Document Management

The Document Management Repository in POET provides a centralized and secure space for storing and managing business documents. It complements the existing attachment capability in Work Item and Item, ensuring better organization and long-term access. Owners and Partners can share folders and documents either with each other or within their organization, improving collaboration and information consistency across teams.

Document management in POET is divided into two tabs:

  • Folders: Use this tab to add or remove folders and sub-folders, search folders, and add documents to folders and sub-folders.
  • Documents: Use this tab to search documents, and add new revisions to existing documents.

Folders

Create a folder structure that contains a root folder and one or multiple sub-folders. Owners of POET can add documents to folders or sub-folders and choose to share the folders or sub-folders with Partners or restrict them only to the users in the Owner's company.

Partners can only access or modify (if permitted by the Owner) folders that are shared by the Owner. Partners cannot change the access type of folders. The folders created by Partners can always be accessed or modified by the Owner.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. Select New.
  7. In the General section fill in the Folder Name.

  8. In Access and Sharing, set the Share Externally switch to Yes to share the folder.

    If the Share Externally switch is set to No and the folder is created, then the folder cannot be shared externally.

  9. If you selected Yes in step 8, use the Share With drop-down to select the company with which the folder will be shared.

    If a folder is shared with a Partner, then it cannot be unshared.

  10. In the Access Type field, select View to make the folder read-only. The default value is View and Edit.
  11. Select Save.
    The folder is created.
Owners can share only one folder with one partner. It is not possible to share multiple folders with one partner or one folder with multiple partners.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. From the list of folders, select the folder for which you want to create the sub-folder.
  7. Select Edit.
  8. Under Sub-Folders, select the Add icon.
  9. Enter the Sub-Folder Name.
  10. (Optional) Enter the Description of the sub-folder.
  11. In the Access and Sharing select Yes in the Share Externally switch to share the folder.

  12. If you selected Yes in step 11, use the Share With drop-down to select the company with which the folder will be shared.

    If a folder is shared with a Partner, then it cannot be unshared.

  13. In the Access Type field, select View to make the folder read-only or select View and Edit to provide read and write permissions.

    The sub-folder inherits the access type from its parent folder.

  14. Select Apply.
    The sub-folder is created.
Owners can share only one folder with one partner. It is not possible to share multiple folders with one partner or one folder with multiple partners.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. From the list of folders, select the folder in which you want to add a document.
  7. Select Edit.
  8. Select Add Document.
  9. Under Upload Files, drag and drop the document that you want to add. Alternatively, select the upload box to browse the file system for the required document.
  10. Enter the Folder Name.
  11. (Optional) Enter the Description of the document.
  12. Select Apply.
    The document is added to the folder.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. Select Filter.

  7. In the Filters panel, fill in one or more of the following fields to filter the results:

    1. Folder Name field – The name of the folder.
    2. Shared With field – The company with which the folder is shared.
    3. Date Modified field – The date the folder was last modified.
    4. Last Modified By field – The user who last modified the folder.
    5. Created By field – The name of the user who created the folder.

  8. Select Apply.
    A list of folders is displayed based on the filter results.

  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. From the list of folders, select the folder which you want to delete.
  7. Select the Delete icon to delete the folder.
    The folder is deleted.
Deleting a folder is possible only if the folder is empty and does not contain any files or sub-folders.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. From the list of folders, select the folder which has the sub-folder you want to delete.
  7. Under Sub-Folders, select the sub-folder that you want to delete.
  8. Select the Delete icon to delete the sub-folder.
    The sub-folder is deleted.
Deleting a folder is possible only if the folder is empty and does not contain any files or sub-folders.
  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Folder from the left menu.
  6. From the list of folders, select the folder which has the document you want to delete.
  7. Under Documents, select the document that you want to delete.
  8. Select the Delete icon to delete the document.
    The document is deleted.

Documents

Search documents and add new revision to existing documents.

  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Documents from the left menu.
  6. Select Filter.

  7. In the Filters panel, fill in one or more of the following fields to filter the results:

    1. Name field – The name of the document.
    2. Type field – The type of file. Supported file types are:
      • .doc
      • .docx
      • .xls
      • .xlsx
      • .ppt
      • .pptx
      • .pdf
      • .jpg
      • .jpeg
      • .png
      • .gif
      • .bmp
      • .mp3
      • .mp4
      • .avi
      • .mkv
      • .txt
      • .csv
      • .xml
      • .json
      • .msg
      • .eml
    3. Created By field – The name of the user who owns the document.
    4. Last Modified By field – The user who last modified the document.
    5. Date Modified field – The date the document was last modified.
    6. Shared With field – The name of the company with which the document is shared.
    7. Parent Folder field – The name of the parent folder of the document.
    8. Keywords field – The keywords contained in text-based documents.

  8. Select Apply.
    A list of folders is displayed based on the filter results.

  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Documents from the left menu.
  6. From the list of documents, select the document that requires the update.
  7. On the Document Details screen, drag and drop the new file.

  8. Select Save.
    The new version of the document is uploaded.

  1. Select the Main Menu icon.
  2. Select My Networks.
  3. Select a [POET Network] from the Select your Network drop-down in the header.
  4. Select a Partner or location from the Select your Partner or Location drop-down in the header.
  5. Select Documents from the left menu.
  6. From the list of documents, select the document that you want to download.
  7. On the Document Details screen, select the Download icon to download the document.
    The document is downloaded.