The Document Library is a collaborative file collection built for the Consumer Packaged Goods (CPG) industry. From the Document Library, move files in bulk into a Workspace or associate multiple files at once to a specific location or item in the Customer Management application. Fulfill Requests in Customer Management application using files from the Document Library.
Adding a document to the Document Library does not automatically fulfill document requests. To fulfill document requests, go to the Customer Management app under Document Requests and manually fulfill them or accept PostOnce recommendations once they are made available.
Why utilize the Document Library?
The Document Library helps improve efficiency and transparency when it comes to collecting and using files. Further, cross-functional groups may reference the latest files shared with customers or added to locations and items. Folder and file tags support organization and quick reference from the search tab.
Understanding File Types in the Document Library
Find the Document Library on the left navigation bar. There are 4 tabs at the top of the page:
My Files: All the files and folders users from one company have uploaded into the Document Library. Also see exactly which files have been shared with customers or are currently associated with a Location or Item Listing.
Shared Files: This section of the Document Library contains a history of all files that have been shared with customers including key details about the customer's name, document type, document name, location, item (if relevant) and expiration date. Clicking '…' on the right side of the file allows users to View Details to see information about who added or modified the file.
Location Files: All files associated with Locations. When a document's expiration date is past or upcoming, the expiration date will be highlighted in red or orange.
Clicking '…' allows users to replace the document with an updated version. If replacing a document that has been previously shared with one or more customers, the TraceGains Gather® PostOnce Recommendation engine will provide an opportunity to re-share the newest version of the document to those Customers.
Incomplete location-level Online Forms are denoted by a red 'Pending' under the file name. Click ‘...’ to continue filing the form.
For additional information, please reference this article: Online Forms.
Item Files: All files associated with Items. Like Location Files, users can keep track of expiration dates and replace any expired or expiring documents. When replacing a document that has been previously shared with one or more Customers, the TraceGains Gather® PostOnce Recommendation engine will provide an opportunity to re-share the newest version of the document to those Customers. Users can also remove files from items individually or in bulk here.
For the Document Library and other tables within Customer Management, users can always work with a single line item or take actions in bulk. To work with multiple lines, select some or all using the checkbox on the left of the table and then click on the 'Actions' dropdown at the top right of the table. If working with a single line item, use the ellipsis at the far right of the line to act on that line.
Using the Document Library
Create folders to store files of most types! Start by uploading all the files that might need, for example, to associate with manufacturing locations and items, or share with cross-functional teams on workspaces for R&D innovation projects.
Associating Document Library files to locations and items:
Step 1: Click into a folder.
It's also possible to add one or more folders (and the entirety of their contents) directly into the Document Library. In this case, select the folder only. The organizational structure of the folder will be preserved (e.g., sub-folders and their contents will be included in the Document Library).
Step 2: Use the top checkbox on the left to select all files in the folder.
Step 3: Click the Actions dropdown in the top right and select Associate with Location or Item.
Step 4: From the list of company items and locations, select the one where the files should be added.
Step 5: Input data about Location, Document Type, Effective Date, and Expiration Date (if needed).
Use Tags to help organize files:
Tags help to distinguish between quality documents and sales/marketing documents that might be used for Marketplace requests and listings. Another possibility is to use tags to identify documents that are unique for specific customers. Or use tags to help provide transparency of which internal team members uploaded the file. Use tags in whatever way makes sense for your organization!
Step 1: Select a single file.
Step 2: Click the ellipsis at the far right of the row to add a tag to one file.
OR
Step 1: Select multiple files.
Step 2: Use the Actions dropdown in the top right of the table to add tags in bulk.
Add to Workspace from the Document Library:
Add documents directly into a Workspace from the Document Library. Workspaces can be used for internal and cross-functional collaboration or for working on projects with external business partners.
For additional information, please reference this article: What are Workspaces?