Overview
Documents 2.0 introduces a modern File Manager. Users can now:
Define nested parent-child folder structures
Drag-and-drop for quick upload and easy organisation
Perform bulk actions
Apply advanced filtering by organisation, entity, or document type
Set permissions at the parent folder level that automatically cascade to all child subfolders and documents
Navigation
To access your documents,
Go to the Documents section in the GEP sidebar.
Open the File Manager.
From there, you can switch between Grid View and List View, navigate nested folders, and manage documents.
Uploading Documents
Folders and Documents can be uploaded in bulk by dragging and dropping into the File Manager UI directly. Alternatively,
Clicking on the “Upload files” button opens a pop-up window.
Select documents from your device or simply drag and drop them into the designated area to upload.
Tag the document to an entity and indicate the document type.
Ensure each document is labeled correctly for easy identification.
Once all fields are filled, click "Upload" to complete the process.
Managing Folders & Files
The File Manager supports a full file management experience:
Create organised folder structures with nested subfolders
Drag and drop documents or folders to move them within the hierarchy
Bulk select files by drag-and-select area in both grid and list view
Rename, Move, or Download files with a right-click or menu action
Use the Trash to archive unwanted documents
Configure permissions to control access to specific documents - cascading to all subfolders and contained files.
Cascading Folder Permissions
When configuring permissions on a parent folder, those same permissions now automatically apply to:
All children subfolders
All files within those subfolders
This approach follows industry best practices, ensuring consistent hierarchical access (unless configured otherwise) and efficient management of complex folder structures.
⚠️ Important Considerations
While cascading permissions simplify permission controls, they can also overwrite existing folder-specific permission configurations.
For Example:
Before: You maintain one folder per entity, each restricted to that entity’s users. All entity folders are grouped under a shared parent “Jurisdiction” folder, which is broadly accessible to all entities.
Before cascade: Each entity could only access its own folder — the parent folder's permissions does not overwrite permissions of individual entity folders.
After cascade: Adding a new entity to the "Jurisdiction" parent folder permissions will now grant that entity access to all subfolders and documents of the parent folder, potentially exposing all other entities’ data to the new entity.
Solution: If you wish to keep the "Jurisdiction" parent folder visible to users to articulate "jurisdiction > entity" folder hierarchy, remove access for unrelated entities from each entity-specific folder to preserve proper segregation.
Best Practices for Folder Structures with Cascading Permissions
To make the most of cascading permissions while avoiding unintended data visibility;
1. Plan Folder Hierarchies Before Assigning Permissions
Assign access at the top-most folder only when all subfolders should inherit the same permissions.
If subfolders require different configurations, create separate parent folders for each one.
2. Use Organisation & Jurisdiction Folders Carefully
Avoid giving broad access to a parent folder if it contains subfolders for multiple segregated entities with restricted data. (If following jurisdiction > entity folder structure)
Instead, create separate entity-specific parent folders at the same hierarchy level.
3. “Remove Access” When Necessary
If a parent folder must be shared broadly when select subfolders should remain restricted, manually remove entity access for select subfolders.
Filtering Documents
To find documents quickly, use the filtering options:
1. By Organization 🏢:
Select the organization from the dropdown menu.
The system will display all documents associated with that organization.
2. By Entity 📄:
Choose the specific entity (like department or project) to narrow down results.
This helps in locating documents relevant to particular teams.
3. By Document Type 📑:
Filter by document type (E.g. Company, Government and Financial).
This enables quick access to specific categories of documents.