Managing Documents in SurePact

SurePact provides document management tools at both the record level and organisation level to ensure files are stored, shared, and accessed efficiently.

In SurePact, documents can be stored in three key locations:

• Record-Level Documents: Attached directly to grants, projects, contracts, portfolios, or assets.

• Document Library: Organisation-wide document storage accessible to all SurePact users.

• Document Repository: User-specific document storage that allows files to be linked to multiple records.

🗂 Document Management in SurePact

SurePact offers two primary ways to manage documents:

📁 Managing Record-Level Documents

Every record (Grant, Project, Contract, etc.) includes a Documents tab for storing and managing files relevant to that specific record.

Uploading a Document to a Record

1. Open the record and navigate to the Management section.

2. Open the Documents tab.

3. Click ➕ Add Icon.

4. Select the file from your device.

5. Click Upload.

6. Once uploaded, use the Document Wizard to:

   • Submit the document for review and approval.

   • Send it via email within the system.

   • Notify another SurePact user about the document.

   • Access the documents governance log.

Organising & Managing Documents

• Drag & Drop documents into folders for better organisation.

• Rename files by clicking on the document title.

• Delete files using the ellipsis (⋮) menu next to the document.

🏛 Using the Document Library

The Document Library stores organisation-wide documents that all SurePact users can access.

📌 Key Features of the Document Library

✔ Visibility: All SurePact users within your organisation can access these documents.

✔ Organisation: Documents can be categorised into folders or kept in the top-level list for quick access.

✔ Editing: Double-click a document to edit its title, description, or folder location. 

Adding a Document to the Library

1. Click Documents in the left menu.

2. Select the Document Library tab.

3. Click + Add Document.

4. Enter a Title and Description.

5. (Optional) Assign a Folder.

6. Click Upload.

Deleting a Library Document

1. Select the document.

2. Click the ellipsis (⋮) menu at the top.

3. Choose Delete.

💡 Tip: Use meaningful document titles and descriptions when uploading files to help users identify them quickly.

🔒 Using the Document Repository

The Document Repository allows users to store files before linking them to specific records.

📌 Key Features of the Document Repository

✔ User-Specific Access: Unlike the Document Library, visibility is controlled per document.

✔ Linking to Records: Repository documents can be linked to SurePact records such as Projects, Grants, or Contracts.

✔ Document Editing: Update document titles, descriptions, or visibility settings anytime.

Adding a Document to the Repository

1. Click Documents in the left menu.

2. Select the Document Repository tab.

3. Click + Add Document.

4. Drag and drop the file you'd like to upload or click browse and select the file.

5. Assign a Title, Description and Visibility (Member) settings.

6. Click Upload.

Editing a Repository Document

1. Double-click a document in the Repository list.

2. Update the folder, title, description, or visibility settings.

3. Click Save.

Linking Repository Documents to Records

1. Open the Document Repository.

2. Find the document and click Link tab.

3. Select (tick) the specific record(s) to link (or unlink) to the document.

4. Click Save Changes.

✅ Best Practices for Document Management

✔ Use folders to keep files organised.

✔ Follow naming conventions for consistency.

✔ Regularly update documents to keep information current.

✔ Manage visibility settings to control who can access sensitive files.

✔ Use the Repository for documents that may be linked across multiple records.