Before uploading your document, it is important to capture key properties that help ensure your files are easily searchable and properly organized within GEMS.
When uploading documents, click on the Documents Hub and select Add Documents.
A Document Properties page will appear.
There will be several different fields available and not all of them are mandatory. As best practice, fill out the properties as best possible to help better manage the files:
Description- Enter a brief descriptor for the file/s being uploaded.
Keywords- Enter any keywords for the document. Use sensible keywords to make it easier to find the document whenever the repository is large.
Related entity- select the entity this document is related to. Select multiple entities if needed. For example, an appointment-related document can be associated with both the Business Entity and the Person who has been appointed.
Related Contract- Click on the Search icon in the field to select the corresponding contract related to the document if the document is related to a contract.
Document Type- Select the Document Type from the dropdown menu or the Lookup List. These can be customized to meet the needs of the business. For example, Articles of Association can be added as a new Document Type.
Category- Select the Category of the document from the dropdown menu or the Lookup List.These can be customized to meet the needs of the business. For example, the administrator can create a category named Intercompany Loan Agreement. Categories can make it easier to report on the documents.
Sub-Category- Select the desired Sub-Category of the document from the dropdown menu or the lookup list. Sub-Categories can further support the document searching and reporting capabilities. These Sub-Categories will only be available when certain Categories are selected.
Document Date- Enter the date you would like associated with the document e.g. the date the file was created. This allows for distinguishing when the document was created versus uploaded.
Notes- Enter any additional information about the document in this field.