Upload Document

1. Purpose

Register a new document in DocuManage: code, title, type, category, department, optional storage location, description, and file attachments.

New uploads may go to Pending Approval depending on system settings.

2. How to open

1. Sign in with a role that can upload (Administrator, Document Controller, or Contributor).
2. Sidebar → Document Control → Upload Document.
3. Or top bar → Submit Draft (Contributor) when shown.

URL: /documents/create

3. Single-page form (no tabs)

The upload screen is one continuous form — not divided into tabs. Scroll from top to bottom on any device:

1. Document details (code, title)
2. Classification (type, category, department)
3. Storage location (optional)
4. Additional information (description, pages, issue date)
5. Files (main file and attachments)
6. Save & Upload

4. Document details

Lookup: Opens a small dialog with the previous document code and description. Click Use this code to copy the code into the field (edit as needed).

5. Classification

Shown in the same view as Figure 1 (gray Classification box).

Configure types, categories, and departments under Admin Panel before uploading (04, 05, 06).

6. Storage location & additional information

The gray Storage Location panel records where the physical record is kept in the office (building, room, cabinet, and so on). The form labels it optional — can be set later, but VCWD encourages you to complete it whenever a paper file or boxed record exists — the same day you upload if possible.

6.1 Why complete storage location?

Accurate storage data helps Document Control, auditors, and your own department find paper in minutes instead of searching every rack. Incomplete location is a common reason records show as No Location on management reports.

6.2 When to fill now vs later

6.3 Storage fields — step by step

Fields unlock in order. You must select each level before the next dropdown or list becomes active.

1. Select Building from the list.
2. Select Room (only rooms for that building appear).
3. Select Cabinet, then Cabinet level.
4. If applicable, choose or type Filer rack (e.g. 2).
5. Double-check labels match the physical label on the folder or box before you click Save & Upload.

6.4 If you must skip temporarily

You may upload without storage location when policy allows (e.g. draft digital-only). In that case:

• Add a note in Description if filing is pending (e.g. “Awaiting shelving – Records”).
• Assign a responsible person to update location in Manage Documents → Edit once the file is shelved.
• Expect the document to count toward No Location on the Dashboard until completed.

6.5 Additional information

Below the storage panel on the same screen:

• Description — summary, retention notes, or “filed under …” if helpful to searchers
• Pages — page count of the physical or PDF bundle
• Issue date — official date on the document (use the date picker where shown)

7. Files & submit

If no main file is chosen, the first attachment may be treated as the main file.

8. Phone, tablet & PC tips

9. After upload

• Find the record under Manage Documents or the Dashboard Documents Overview.
• Approvers see it under Pending Approvals when status is pending.
• If storage was skipped, open Edit and complete Storage Location as soon as the paper is shelved — do not leave No Location longer than necessary.

Related documentation

• 02 — Dashboard
• 07 — Statuses
• Documentation index