How to Add a New Document

Steps to add a new document in Ostendio

To add a new document:

1. Click the ‘Add New Document’ button on the top right-hand side of the Documents Module main page or add a new document by simply clicking the quick add (+) button located on the right sidebar of every page within Ostendio and select ‘Documents’.
   
2. Name the document(s) and set the document’s expiration date (The expiration date defaults to 1 year). 
3. If your organization uses an internal numbering system, add this number in the Document Number field  (optional).
4. Select whether the document is private to only the designated users associated with the specific document (optional). If this box is unchecked, other admins in Ostendio will have access to view the document (this is most common).
5. Choose the document’s sensitivity classification and the type of document(s) that you are adding to Ostendio (optional).
6. Provide the required description for the document(s).
7. Next, upload the document(s) by dragging and dropping files from a local computer, uploading them directly by clicking into the upload box, or selecting the option to link to a URL or another Ostendio instance.
8. Next under Access Control, input the document(s) owner (defaults to the creator of the document), custodians, and consumers.
9. Next, under Submission Settings, select whether consumers are required to acknowledge the document(s) (this option is selected by default). If you require an acknowledgment, you will be presented with a few options:

• Select if the electronic signature will be required for task submissions.
• Select the number of days that consumers will have to acknowledge the document before the task is overdue.
• Enter in any specific message in the Document Acknowledgement text box that you would like a consumer to agree to when they submit their acknowledgment. Alternatively, we’ve provided a simple pre-filled message for you.  
• If you would like consumers to be able to submit attachments or notes with their acknowledgments, check the box that allows you to ask for attachments. If you do select to ask for attachments, choose whether it’s required and input the message consumers will see during submission.
  

10. Under Links, note if the document(s) has a parent document that relates to it. Associate any tags and Collections related to the document(s) (optional).

11. Optionally, check the box under the ‘Add Approver’ section if the document will require a signature for approval and add in the approvers by clicking the Add Approvers button.

PRO TIP: Set separate approval due dates for different approvers:

• Click on the ‘Add Approvers’ menu to add and subtract approvers that would have an approval due date on the same date.
• Select the appropriate due date and click submit to save. These approvers are now locked into that approval date.
• To add additional approvers on different days, re-enter the’ Add Approvers’ menu.
• Add the additional approvers and change the due date to the appropriate date.
• Click submit to lock these new approvers into a different due date.

12. Click Create Document when finished.

13. If choosing to Publish, you’ll have the option to publish immediately or at a later date.

NOTE: If you choose to publish this document before approval has occurred, the approval will be canceled and the document will be published.

14. Change the document's version number as necessary.

PRO TIP: This is the last time you can manually change the document’s version number. If you make a mistake, the best option is to Clone & Create a new document which can be accessed from the gear icon on the document’s overview page.