DocMax | Online Portal Uploads

This article covers the Online Portal Uploads sections in DocMax. This is where documents are placed while they are awaiting automated synchronisation. This can be for the upload of new documents, the removal of pending documents, as well as the update of documents.

However, before any documents can be uploaded, the Document Groups must be set up on the StrataMax Portal itself. To learn how to set these up, check out the StrataMax Portal | Report & Documents article.

Synchronisation between DocMax and the StrataMax occurs automatically, and documents should be available on the Portal within a few minutes. However, when uploading documents to multiple building at the same time, a small delay may occur.

DocMax | StrataMax Portal Documents Video

DocMax | Online Portal Upload Overview

This section of the article is designed to provide StrataMax users with a brief overview of the Online Portal Uploads screen in DocMax, covering filters, views, and other recommendations.

When opening the Online Portal Uploads screen, there are a number of filters that can be applied so that only certain specific documents are displayed. 

When viewing the Online Portal Upload screen, it is recommended to use the Results Layout called 'Show Results Detail Grid', which is the default. This provides a lot more information about the filtered results in one, easy-to-read table. The columns displayed in this screen are hard coded and cannot be changed. For a more advanced search with a customised view, it is recommended to use a DocMax Advanced Search.

1. Building: Use this drop-down menu to display the Building Selector with accompanying filters, to narrow down the displayed documents to a specific building. Only one building can be selected at a time. Click the red 'X' button to remove the building filter.
2. Online Portal Document Group: Click this ellipsis [...] button to display the full list of Portal Document Groups. Select one or multiple Document Groups by tagging them and clicking the Select button.
3. Portal Upload Status: When opening the Online Portal Uploads screen, the two statuses that are selected by default are 'Pending Removal' and 'Pending Upload'. However, these can be changed by clicking the ellipsis [...] button. Click the red 'X' button to remove that filter option.
   • Pending Removal: These are documents will be removed from the Portal upon the next synchronisation.
   • Pending Upload: These are documents will be uploaded to the Portal upon the next synchronisation.
   • Expired: These are documents that have a 'Remove From Portal After' date that has already passed.
   • Uploaded: These are documents that are already uploaded to the Portal.

DocMax | Upload a Document to the StrataMax Portal

This section of the article contains steps required to upload a single document to the StrataMax Portal. This is only applicable to documents that need to be uploaded to Document Groups on the StrataMax Portal, and does not apply to automated reports that are displayed in the Report Groups. To learn more, please refer to the StrataMax Portal | Report & Documents article.

When uploading documents to the Portal, it is recommended to use the Results Layout (selected in the top left of the DocMax ribbon) called 'Show Results With Properties' as this is the most efficient view to use to quickly switch between documents and display the Online Portal section.

1. In DocMax, locate and select the document to display its properties.
2. Expand the Online Portal section and tick the Upload to Portal tick box.
3. Select the Document Group from the drop-down menu.
   • These Document Groups are set up on the StrataMax Portal.
4. Select a specific date or expiry period by clicking the Remove from Portal after Date drop-down menu.
5. Click the Save Changes button.

6. This will place the document in the Online Portal Uploads section of DocMax with a Portal Upload Status of 'Pending Upload'.
7. The document will be uploaded automatically when the scheduled nightly building upload task has completed.

DocMax | Upload Multiple Documents to the StrataMax Portal

This section of the article covers how to upload multiple documents to the StrataMax Portal simultaneously. This is only applicable to documents that need to be uploaded to Document Groups on the StrataMax Portal, and does not apply to automated reports that are displayed in the Report Groups. To learn more, please refer to the StrataMax Portal | Report & Documents article.

In most cases it is recommended to set up a DocMax Advanced Search to identify and select multiple documents for each Document Group. This is because only one Document Group can be selected at a time.

The Remove From Portal after Date should also be considered, as this will vary depending on the type of documents being uploaded.

Also, locked documents can only be updated or uploaded to the portal one at a time. Specifically, documents with the Document Locked box ticked under the File Details section. If these are included when selecting multiple documents, a yellow warning will be displayed advising that one or more selected documents are finalised and cannot be updated, and it will prevent any changes from being made - i.e. ticking the Upload to Portal box.

To work around this, there are two options. Either identify the locked documents and remove the tick from the Document Locked box, one document at a time and then perform the search and upload.
Or, in the DocMax Advanced Search, exclude locked documents from the search results. To do this, include a filter with the Field 'Is Locked', and the Condition will default to 'is equal to', and the Value set to 'No'.

Logically, documents that are already uploaded to the Portal would want to be excluded from the search results as well, so the DocMax Advanced Search, should also include a filter with the Field 'Is Uploaded To Online Portal', and the Condition to 'is equal to', and the Value to 'Not Uploaded'.

DocMax | Removing Documents from the StrataMax Portal

Synchronisation between DocMax and the StrataMax occurs automatically, and documents should be available on the Portal within a few minutes. However, when uploading documents to multiple building at the same time, a small delay may occur. 

1. In DocMax, click the Online Portal Uploads menu in the navigation pane on the left.
2. Use the Building, Online Portal Document Group, and Portal Upload Status filters to narrow the list if required.
3. Once the document has been located, double-click it or right-click it and select View Document.
   • The document will display in a separate window, with its properties.
4. Expand the Online Portal section and untick the Upload to Portal tick box.
5. Click the Save and Close (3.5" Floppy Disk) icon in the ribbon at the top.
6. This will change the document status to 'Pending Removal.' 
7. The document will be automatically removed when the scheduled nightly building upload task completes.

DocMax | Updating Document Titles displayed on the StrataMax Portal

Synchronisation between DocMax and the StrataMax occurs automatically, and documents should be available on the Portal within a few minutes. However, when uploading documents to multiple building at the same time, a small delay may occur.

In the event that a Portal document needs a change to title, follow the below steps:

1. In DocMax, click the Online Portal Uploads menu in the navigation pane on the left.
2. Use the Building, Online Portal Document Group, and Portal Upload Status filters to narrow the list if required.
3. Once the document has been located, double-click it or right-click it and select View Document.
4. Update the Title field.

5. Click Save and Close to update the information.

6. The document will be synchronised automatically when the scheduled nightly building upload task has completed.

DocMax | StrataMax Portal Document Groups and Display

Once Document Groups have been set up on the StrataMax Portal the Display Name will synchronise with DocMax and will replace the default 'Group [number] Documents' title in the Document Group drop-down menu. At this point DocMax Profiles can be set up and configured with a specific Document Group. This section describes how to check what is configured in DocMax Profiles compared to what is set up Document Groups on the StrataMax Portal.

1. Once logged into the StrataMax Portal as an administrator, hover the mouse cursor over the Reports and Documents tab, then click the Manage link.
2. In the Select User Type drop-down menu, select the required user type, then note the Group Name and Display Name.

3. In DocMax, click the Administration button in the bottom left, then click the Profiles menu in the navigation pane on the left.
4. Select the required profile and expand the Online Portal section to see the Document Group field matches what is currently available via the StrataMax Portal.

DocMax | Locked Documents

Documents that are system generated by StrataMax are finalised and cannot be updated in bulk, including ticking the Upload to Portal tick box. To check this, review the Added From field under the Document Source section. In this instance a yellow warning will state one or more selected documents are finalised and cannot be updated.

These documents can still be uploaded one by one, using the standard method of uploading a document (see above in this article).