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Document View

Document view is the core for this portal. In here you could upload, download, delete(admin only) and check all documents.

First-Time Configuration:

Device Verification is needed When user upload files on a new device. It is a one time configuration. However, you need to verify again if you use a new divice other than the verified one.

Upload a Document

A document should be uploaded under an Organisation. Please refer this tab to see how to add an organisation.

  1. Find "Upload File": Locate and click the Upload File in the Document Dashboard or Document View.
  2. Select "Upload New": Choose the option to upload a new document.
  3. Choose a File: Select the file you want to upload from your computer.
  4. Update Document Details: Fill in the necessary information for the document, such as its Name, Organisation, and Category.
  5. Set Dates and Alerts (Optional):
    • Enter a Start Date and an Expiration Date.
    • Setting an expiration date allows you to trigger automated alerts before the document expires.
    • Configure how far in advance the alert should trigger and set its frequency (e.g., weekly or monthly).

Bulk Upload Documents (Updated May 2026)

  1. Initiate Bulk Upload: Click the menu in the top right corner and select Bulk Upload.
  2. Select Organisation: Choose the applicable Organisation for the documents and click Next.
  3. Select Files: Choose the files you want to upload from your computer. (Note: You can select multiple files at once, up to a limit of 10 files).
  4. Configure File Details: For each individual file, update the File Name and assign Categories.
  5. Set Dates and Alerts (Optional):
    • Enter a Start Date and an Expire Date.
    • If you set an expiration date, you can configure notification alerts (e.g., triggering 3 months before expiration and repeating on a monthly basis).
  6. Complete Upload: Click the button to upload all files at once.

Search / Fiter Documents

Filters Filters & Search

  • Top Bar Search: Use the search bar at the top of the screen to jump directly to a specific filename or term (e.g., searching for "Hand").
  • Advanced Filter: Open the advanced filter to narrow down your search using specific criteria, such as:
    • Filename
    • Organisation
    • Category
    • Formate
    • Date Range (customise your search to find items within a specific timeframe)

Download/Delete(Admin Only) A file

  • Download a File: Click the Download button next to the file to save it directly to your local machine.
  • Delete a File -- ADMIN ONLY: You can initiate the deletion of a file directly within Portal. (Note: The specific step-by-step process for deleting a file is not detailed in this video).

Export Document Index (Updated May 2026)

Export-Index Index-File Export-Index

Click the Export Index button on the top. A XLSX document index will be generated for you.

Edit/Archive Document

  • Archive a Document: Click on the file you want to Archive and select the option to archive it.
  • Restore a Document: To bring an archived file back to the main list， click the document line, navigate to Show Archive and restore it.
  • Replace an Existing Document: When updating a file (such as a new supplier contract for the next year), edit the document and replace the archived version.
    • Modify the Existing Line: Edit the Existing data set. For updating a new version, this is optional. But you are encouraged to change the name for better experience.
    • Update Dates: Reconfigure the start date and expiration date to reflect the new timeframe (e.g., updating the dates for 2033).