General FAQs

Whats the difference between a data set and a global field?

A data set is for live and manageable lists of information that can be centrally controlled and added to various places in the application.

A global field is for generic fields that are commonly used in forms and processes, with the purpose of making it quicker and easier to add the same fields in various places.

Can I create folders within folders?

Yes, top level folders (called “Areas”) can contain subfolders. Access settings can be applied indivually to all subfolders.

How can I make fields mandatory?

Click the three dots to the right on each field and select "Make Required."

How can I change the status of a document to “controlled” after upload?

Right click on the document, then select “Convert to Controlled”.

Alternatively you can click on the doc status button / open the document to access the doc controls - open the settings and use “Controlled” toggle. You can also manage version control, reviews, and assign owners from there.

How do I give access to users who only need to see documents but not edit?

Open the “Area” settings, make it “Private” and then using the green plus icon add users. Then edit the “Access” to “Read Only”. They can view documents but can’t edit or write.

How can I track which users have completed a Read & Understood task?

From the left hand menu within Doc Hub, navigate to “Doc Reports” > “Read & Understood”. You can either view all task through “Task List” or select “Tasks I Have Sent” to view tasks you have assigned to users.

How do I download entries?

Entries can be exported to PDF. Go to the entry and click the export to PDF button - this can be done at any time even if the entry is not complete.

How can I customise who sees which rows in the register?

Use “Rows Access” to toggle “Only show to users rows they are found in”. Or setup Access groups to assign users to a group and select which rows they can see directly from the register.

How can I hide a field in a form from a user e.g. the total score on a supplier questionnaire?

Click the 3 dots on the field, select “Hide / Show Logic” - then toggle the field to be hidden for the assigned user. TIP: Tick “Keep value if the field is hidden” if you require the value to be kept.

Can the app restrict users to see only the forms they have submitted?

Yes. Access can be limited so users only see their own submissions - go to the form settings and under “Access and Editing” toggle on “Restrict access to assigned users”.

Can documents, forms, registers etc be linked to specific processes steps?

Yes - add a “Resources” box > “Attach” > “Link Feature” and select what you would to link. It will then become availble to view when the user reaches the step.

How can I track who completed each process or form entry?

The system automatically records the user, date, and time which are all viewable from the entries table. This audit trail ensures traceability.