Document Library Overview

In this video we are going to walk through an overview of the Document Library.

The Document Library is the home for all your company’s policies, procedures, and safe work practices. The left-hand side is the table of content that contains folders which hold all of your existing documents.

If you are unsure where a particular document lives, you can search and documents with that word will display in the table of contents.

The box icons allow you to toggle between a grid view and a table of contents view. You can also edit and delete folders and documents directly in this view.

The toggle at the bottom of the screen called Store Documents Offline allows you to store all documents in Wombat locally to your device so you can access them without an internet connection.

Adding a new document

The Add New button allows you to add a new Folder or Document. We are going to add a new document to the Safe Work Practices folder. Click Document, find the location you’d like to add it to. In this case, we’ll select the Safe Work Practices folder, enter the title, and click create.

Next you have the option of using the Wombat text editor to write the document directly in the system, or you can upload from an existing document either as a pdf, word file, or excel. We have an existing PDF so we click browse files, open the file, and click upload.

You’ll then see a preview of the document. If you upload an existing document, you will not be able to make any changes to it once it is in Wombat, but you can upload new versions of the same document if needed.

The top of the screen shows you the company’s logo and name. This was added by your administrator and will be visible on all documents including when printed, the document number which you can edit directly, the revision number and a visual indicator if it is published or in draft, and the date it was last updated.

Click publish to make it available for all users. You’re also able to download, reupload the document or delete.

Edits to an existing document

We want to make additions to the concrete cutting saw safe work practice. To do so, open the Safe Work Practice folder and find the concrete cutting saw SWP. Select the three dots in the top right-hand corner. You have the option to print to PDF, view document, edit, generate a QR code, duplicate the document, or delete. In this case, we want to edit it.

This document was prepared in the Wombat editor, so we can easily make changes to it. The Wombat text editor enables you to format your documents with a series of functionalities including adding headings, quotes, and adding in images.

The mobile preview gives you a visual into what your document will look like on a device which is handy if you have lots of images and tables, comments can be added which are only visible to the Administrator,

History shows you a copy of all versions that have been published of the document. Settings enables you to edit the document number and document title.

We are going to add details about storage to this Safe Work Practice. Once all looks good, click save. You’ll notice under the revision number the updated version is indicated and that these changes are now in draft mode. Workers viewing the document will still see the previous version until these new changes are published. To do so, click publish.