Resource Center
Documentation center for Safety 360 Elite Modules, Downloads & Assets.
File Manager
Introduction
This information guide will assist users with use, managing/editing contents and access management of the Integrated Management System (IMS) called File Manager on Safety 360 Elite.
Strict parameters are set in place to protect the information contained in the IMS, in adherence to the Protection of Personal Information Act.
- Control users can manage/edit in the IMS by default.
- Users with specific Folder Permissions and Roles will have access to manage the documents contained in the IMS as specified by Control user.
This guide will go through the following options:
Intro
The purpose of the IMS is to have a centralised and organised reference point for all documents that will be used.
It is recommended to store ALL documents and data files to the IMS first, then import them to your Safety File(s).
Documents imported from IMS are reference links rather than standalone copies.
This means that managing or replacing the document in IMS will affect all files it is linked to, eliminating the need to locate and manage individual copies.
File Manager
Everything loaded to or created on the Safety 360 Elite system will be stored in the Integrated Management System (IMS) called File Manager.
Click File Manager on the left navigation pane to find the following options:
- File Explorer – View your company’s folder structure
- Archive Manager – View and manage archived files
- Expiring Files – View lists of expiring files
- Storage Status – Shows current storage status
File Explorer
Click File Explorer to see the Integrated Management System (IMS) of your Safety 360 Elite system.
We will explore the following aspects of the File Explorer:
- Structure – The layout and structure of the IMS
- Upload – Uploading your documents to the IMS
- Files – Manage the files you have uploaded
Integrated Management System Layout
When navigating the File Explorer, you will notice the route directory showing in the top, this will show you the path you have taken and will allow you to return to any previous screen by clicking on the relevant directory.
By clicking “Search”, it allows you to search for the file you want by locating its area of the actual storage.
It’s a very important and crucial tool to use especially if you not sure were files are stored.
File Explorer Different Folders
The structure of the IMS has been created considering various requirements including ISO45001, ISO9001, as well as various client requirements. Everything loaded to/or created on the system will be stored in the IMS.
The system itself also uses and populates the IMS through the various features. The system uses and populates the IMS through the various features. The below are some features:
Company Objectives
By clicking “Company Objectives”, it takes you to different Stored or Created files. These are documents that the employer uses for Strategic planning through objectives goals designed such as:
- Company Plans
- Statement of Intent
- Reports
- And other Documents
Once you click on Company Objectives as shown in slide 10, Different folder options will appear were one can select any folder options.
Click any folder you want to use:
Risk Management
This Folder contains documents involving all Risk Assessment Files. Once folder clicked, it opens different folders.
Once you click on Risk Assessment Folder as shown in slide13, The below folder options will display were one can select any folder options.
Click any folder you want to use:
Legal Appointments
The Folder contains all Appointment documents for the company and for the employees including Registers. Once clicked, different folders will display.
Once you click on Legal Appointments Folder as shown in slide16, the below folder options will display were one can select their options.
Click any folder you want to use:
Employee Management
It is recommended to upload Employee documents in the Employees system feature. Files uploaded here are not linked to the employee profile but can be linked to the employee through their employee profile.
Once you click on Employee Management as illustrated in slide19, the below folder options will display with Employee Names and Surnames.
Click any folder you want to use. Files related to any specific employee store in automatically generated individual files.
Incident and Injury Management
The folder contains all incident files required by the HSMS. By clicking the “Incident and Injury” folder, a display of different optional folders will Display.
Once you click on Incident Management as illustrated in slide 22, the below folder options will display were one can select any folder options.
Click any folder you want to open:
Inventory, Equipment and Fleet Management
The folder contains all related inventory assets files belonging to the Company.
Once you click on Inventory as shown in slide 25, Different folder options will appear were one can select any folder options.
Click any folder you want to use. Files related to any files involving company asserts.
Inspection, Checklists and Registers
Different folders for Inspections, Checklist and Registers related to the folder will Display.
Once you click on Inspections as shown in slide 28, Different folder options will display were one can select their choice.
Click any folder you want to use. Files related to any specific files.
Project Management
Different related Project Management folders will display once open.
Once you click on Project Management as shown in slide 31, Different folder options will appear were one can select any folder options regarding Project files.
Click any folder you want to use. Files related to any specific files of your choice.
Client, Contractor, Supplier
Different related Client folders will display once open.
Once you click on Client, Contractor and Supplier Management as shown in slide 34, Different folder options will appear were one can select any folder options regarding Client, Contractor and Supplier files.
Click any folder you want to use with Files related to any specific document of your choice.
Company Specific Operation
Different related folders for Company Specific Operations will display.
Once you click on Company Specific Operations as shown in slide 37, Different folder options will appear were one can select any folder options regarding Project files.
Click any folder you want to use with Files related to any specific document of your choice.
Environmental and Waste
Different related folders for Environmental and Waste Management will display once open.
Once you click on Environmental and Waste Management as shown in slide 40, Different folder options will appear were one can select any folder options regarding Project files.
Click any folder you want to use with Files related to any specific document of your choice.
How to Upload Files on the IMS
- Loading of files takes place within the initial folder structure of the IMS,
- click on any folder in the IMS to open to find the Upload File button which opens the Upload File window, for adding files to that specific location.
- Note: files cannot be added to the Root directory.
User to click “Upload File”
- Click and drag multiple documents in the box for upload if they share the same effectiveness dates.
- You can List effective from and to date for the selected file(s) you want to upload, the later being optional.
Click and drag multiple documents in the box for upload, alternatively you can left click in the box to open OS explorer.
Once you have uploaded all your relevant documents, you will see the “upload” button becomes available, allowing you to proceed and upload. It only changes the color once all details have been completed.
Once you have uploaded all your relevant documents, you will see them in the Risk Assessment tab as in example below:
You’ll be uploading to the last name in your route directory, in this example that would be Risk Management. Make sure you are in the correct folder/sub-folder before bulk loading files.
Files
Manage uploaded documents in the IMS as well as signed & submitted PDF documents completed in the safety 360 Elite system.
- The options listed depends on Folder Permissions applied to the user.
- If a user doesn’t have the required permissions, they won’t be able to access some of the options.
Click on the three dots on the right-hand side which will give you the displayed options.
- View file
- Download file
- Edit Info
- Open Sharing Center
- Replace file
- Archive
- Delete
Updating IMS Folder Permissions
- Folder permissions can be set in the employee profile by navigating to Employees System Tab > Manage.
- Search for the employee in question either through the search box or filters and click on the name of the relevant employee to open their profile.
Once inside the employee profile, click this gear icon in the top right corner of the Employee details section.
Ensure that folder permissions are set for each employee based on their authority in the organization by ticking the box next to the applicable folder name.
Click Set Permissions at the bottom of the list to apply changes.
A list of folders will display as shown were the user ticks the applicable one in the box.
Click Set Permissions at the bottom of the list to apply changes.
Click Set Permissions at the bottom of the list to apply changes.
How to Create a New Folder
Control users can create new custom folders inside the Company Specific Operations Folder Only and no other Folders Yet.
Search Function in File Manager
The search function in File Manager enables you to search the file name of the documents uploaded in the IMS and the file name of documents completed using the system that save in the IMS.
There are 2 ways to search in the IMS illustrated below:
- Searching Files at the Top as illustrated
- Searching Folders at the bottom as illustrated
Click the “search“ button to open the search function.
From here you can search by file name or make use of the filters. All found documents will be displayed once you click Search.
You can download a .CSV file of the list of documents.
Search for Folders
You can also search by folder name or make use of the filters. All found documents will be displayed once you click Search.
Filter Folders
If you’re looking for a specific folder and generally know where it is, you can call it up quickly using the lower search box called Filter folders.
This is a text field where you can simply start typing.
NOTE: The filter folder only looks in current folder. Meaning if you are on main page, it will only apply filter to main page, if you open a folder (like Employee Management) it will apply filter in that folder only.
- Navigating to the expected directory before you start your search.
Grid/ List View of File Manager
Toggle between Grid or List view in the IMS using the button next to the Filter folders field.
Archive Manager
This is where all the documents and folders archived from File Explorer will be stored.
Please note that documents requested to be deleted from the archive manager cannot be retrieved!
To manage any documents saved in archive manager click on the three dots on the right-hand side which will give you options to:
- Restore the document (Control Users only)
- Download the document (pending Folder Permissions)
- View the details of the document
Select the Archive Manager tab to search for archived folders. Control users can reinstate archived folders. To remove items in Archive Manager, a request Ticket must be logged.
Expiring Files
Expiring Files can be found on the File Manager dashboard.
Once documents loaded to the system with a valid date range specified reach within 30 days of the set expiry date, a new entry will be made in the Expiring Files register. Files that have already expired will also be listed here.
To set up automated notifications, head to the Notification Center to build Expiring Files Notifications.
Access the guide for Notification Center or contact your designated consultant or support@affsaf.co.za to find out how.
Use the filters to display a list of expiring files:
The results will display how long ago a document has expired, or how many days until its expiry.
Once you Click Expiring Files” , this pop-up will appear
Replace Expiring Files
Select Replace from the 3-dot menu button to access these options.
When selecting to replace the file, set the dates applicable for the new document and select a document to replace the expiring/ expired file from the IMS or your local device’s storage.
Storage Status
It is important to understand that the purpose of the IMS is to have a centralised and organised reference point for all documents that will be used. It is recommended to store ALL documents and data files to the IMS. Upload to Safety Files with reservation as selecting Upload will create a single copy that won’t be accessible or usable to other users ever – also consider that uploading the same document in multiple files creates multiple copies, which will use your storage space.
Shows the view of the following information:
- How many files uploaded in the IMS
- Total Gigabytes used in the IMS
- Total capacity of the Gigabytes in the IMS
A standard account is provided with 3 Gigabytes of storage.
Additional storage can be arranged by contacting support@afsaf.co.za
Rules To Remember
- Control users can manage/edit in the IMS by default.
- Standard users with the Employee Controller System Role assigned will be able to access and manage/edit Employee files and folders in the IMS.
- Any users with Folder Permissions set will have access to view and make changes to the specified folders.
Note: that even if you have loaded the document to the system yourself, if your user doesn’t have the required Folder Permissions and Roles, you will be restricted from accessing or viewing certain documents contained in the IMS.
Conclusion
File Manager (IMS) is where everything created on and uploaded to the Safety 360 Elite system is stored.
Control users and users with specific Folder Permissions and Roles may manage the documents contained in the IMS.