Summary
This article covers the uses of the document manager, including storing, organizing, and exporting documents.
Table of Contents
The Documents Manager is a tool to store, organize, and efficiently export documents saved to forms within CTMS. With this high-level view, these documents can be sorted by many criteria options and downloaded in bulk.
Access Documents Manager
From within the CTMS platform, click the expandable menu to the left of the screen (global menu) and select Documents Manager.
Available Columns and Filter Types
The Documents Manager contains a table listing all documents saved to personnel records. Just as is the case with most managers, you can rearrange, filter, and sort most of your manager columns. Columns can be dragged and dropped between the manager table and the filters menu, based on your workspace preference. For more information on managers, see the article on CTMS Managers.
The following table defines each column, the actions made available through the column value and the filters and sorts available.
| Name | Value | Action | Sortable | Filters |
| Personnel | The personnel record associated with the document if applicable | (none) | Yes | Text |
| Document Name | The document name as entered during the creation of the instance | Downloads chosen document | Yes | Text |
| Document Type | Type of document chosen during the creation of the instance | (none) | Yes | Choice |
| Uploaded By | The creator of the document instance | (none) | Yes | Choice |
| Upload Date | The date the document instance was created | (none) | Yes | Date |
| Expiration Date | The date the document is considered expired, if provided during the creation of the instance | (none) | Yes | Date |
| Question | The field where the document is saved | Links to the question | Yes | Text |
| Form | The form containing the field where the document is saved | Links to the form | No | None |
| Path | The path to the field where the document is saved | Links to both the study and form | No | None |
| Form Type | The type of form | (none) | Yes | Choice |
| Studies | Studies associated with the personnel | Links to selected study | Yes | Choice |
| Study Sites | The study site or sites where the document is saved | Links to the study site | No | Choice |
| Sites | The study site or sites where the document is saved | Links to the Edit Site form for the site | No | Choice |
Note: Documents attached to regulatory checklists will appear in the Documents Manager, however the Study Site relationship column will not display accurately until a future release.Actions
Exports
By clicking the options Excel or CSV, the system will provide an export of the information currently displayed in the manager table in the chosen format. The content of this export will be based on the filters applied to the table at the time of export.
Choose an Action – Press Go
The Choose an Action – Press Go dropdown can be expanded by clicking and contains the following options:
Download Documents (Unstructured)
Choosing this option will generate a folder containing the selected documents as well as a CSV file containing the table and data related to the selected documents.
Download (Structured)
Choosing this option will generate a folder that contains a CSV file containing the table, data related to the selected documents, and also a CTMS folder. The CTMS folder contains a series of folders that are a structured path leading to where the document resides in CTMS. The file structure mirrors the file structure as found in the Files Manager.
Example:
User Jennifer Moore has a CV attached to her Personnel Record. Upon downloading this file from the Document Manager using Download (Structured) you will see the following:
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