✏️ Create a New Document

1. Navigate to the Document module from the left-hand menu.
2. Click + Document in the top-left.
3. Fill in the required details in the slide-in form:
   • Project (required)
   • Number (autogenerated or optional override)
   • Name (required)
   • Optional: Document Supplier and Description
   • Category and Status
   • Security: Access Tags
4. Click Save to create the document.

📋 Document Detail View

Once created, double-click the document in the list to open the tabbed detail view. From here, you can edit fields and access all components:

• Info: Basic document metadata — project, name, number, supplier, dates, status.
• Revision: View and manage revisions, including the revision file, number, and state.
• Draft: Connect the document to OneDrive for live drafting. This enables direct collaboration in synced folders.
• Workflow: View workflow tasks, track responsibilities and statuses like “For approval” or “Issue for comments.”
• Person: Link CRM Persons involved with the document and assign roles.
• Document Reference: Cross-link other documents as references.
• Product Reference: Link related products that this document supports.
• Folder/WBS/Zone Reference: Associate the document with folder hierarchies, WBS structures, or geographic zones.
• Log: Track a full audit log of changes made to the document.

📝 How to Create a Revision

Follow these steps to create a new revision of a document and upload the corresponding file:

1. Navigate to the Revision tab in the document detail view.
2. Click the + Revision button in the top toolbar.
3. In the slide-in form that appears, fill in the required fields:
   • Number: Enter the revision number (e.g., “w01”, “R02”).
   • Date: Select the date the revision was made.
   • Responsible: Choose who is responsible for this revision.
   • Optionally fill in Description, Status, and Status Description.
4. Under Upload Your Files, click + Add Files and select the document file from your device.
5. Once everything is filled in, click Save and Close.

💡 The uploaded file is now tied to this specific revision. You can view or download it later from the Revision & File section.

📁 Link a Document to a Folder Reference

1. Navigate to the Folder Reference tab
   Open the document, then click the Folder Reference tab in the document’s detail view.
2. Click + Folder Reference
   This will open a slide-in view where you can browse the folder structure connected to the project the document belongs to.
3. Browse the folder structure
   The list shows all folders from the project’s linked folder structure. These are not manually created here—they’re tied to the project.
4. Select the folder
   Click on the folder where you want to reference the document. You can choose any folder in the hierarchy.
5. Click Save and Close
   The folder reference will now appear in the list, showing that the document is linked to that folder.

⚙️ Workflows

The Workflow tab in a document is for informational purposes only. You cannot create or edit workflows directly from this view.

Instead, it serves as a quick overview of all workflows that are connected to this specific document. From here, you can:

• See all related workflows that include the document
• View details such as workflow type, state, responsible person, and due dates
• Navigate to the full Workflow module if you need to edit or manage the workflow itself

This tab helps you stay informed about the document's workflow involvement — especially useful during reviews or status checks.

👥 Connect People

From the Person tab, you can:

• Link individuals from CRM who are responsible for the document
• Assign project-relevant roles (e.g., Engineer, Document Controller)

🔗 Cross-linking

The Document module supports robust linkage across entities:

• Documents: Establish references to and from related documents
• Products: Connect deliverables directly to product assets
• Folders / WBS / Zones: Map documents into physical or logical structures

This ensures everything is traceable and context-aware.

🔐 Understanding Access Tags and Document Permissions

Access Tags in Triark are used to control who can see or interact with specific documents, based on the tags applied to both users and documents.

🔑 What is an Access Tag?

An Access Tag is a label (like "TECH", "SALES", "ALLPROJECT") that determines which users have permission to access certain content. They're applied to both users and documents.

• Users are granted access to specific tags through the Document Access or Project Access tabs.
• Documents are tagged with an Access Tag when created or edited.

Think of it like a key 🔑 — if the user has the matching key (tag), they can access the document.

👁️ How Access Is Determined

A user can view or interact with a document only if both conditions are met:

1. The document has an Access Tag assigned (e.g., TECH)
2. The user has been granted access to that Access Tag in the Document Access tab of the corresponding project

Access is not controlled globally — it’s managed per project, meaning users must be given document-level access within each relevant project where documents are tagged.

⚙️ Managing Document Access with Access Tags

To configure document access:

1. Assign an Access Tag to a document:
   • Go to the document’s Info tab.
   • Under the Security section, select an Access Tag from the dropdown (e.g., TECH).
2. Assign Access Tags to users:
   • Go to Project Access or Document Access tab under the Project.
   • Add a user and assign the Access Tag(s) they should have access to.
   • You can fine-tune permissions (Read / Write / Delete) on each tag or section.

🔒 Users who do not have the matching Access Tag will not see the document at all — it’s fully hidden from them in search and tables.

✅ Example

• Document A has Access Tag: TECH
• User Erik has Access Tags: TECH, DESIGN

✅ Erik can see and work with Document A
❌ User Anna with only SALES tag cannot see Document A at all

This ensures the right people see — and edit — the right content.

📜 Tips

• Use categories and statuses to maintain clarity in long document lists.
• Draft integration with OneDrive improves collaboration and version control.
• Utilize references to maintain a clear relationship between design docs and deliverables.

❓ FAQ

🔐 I can’t see a document I know exists — why?
Access is restricted by tags. If a document has an Access Tag (e.g., TECH) and you haven’t been granted access to that tag under the Document Access tab in the relevant project, it will not appear for you.Also, check your active filters in the document list — you might have applied a filter (e.g., by project, status, or tag) that hides the document from view.

📁 Can I upload multiple files to one revision?
Yes. When creating or editing a revision, simply click “+ Add Files” and select all relevant files. You can upload multiple in a single action.

🔁 Can I create a new revision without changing the file?
Yes. You can create a revision even if there’s no new file to upload — for example, if you just want to log a new status or update metadata.

🚫 Can I remove an uploaded file from a revision?
Files cannot be deleted directly from a saved revision. You must create a new revision and upload the correct file version if needed.

🧾 What’s the difference between a revision and a draft?
A revision is an official record of a document’s version. A draft is an editable file synced from OneDrive that hasn't been locked into a revision yet. Drafts are useful for collaborative work before revision approval.

📋 Why can’t I start a workflow from the document view?
The Workflow tab is for informational purposes only. You can view and navigate to connected workflows but cannot initiate new ones there. To start or manage a workflow, use the Workflow module.

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