HaloITSM

HaloITSM Guides

Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > Document Management Area

Document Management Area

In this lesson we will cover:

- Turning on and Configuring the Module

- Agent Permissions

- Documents Area


Turning on and Configuring the Module

Halo has a dedicated area for document management. Here you can create folders, upload new documents, and manage versions of documents. First head into Configuration and hover to enable the module:

Fig 1. Enabling the Documents module


The following configuration options will be available after clicking into the configuration module:

Fig 2. Configuration options in the Documents module


When adding a new folder using the button, it will default to the parent folder you were currently viewing. You can set a note and add the attachment as either an upload or as a link if this functionality is enabled using the setting "Allow link attachments".


Agent Permissions

There is an agent permission for document management, allowing agents to be restricted to no access, read access, or read and write access, this must be set in order for agents to view this area.


Fig 3. Setting agent permissions for the documents area


Note: By default, admins will not have access to this area, so you must add it to the administrator role and then log out and login, as this is how you inherit the new roles.


Documents Area

After enabling the module, setting the correct permissions under your agent and logging out and back in, you will notice this new area on the navigation bar:


Fig 4. Documents area on the navigation bar


The document management area can be displayed as either a table or a catalogue view based on a global setting.


Fig 5. Documents area in table view


Fig 6. Documents area in catalogue view


From here you can add new folders or files. Folders can be added using the new button and can be edited by right-clicking on them. Folder names must be unique within a parent folder. Clicking on a folder will take load the contents of that folder.


New documents can be added using the new button, or by dragging an attachment onto the list, which adds the attachment to the current folder.


Once a document has been added you can download the current version of the attachment or upload a new version. The new version you upload must have the same name as the existing document. All previous versions can be viewed and downloaded from the versions tab of the document.


Deleting a document will delete all of it's versions and deleting a folder will delete all documents within the folder.


With the document management module enabled, if an agent has at least read access to it they can select documents to attach to tickets and actions. This can be done using the "Add Attachment" button and selecting "Attach Document". This will allow you to search for documents to attach. You can filter on the parent folder of the document and sort by filename and creation date.


Fig 7. Searching for a document to attach

Popular Guides

Pin It on Pinterest