Documents Bucket- Benefits and how to use

In case you wish to manage documents and archives in a more simplified manner, without a need to apply the usual formalities related to ISO norms and Management Systems, the simplified Bucket mode might be useful.

In the Bucket mode, documents are archived and published together, like attachments from the same document pack and organized by Categories.

As an example: say you wish to publish all Anual Client Surveys in the same place. This hypothetical survey is performed annually, so for each year there is a single report containing that year's survey data, as well as some attachments. In this case, you can create a Bucket with the following structure:

• 2023
  • Excel Raw Data and Analytics
  • Powerpoint presentation
  • Annual Survey Report
• 2024
  • Excel Raw Data and Analytics
  • Powerpoint presentation
  • Annual Survey Report
• 2025
  • Excel Raw Data and Analytics
  • Powerpoint presentation
  • Annual Survey Report

In this case, each year corresponds to a category and each document to an attachment.

The Bucket consists of a Primary Document and Attachments. However, attachments are prioritized in this mode, making it easier and user-friendly to upload, consult, replace and delete them.

The Bucket is a property associated with a Workflow, so all these workflow documents will be processed in Bucket mode.

 ATTENTION  By activating the Bucket mode in a workflow, you prioritize a more simplified manner to process documents over the usual formalities. As such, some properties (like editing via the online AGIR Office app, automatic revision number increase and controlled copies) are not available because documents are essentially treated as attachments. Therefore these properties are only associated to the workflow's primary document. 

We advise using Bucket mode only for workflows where you wish to archive documents/records in batch. Any other documents, including Management System documents (procedures, instructions, forms), should still be managed traditionally.

How to activate Bucket mode

1. Select your User name and click on AGIR Config. 

2. On the Documents tab, click on Workflows.

3.  Select the Workflow you intend to configure, as shown in the image below.

4. Activate the Activate the Bucket feature option and then click on Save.

How to use Bucket mode

After activating the Bucket property, the editing/management documents menu will present some differences from the regular AGIR menu, as the image below shows.

The main differences are as follows:

1. On the right side menu, the workflow design is replaced by comments. In Bucket mode, the concept of a workflow doesn't exist. The documents are straight-up published so the workflow is omitted. Ideally, Bucket-oriented workflows should have only one step, which would be the (main) document publication step.

2. A list containing documents/attachments, organized by Categories is shown instead of a unique PDF viewer of the primary document. Categories can be freely selected or created when a new document is uploaded. The primary document (usually the first document used to create the entry) is shown on the top, followed by the various categories arranged alphabetically.

3. The Add new file button has been created, allowing more documents/attachments to be added.

4. The Change View switch, which allows you to open the primary document in the regular AGIR mode.

Which operations can be performed on the documents/attachment?

1. Open  / Download the document

2. Edit the document's properties (Name, date, and category, with the option to add new categories);

3. Replace the document with a new version (the previous document version is deleted);

4. Delete the document;

5. View the document on a new page (only for PDF, or image files).

These operations are registered on Timeline, so you can keep track of them.

 PERMISSIONS  Only AGIR Administrators can activate the workflow Bucket mode property. Having editor/approver document permission is required to manage (open, edit, replace, delete) these documents in Bucket mode.