan (S/H/E/R/Q), Policy, Procedure, Toolbox Talk

Title* (3)
Enter the name of the document template

Document Number
Your company document numbering system (optional)

Version Number
Number that indicates document revisions (optional)

Copy Content From Existing Document (4)
Here you will select the document content you want to copy, if applicable

Setting the region (1): From the dropdown menu select the appropriate region this document will be used in.

Only the region selected will be able to view the document.

Choose a Document Type (2): Once you made your selection, you will need to select Document Members from a drop down list, this will pop up at the bottom of the dashboard.
 

List of selectable documents

The Documents Member box specify which members are required to participate in the document workflow.

At least one member must be selected. The list may vary depending on the type of document selection.

 

Once you have finished selecting the applicable members, click on Create Document Template.

Give your document (3) Template title : Add a name to your document, this will help with future identification.

The “Document number” and “Version number” (4) is optional, dependent on your company requirements
 

Manage Document Template

Once you have selected create document. The Document Dashboard explained below:

View the changes logged for this document template available at the bottom of the page.

Manage Document Content

Use a PDF file or Use our document editor to add content to your document.

Select/Upload Document File No 1 will provide the opportunity to add your first PDF file. This will repeat as many times you need it.

Manage Document Template: Actioning Document

From the main documents page select “Built” to find your document and select “Action”.

Create Document Template Using Safety 360 Document Templates

To start creating your Document Template, click “New Document Template”. This will open the “Create Option” shown below. Select “Copy from A S360 Template”.

The Document Library provides 61 Appointment document templates based on the OHS Act and Regulations, and 116 Toolbox talks for you to select from.

Select to either create an Appointment or A Toolbox talk.  

Search Template (1) – Search for a template by typing the key words.
Appointment Library (2) – Here you can search from a list of appointments.
Toolbox Talk Library (3) – Here you can search for a list of toolbox talk topics.
Preview Template (4) – You can preview the document to assert use, and layout of available documents.

The Document Library provides 58 document templates based on the OHS Act and Regulations and 113 Toolbox talks for you to select from.

Selecting to use the template will take you to the Edit Document Template page.

Editing Your Document Template

To start creating your Document Template, click “Build a New Document Template”. This will open the “Document Set-up window” shown below.

To start creating your Document Template: click “Build a New Document Template”. This will open the “Document Set-up window” shown below.

Action Document Template

Documents can be found on the left navigation pane, under the Features tab as shown below: Select “Built” to Action your document.

Selecting the Built card will open the Document Template Folder

You now completed the creation of the Template and are now going to “Action” the document to add the final details (Appointer/Appointee).

In the Document Template Folder:

You can edit the details of the document.

Actioning/Managing company-built document template:

  1. Document name
  2. Link document to either a project or safety file (Optional)
  3. Add the Start and End Date
  4. Add inspection area (where document will be used)

Adding Required Fields:

  1. Add the appointees’ ID nr to the document,
  2. From the dropdown, select the role and name of the person doing the appointment
  3. From the dropdown, select the name of the person being appointed and the role.
  4. Action document

Safety 360 Elite gives you the roles of the appointer according to the law, and employees with the correct role can be selected as appointee. When done select Action Document. This will open the Document dashboard.

Document Dashboard:

  1. Appointer Role
  2. Name of the Appointer (selected from the dropdown)
  3. Details of the Appointee Role
  4. Name of the Appointee
  5. If you are happy with the content of the document, select Action Appointment of Risk Assessor

Document Content:

All the information that was in brackets in the template is now replaced with the information of the Appointer and Appointee.

Select “Send email to relevant parties, and track read receipt by following the changes to the symbols. Christo DemoMan can sign the document, as he is the creator of the doc and the appointee.

Document Register - Completed Documents

Documents can be found on the left navigation pane, under the Features tab as shown below: View your Completed Documents.

Completed Documents

This will show all Documents that have been signed and completed by personnel. You can search for the Document Title, or you can filter per type or employee.

Select the line item to go back to the document dashboard.

Document Register - Incomplete Documents

Documents can be found on the left navigation pane, under the Features tab as shown below: View your Incomplete document.

Incomplete Documents : Pending Documents

All documents that still need one or more signatures…can be seen here (4).

You can search for the Document Title (1), or you can filter by type (2), or specific employee (3).

Selecting the line item of the documents(4) will open the document dashboard.

Incomplete Documents : Document dashboard

The document requires  the second member to sign the document. Once signed it will turn green.

Once both members have signed the document, the blocks on the side will show green and the document is moved to the completed documents folder.

FAQs

Conclusion

The Documents feature enables the creation of a wide range of company documents.

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