Introduction
Document management is a key component to data assembly and association in GEMS, and the majority of CGS clients make use of the association and reference tools available for building a document repository both from documents generated outside GEMS (resolutions, forms, legal documents) as well as documents generated automatically through various practices and functionality within the application (preparatory documents for electronic filings, Assemblies and autogenerated Activities).
What follows is a description of how to upload, view, and manage documents to GEMS and some recommended practices to achieve document naming, uploading, and maintain consistency across all your documentation housed in GEMS.
Managing Documents
Two broad categories of documents are typically stored in GEMS:
Documents that are generated outside GEMS and uploaded to it.
Documents that are generated automatically in GEMS and stored within it.
Documents uploaded to GEMS can be associated with a specific entity/ multiple entities or they can be uploaded as generic documents and associated at a later time or not at all.
The Documents Hub
The Documents Hub allows for the addition, management, and searching of documentation in GEMS. Here it’s possible to upload multiple documents at once and relate them to entities using the “Add Document” tile. It is also possible to set up and manage signature request workflows here using the “Add a Signature Request” & “Manage Signature Requests” tile (an additional third-party license with DocuSign is required) – Please see the GEMS DocuSign Tutorial for more information on this feature.
Uploading a New Document
Documents can be added through the Documents Hub, against a specific data record in GEMS, or via the Document screen of a specific entity.
Adding Documents via the Documents Hub
Within the Documents Hub is a dedicated “Add Documents” tile that facilitates the upload of both individual and multiple documents. From here document properties may be added and associations made to entities within the GEMS database allowing for the effective management of a growing document repository.
To add a new file/files to GEMS simply click on the “Add Documents” tile. From here, files can be selected and their properties defined.
To add a new file/files to GEMS simply click on the “Add Documents” tile. From here, files can be selected and their properties defined.
Each of these properties are explained in more detail in Table 1.
Please note: When multiple documents are added simultaneously using the “Add Documents” tile all files will be tagged with the same Document Properties. If properties such as Document Date, Document Type, Category, or Sub Category differ between documents they may be edited on the next screen.
Further properties can then be edited by selecting the Edit icon.
