Managing the document library

To add documents

1. On the BMC HR Case Management home page, click Actions > Open Document Library.
   
   
   
   
2. Click New.
3. From the Category list In the Document dialog box, select a category.
   For example, FAQ, Template, and Request for information. The categories are configured by the administrators.
4. From the Status list, select one of the following status options:
   
   • Inactive—The document is not ready for use.
   • Active—The document is ready for use. 
   • Draft—The document is in draft mode.
   • Decommissioned—The document is no longer valid. 

5. In the Name field, type a name for the document.

6. To enter a brief summary of the document, click the pencil icon next to the Document Summary field, and click OK.

7. From the Access Restrictions list, select one of the following options to control access of the document:

   • Internal Use Only—The document is available to HR agents and administrators only. 

   • External—The document is available to all users (employees, HR agents, and administrators).

8. From the Document Location list, select the document source:

   • Document Library
   • Network Drive
   • SharePoint
   • Web Site
9. To link a document to the source selected in the preceding step, select the corresponding option in the Document Location field:
   
   • Document Library—To  select a file from your computer, click Add. You can select only one file. 
   • Network Drive—To enter the absolute path to the file in your network drive, click icon next to the Network Drive Document field. 
   • SharePoint—To enter the URL of file located in SharePoint site, click icon next to the SharePoint Document field and click OK.
   • Web Site—To enter the URL of the file on any other website, click icon next to the Web Site Document field and click OK.
   • Click Save & Close.

To revise documents

You can revise the version number of a document by performing this action. After the revision, the document is saved with Draft status by default. If you change the status from Draft to Active, the previous version of the document is automatically decommissioned. 

1. On the BMC HR Case Management home page, click Actions > Open Document Library.
2. Select the document to be revised. Only Active documents can be revised. 
3. Click Revision. The document is saved in draft mode with an updated version number. 

To delete documents

1. Select Actions > Open Document Library from the main BMC HR Case Management window.
2. Select a document from the Results list.
3. Click Delete.
4. In the Confirm Delete Record dialog box, click Yes.