1. Navigating to the My Docs page

Overview

The My Docs page provides a structured, folder‑based workspace where users can upload, organize, version, and manage their documents.

To access this page, click on the My Docs menu label located on the left navigation panel above the Settings menu.

Fig: 1 - My Docs menu on the left panel

Clicking this menu option loads the My Docs page. The page is available for all users, offering a personal document space where they can upload, view, and delete their own files. Administrator role users can view all documents.

Benefit: This creates a centralized, organized location for managing files that were previously scattered across modules.

Fig: 2 - My Docs menu loads the My Docs page

When there are no uploaded files or the logged-in user is not assigned to view any uploaded files, and no folders have been created - the page displays a blank grid view, and blank left panel section. The Upload button at the top-right is disabled when no folders are created.

Fig: 3 - My Docs blank grid view and folder section

2. Understanding the various elements of the My Docs page

Overview

The My Docs page is typically a centralized space where users can access, organize, and manage their files. It serves as a digital hub that brings together files such as text documents, spreadsheets, presentations, PDFs, etc. In essence, it's designed to simplify document management by providing a single, user-friendly interface for all your important files. It features folder creation, file uploading, search capabilities, versioning and file access management.

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 4 - Understanding the various elements of the My Docs page

1. 1

   +Create Button

   Allows users to create new folders within the My Docs page, enabling structured organization and personalized document grouping.

   
   Benefit: Empowers users to build new folders instantly, giving them control over how documents are organized.
   
   

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2. 2

   Folder Search Bar

   Provides quick lookup of folders by name, helping users efficiently locate and access the right workspace without scrolling through long lists.

   
   Benefit: Saves time by letting users quickly locate the right folder without scrolling through long lists.
   
   

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3. 3

   Folder List

   Displays available folders (such as “Demo” and “Test Folder” displayed in the above screenshot) giving users a clear view of their document categories and storage hierarchy.

   
   Benefit: Provides a clear view of available folders, helping users stay structured and organized.
   
   

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4. 4

   Folder Options Menu

   Provides additional actions for each folder, such as renaming, deleting, or managing access, ensuring flexibility and control over folder organization.

   
   Benefit: Offers flexible actions like renaming or deleting a folder, ensuring users maintain control over their workspace.
   
   

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5. 5

   Upload Button

   Enables users to upload new files directly into the selected folder, streamlining content addition and ensuring files are stored in the right location.

   
   Benefit: Enables adding of new files or documents, making it easy to keep content current and accessible.
   
   

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6. 6

   Document Search Bar

   Allows users to quickly find specific documents within the selected folder by searching across names, descriptions, or metadata fields.

   
   Benefit: Speeds up retrieval of specific files, boosting productivity and accuracy.
   
   

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7. 7

   Document Grid View

   Displays all documents in a structured table with details like name, description, version, and uploader name.

   
   Benefit: Gives users a clear, organized view that boosts efficiency, accuracy, and control over file management.
   
   

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8. 8

   Document Options Menu

   Provides actions for each document, including view, download, copy link, reupload, and set access, giving users full control over document usage and sharing.

   
   Benefit: Grants full control over each file with actions like view, download, reupload, or grant access.
   
   

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2.1. Creating New Folders

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Overview

The +Create button is the primary tool for building a structured workspace in SurgeONE My Docs. It allows users to instantly generate new folders, which act as containers for documents. By creating folders, users can separate files by project, department, or topic, ensuring that their workspace remains clean, logical, and easy to navigate.

Folders created using this button can be renamed, reorganized, or shared with team members, making collaboration smoother and more efficient. This feature is particularly valuable when handling large volumes of documents, as it prevents clutter and confusion.

Benefit: Users gain complete control over how their workspace is arranged, empowering them to design a hierarchy that reflects their workflow and priorities.

Steps to understand the folder creation process >

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1. Find the Folders section on the left panel of the My Docs page.
2. Click the +Create button located at the top-right of the folder panel.

Fig: 5 - +Create button to make a new folder

A Create Folder modal window loads.

Fig: 6 - Create Folder modal window view

3. Enter a name for the new folder (e.g., “Project Alpha” or “HR Policies”).

Fig: 7 - Providing a name to the new folder

You can select the Create at top level checkbox to make a folder which will be created at the topmost level.

Fig: 8 - Checkbox to make main folder

4. Click Create to confirm.

Fig: 9 - Create button to confirm new folder creation

5. The new folder will appear in the left panel list, ready to store documents.

Fig: 10 - New folder displayed in Folders section

2.2. Searching for Folders

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Overview

The Folders search bar allows users to quickly locate folders by typing in keywords. This feature is particularly useful when managing a large number of folders, as it reduces time spent browsing and ensures accurate retrieval of relevant workspaces. Instead of scrolling through long lists, users can instantly filter results to find the exact folder they need.

By entering text, the system filters the folder list automatically, helping users access the right workspace without delay.

Steps to understand the folder/sub-folder search process >

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1. Locate the search bar below the +Create button.

Fig: 13 - Searching for a folder

2. Start typing the folder name into the field.
3. The list will filter automatically to show matching folders.

Fig: 14 - Matching folder found

Sub-folders can also be searched for in same way.

Fig: 15 - Matching sub-folder found

2.3. Viewing Folder List

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Overview

The folders list displays all available folders. This provides a clear overview of document categories and helps maintain a logical hierarchy. It ensures users stay organized and can easily navigate between different projects. A well‑defined folder list reduces confusion and improves collaboration by making it clear where documents are stored.

Users can scroll through the list to view all folders they have created or have access to, ensuring transparency and accessibility.

Supported functionalities >

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1. Navigate to the Folders section on the left panel and scroll through the list to view all available folders.
2. Identify the folder you want to access by its name and click on the folder name to open its contents in the document grid view.
3. Use the folder options menu for further management if required.
4. As you select a folder, the breadcrumb at the top of the right panel gets updated accordingly.
5. Click on the right arrow () icon at the left side of a folder to expand its sub-folders. The icon is present only when you have created sub-folders. After you click on the right arrow () icon, it changes to a down arrow () icon. You can click again on the down arrow () icon to collapse the expanded view.

Fig: 16 - Folder list

2.3.1. Folder Breadcrumb Navigation

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Overview

The breadcrumb navigation is a visual trail displayed at the top of the SurgeONE My Docs page that shows the user's current location within the folder hierarchy. It typically starts from the root directory (e.g., “Documents”) and extends through subfolders until the currently opened folder. Breadcrumbs are especially valuable when working with multi‑level folder structures, as they provide a clear path of navigation.

By clicking on any breadcrumb link (if present), users can instantly jump back to a previous folder level. This saves time compared to repeatedly using the folder list or search bar. The benefit is improved orientation, faster navigation, and reduced effort when managing documents across complex hierarchies.

Benefit: This navigation feature helps users understand their exact position in the workspace, making it easier to backtrack or switch between levels without losing context.

Fig: 17 - Breadcrumb navigation showing folder hierarchy

Steps to understand the functionality >

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1. Open a folder from the folder list or search bar. The breadcrumb trail will update to reflect your current location.
2. Observe the breadcrumb path displayed at the top (e.g., Documents > New Folder > Sub-Folder > 2nd Level).
3. Click on any folder name in the breadcrumb trail displayed in blue font color to instantly return to that level. An underline appears under the folder label when you hover your mouse pointer over it.
4. The document grid view will refresh to show the contents of the selected folder. Use breadcrumbs to maintain ease of access and avoid unnecessary navigation steps.

2.4. Managing Folder Options

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Overview

The folder options menu provides advanced actions for managing folders. Users can rename folders to reflect updated project names, delete folders that are no longer needed, or adjust access permissions to control who can view or edit the contents. This flexibility ensures that the workspace remains adaptable to changing needs while maintaining security and control.

By managing folder options, users can keep their workspace aligned with organizational standards and collaboration requirements.

Fig: 18 - Menu options of a folder

Steps to understand the functionality >

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1. Click the vertical ellipsis icon next to the folder name label.
2. Select the desired action out of the three given options (New Folder, Rename, and Delete).

The following sub-sections elaborate on the functionalities associated with each of the menu options.

2.4.1. Using the New Folder menu option

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Overview

Creating a new folder as a sub-folder under an existing and selected folder allows users to organize their documents in a structured hierarchy. This feature is particularly useful when managing large volumes of files, as it enables categorization based on projects, topics, or file types. By selecting a parent folder and adding a new sub-folder within it, users can maintain a logical arrangement that makes navigation easier and ensures related documents are grouped together. This approach enhances efficiency, reduces clutter, and supports better collaboration when multiple users are accessing shared directories.

Perform the following steps to use this feature >

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1. Click the vertical ellipsis icon next to the folder name label.
2. Click the New Folder menu option.

Fig: 19 - New Folder menu option

The Create Folder modal window loads.

Fig: 20 - Create Folder modal window

3. Enter the name of the sub-folder.
4. Click the Create button.

Fig: 21 - Creating the sub-folder

5. The sub-folder gets created under the selected folder. It has the same three menu options. The folder breadcrumb gets updated as well.

Fig: 22 - Created sub-folder visible with its menu options expanded and updated breadcrumb

2.4.2. Using the Rename menu option

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Overview

Renaming an existing folder provides flexibility in keeping the document structure relevant and up to date. As projects evolve or file contents change, the ability to update folder names ensures clarity and consistency across the workspace. Renaming helps avoid confusion, improves searchability, and reflects the current purpose or content of the folder. This simple yet powerful function supports ongoing organization and ensures that the document repository remains relevant and aligned with users' needs.

Perform the following steps to use this feature >

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1. Click the vertical ellipsis icon next to the folder name label.
2. Click the Rename menu option.

Fig: 24 - Rename menu option

3. The Rename Folder modal window loads. Modify the name of the folder as per your need.
4. Click the Save button.

Fig: 25 - Updating the folder name

5. The folder name gets updated in the folder list. The folder breadcrumb gets updated as well.

Fig: 26 - Created sub-folder visible with its menu options expanded and updated breadcrumb

2.4.3. Using the Delete menu option

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Overview

Deleting a folder empowers users to maintain a streamlined and clutter-free workspace. By removing unnecessary directories, they gain clarity in navigation and ensure that only relevant structures remain. This enhances efficiency, reduces confusion, and supports a more intuitive document organization system. The benefit lies in control and precision so that users can refine their folder hierarchy to match evolving needs, eliminating outdated or redundant structures.

Perform the following steps to use this feature >

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1. Click the vertical ellipsis icon next to the folder name label.
2. Click the Delete menu option.

Fig: 28 - Delete menu option

3. The Delete Folder? modal window loads to obtain your confirmation. Click the Delete button.

Fig: 29 - Deleting the folder

4. The folder gets removed from the folder list. A success notification can be seen at the top-right.

Fig: 30 - Deleted folder removed from the Folders list

2.5. Uploading Files/Documents

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Overview

The Upload button enables users to add new files or documents directly into the selected folder. This streamlined process ensures files are stored in the correct location from the start, keeping the workspace organized and up‑to‑date. Uploading documents ensures that the latest information is always available to team members.

Users can upload multiple file types, making it easy to keep content current and accessible.

Steps to understand the functionality >

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1. Select the folder first within which you want to upload a document.
2. Click the Upload button located at the top of the Documents section.

Fig: 32 - Upload button to add documents

3. The Upload modal window loads. Click on the Choose File button.

Fig: 33 - Upload modal window

4. Browse and select the file from your computer. After file selection, the name of the file gets displayed beside the Upload button. Entering description is optional. The Public radio button is selected by default, which you can keep as it is. Click Upload to confirm.

Fig: 34 - Uploading selected file

5. The document will appear in the grid view with details such as name, version, and uploader. A success notification can be seen at the top-right.

Fig: 35 - Uploaded file listed in right panel grid view and success notification triggered

2.6. Searching for Files/Documents

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Overview

The document search bar allows users to quickly find specific documents within a folder. By searching across names, descriptions, or metadata, users can instantly filter results. This feature eliminates the need to manually browse through long lists of files, saving time and effort.

Accurate search ensures users can retrieve the exact file they need, supporting faster decision‑making and task completion.

Steps to understand the functionality >

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1. Navigate to the Documents section of a folder.
2. Locate the search bar at the top of the grid view.
3. Enter keywords related to the file/document you are looking for.
4. The grid view will filter to show matching documents.

Fig: 43 - Search bar to find files/documents

2.7. Viewing Document Grid

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Overview

The grid view on the right panel of the My Docs page is the central area where all files or documents within a selected folder are displayed in a structured table format. Each row represents a document and includes important details such as the document name, description, version number, uploader's name, upload date, and available actions. This organized presentation gives users a comprehensive overview of their files, making it easy to track versions, ownership, and document status at a glance. The grid view is especially useful for teams working collaboratively, as it provides transparency and accountability by showing who uploaded each file and when.

By using the grid view, users can quickly identify the latest version of a document, verify its details, and take appropriate actions without needing to open each file individually. This improves efficiency, reduces errors, and ensures that the workspace remains well‑structured.

Benefit: The structured tabular layout allows users to scan data quickly and spot key items to prioritize actions effectively.

Fig: 44 - Document grid view displaying details of the uploaded files

The below table explains the column labels and its functions:

Sl. No.	Field / Section Label	Description and Benefit
1	Name	Displays the name of the uploaded file or document. Benefit: This field ensures users can immediately identify the file without opening it, reducing confusion when multiple files are present.
2	Description	Displays the description of the item, if present. Benefit: Providing descriptions when present helps users understand the purpose or content of the file at a glance.
3	Version	Shows the current version of the file. It increments automatically when another upload of the file is done by the user. Benefit: Versioning ensures users always know which iteration of the file they are working with, preventing errors from outdated content.
4	Uploaded By	Displays the full name of the user who performed the file upload. Benefit: Identifying the uploader provides accountability and helps trace ownership of files.
5	Uploaded On	Displays the system generated date-time value when the file upload occurred. Benefit: Timestamping builds a reliable timeline of user activity, aiding audits and reviews.
6	Action	Contains the vertical ellipsis icon to toggle the row-context menu options. Benefit: This interactive control allows users to quickly access contextual actions without cluttering the interface.

2.8. Managing File/Document Options

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Overview

The uploaded file or document menu options provide a set of actions that allow users to manage individual documents effectively. Accessible through the three‑dot icon in the Action column of the grid view, this menu includes options such as View, Download, Copy Link, Reupload, and Set Access. These actions give users full control over how documents are used, shared, and updated. For example, the View option allows quick inspection of a file, while Download saves a local copy. Copy Link enables easy sharing with colleagues, Reupload supports version updates, and Set Access ensures proper permissions are applied.

This menu is critical for maintaining flexibility and security in document management. It empowers users to collaborate confidently, ensuring that files remain accessible to the right people while protecting sensitive information. By centralizing these actions, the options menu streamlines workflows and reduces the need for external tools or manual processes.

Fig: 45 - Document options menu with available actions

2.8.1. Using the View menu option

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Overview

The View option allows users to open and view the file or document versions that have been uploaded so far. It provides transparency and control, ensuring that users can always see the evolution of their documents and confirm that they are working with the correct version.

This option helps users avoid unnecessary downloads and keeps their workflow streamlined when handling multiple files.

Benefit: Preview documents instantly without disrupting your workflow.

Steps to understand the functionality >

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1. Locate the file or document in the grid view and click on the three‑dot icon in the Action column.
2. Click on the View menu option.

Fig: 46 - View menu option

3. The Document Versions modal window loads to display all the versions of the file which have been uploaded so far.

Fig: 47 - Document Versions modal window

4. You can download any chosen version by using the Action column. Click the three‑dot icon in the Action column and then on the toggled Download option.

Fig: 48 - Option to download any previously uploaded file version

2.8.2. Using the Download menu option

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Overview

The Download option lets users save a copy of the document to their device. This ensures offline access, backup storage, and the ability to open the file in external applications.

It provides better accessibility by giving users a personal copy they can rely on, whether for archiving, offline work, or sharing outside the platform.

Benefit: Access your documents anytime by saving them locally.

Steps to understand the functionality >

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1. Locate the file or document in the grid view and click on the three‑dot icon in the Action column.
2. Click on the Download menu option.

Fig: 49 - Download menu option

3. The system begins transferring the file to your computer. Check your default download folder or specify a location if prompted. Open the file locally with compatible software, even without internet access.

Fig: 50 - Downloaded file

2.8.3. Using the Copy Link menu option

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Overview

The Copy Link option generates a shareable URL for the already uploaded file or document. It simplifies collaboration by allowing quick distribution of access without attachments.

This feature reduces friction in teamwork, making it easy to circulate files or documents across different communication channels.

Benefit: Share documents effortlessly with static and dynamic links.

Steps to understand the functionality >

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1. Locate the file or document in the grid view and click on the three‑dot icon in the Action column.
2. Click on the Copy Link menu option.

Fig: 51 - Copy Link menu option

3. The Copy Link modal window loads. It has two sections as Static Link and Dynamic Link, with a Copy button in each section.

Fig: 52 - Copy Link modal window

4. Click on any one Copy button. A success notification gets triggered at the top-right.

Fig: 53 - Success notification on successful URL copy

5. You can later share the copied URL (through 3rd party applications or established communication channels) as per your requirement. Recipients can open the document directly, subject to access permissions.

2.8.4. Using the Reupload menu option

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Overview

The Reupload menu option allows users to replace an existing document with a newer version. This ensures version control and keeps the workspace updated without losing the original reference point.

It eliminates confusion caused by multiple versions of the same file, ensuring that teams always work with the most current and accurate information.

Benefit: Keep your workspace updated by replacing outdated files seamlessly.

Steps to understand the functionality >

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1. Locate the file or document in the grid view and click on the three‑dot icon in the Action column.
2. Click on the Reupload menu option.

Fig: 54 - Reupload menu option

The Reupload modal window loads.

Fig: 55 - Reupload modal window

3. Click on the Choose File button. Next, browse and select the file from your computer. The file name gets displayed beside the Upload button. Entering description is optional. Click on the Reupload button to confirm this reuploading activity to replace the old version.

Fig: 56 - Reuploading a file

4. The system updates the file. The Version column numerical value increments by one. A success notification is triggered and displayed at the top-right.

Fig: 57 - File reupload activity successful notification and file version update

2.8.5. Using the Set Access menu option

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Overview

The Set Access menu option manages permissions, giving users control over who can view, edit, or share the document. It’s essential for protecting sensitive information and ensuring proper collaboration.

By tailoring access rights, this option helps maintain security while still enabling collaboration, ensuring that only the right people can interact with the file.

Benefit: Control who can view or edit your documents with tailored permissions.

Steps to understand the functionality >

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1. Locate the file or document in the grid view and click on the three‑dot icon in the Action column.
2. Click on the Set Access menu option.

Fig: 59 - Set Access menu option

The Save Access modal window loads.

Fig: 60 - Save Access modal window

You can keep the Public radio button selection as it is by default. Clicking on the Save button closes the modal window and keeps the access as public.

Fig: 61 - Keeping the file access to default state

3. But you can change the file accessibility so that selected users can use it. Clicking on the Private radio button loads a user selection area, listing out all the existing users of the organization. You can select users to include them. Including users grants the privilige to access the selected document which is already uploaded in the folder.

Fig: 62 - Private access user selection panels

4. You can search for listed users or moved users in either of the panel areas.

Fig: 63 - User search functionality

5. Ensure that at least one listed user is moved from the left panel to the right panel area. To move listed users, you can use the buttons provided in the middle of the left and right panel areas. Refer to the following four points stated below to understand how to move users between the panels.
   • Right arrow (>) button - Click on it after making users selection(s) in the left panel area to move the selected users to the right panel area. You can click on any row to select that user. Multiple user selection is permitted. Alternatively, you can also double click on the label to move it, instead of clicking on the right arrow icon. You can click on the plus (+) icon at the right side of the user name within the left panel to move the user to the right panel.
   • Left arrow (<) button - Click on it after making users selection(s) in the right panel area to move the selected users to the left panel area. You can click on any row to select that user. Multiple user selection is permitted. Alternatively, you can also double click on the label to move it from the right panel area, instead of clicking on the left arrow icon. You can click on the minus (-) icon at the right side of the user name within the right panel to move the user back to the left panel.
   • Double right arrow (>>) button - Click on it to move all the listed users of the left panel to the right panel area.
   • Double left arrow (<<) button - Click on it to move the already moved users of the right panel back to the left panel area.

After you have selected user(s), the count beside the Selected: label at the top-right of the modal window updates to display the number of users populating the right panel area. This is useful when you are including a lot of users.

Fig: 64 - Selected users count display

6. Click on the Save button to save the file accessibility for chosen users.

Fig: 65 - Saving private accessibility of the chosen file

3. Annexure > FAQs on My Docs

1. 1

   What can I do here in My Docs?

   This space is designed as your personal library. You can upload files, keep them organized in folders, track changes over time, and manage who has access. It's a central hub that replaces scattered storage with one clean, reliable place.
2. 2

   How do I get to my documents?

   From the main navigation, select the option labeled “My Docs.” Once clicked, your workspace opens, showing the folders and files you own or can access.
3. 3

   Why is my page empty?

   If you haven’t created any folders or uploaded files yet, the page will look blank. You’ll need to set up a folder first before adding documents.
4. 4

   What makes this tool helpful?

   You can upload and manage files in one place, organize content into folders that match your workflow and track every version automatically, so nothing gets lost.
5. 5

   How do I make a new folder?

   Use the “Create” option, give your folder a clear name, and save it. It will appear in your list immediately, ready to hold files within it.
6. 6

   How can I quickly find a folder?

   Type part of the folder name into the search field. Matching results appear instantly, so you don’t need to scroll through long lists.
7. 7

   Can I change or manage a folder later?

   Yes. Each folder has a small menu where you can rename it, or remove it.
8. 8

   What is the breadcrumb trail at the top?

   It's a path showing where you are inside your folder hierarchy. Clicking any hyperlinked part (displayed in light blue font) of the trail takes you back to that level, making navigation faster and clearer.
9. 9

   How do I add a file?

   Open the folder where you want the file to live, then use the “Upload” option. Choose the file from your computer, specify its accessibility and confirm the upload. It will appear in your chosen folder with details like who uploaded it and when.
10. 10

    How do I find a specific file?

    Use the search field above your file list. Enter keywords, and the results will narrow down to the exact file you’re looking for.
11. 11

    What does the file list show me?

    It's a tabulat view that displays each file's name, description, version number, who uploaded it, and when. This makes it easy to scan and spot the right file quickly.
12. 12

    What actions can I take on a file?

    Click the three‑dot menu next to any file. From there, you can open it, download a copy, copy its online link to share later on, upload a new version, or adjust access permissions.

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