Smart Cabinet is predicated on helping you to find gaps in your document compliance. The way this is accomplished is through the use of Applied Periods.
In case you haven't read What's the difference between Documents and Smart Cabinet?, you should give that a quick skim.
To skip ahead:
- So what is an Applied Period?
- How do I create an Applied Period?
- Adding documents to an Applied Period
- Assigning users to an Applied Period
- What happens when I remove a document from an Applied Period?
So what is an Applied Period?
An Applied Period refers to the point in time when a document was applicable. For example, a document for your "October 2018 Visitor Log" would be applicable from October 1, 2017 to October 31, 2017.
Applied Periods are tied to Document Types and are generated by the system whenever you create a new Document Type. How they're generated depends on how a Document Type is set up. In particular, the values you've chosen for the "Upload By", "Upload Frequency", and "Start Date". Take for example the aforementioned "October 2017 Visitor Log". That document would belong to a broader Document Type, which would have the following parameters:
- It's upload frequency is monthly (as "October 2017" suggests)
- It's uploaded by location (meaning each location has its own visitor log for October)
Make sense? Good.
Lastly, each Document Type has a "Start Date". This is the final piece of information needed to generate Applied Periods. The Start Date refers to the point in time when you should have started retaining this document. In theory, it might be the day your store first opened it's doors.
So let's put it all together. This is how the Applied Periods would show for your "Visitor Log" Document Type. Mind you, that the below image only represents one of your locations. Since the visitor log is uploaded by location, each location would have its own set of Applied Periods.
Applied Periods for a "Monthly" document type represented in Smart Cabinet
Note: If you're using Binders curated by Simplifya, you might already have some of the Document Type data set (as our recommendations).
How do I create an Applied Period?
Edit the settings of a Document Type (by clicking "EDIT" next to a Document Type name in Smart Cabinet or through the Smart Cabinet Settings view) and choose the "Upload By", "Frequency" and "Start Date" values. This will generate your set of Applied Periods, which will be created from the "Start Date" you selected to today.
Adding a month and year to the "Start Date" field generates Applied Periods for a document type
You can create Applied Periods as far back into the past as you'd like. All you need to do is change the "Start Date" to a point further in the past. Regardless of a Document Type's chosen frequency (e.g. weekly, monthly, etc.), you can choose a month and a year that you would like Applied Periods to go back to.
At the moment, the system automatically generates future Applied Periods for Document Types. At any given moment, Simplifya will show the next six Applied Periods into the future. So if your working with your monthly "Visitor Log" Document Type and today is November 1, the Applied Periods for the next six months will also appear, which are: December, January, February, March, April, and May.
But of course, you won't have any visitor logs to add to future Applied Periods, since they haven't been filled out yet.
Adding documents to an Applied Period
Add documents to an Applied Period by clicking on that period's ellipses menu
From Smart Cabinet, you can add documents directly to an Applied Period by clicking on the ellipses in the top-right corner of the Applied Period box. After clicking "Add Document", you'll be able to A) upload a document directly from your computer or B) select from the documents you've already uploaded to Simplifya. Once you've added your document, the Applied Period box will become blue, indicating that there's a document attached to it.
The Applied Period for October has a document attached, while September doesn't
Note: If the current Document Type your viewing has the "Upload By" set to location or license, you'll also need to select which of your location(s) or license(s) this document is relevant for.
Assigning users to an Applied Period
By clicking the same menu (on the Applied Period box) where you added the document, you can assign a user at your company to this Applied Period. The selected user(s) will be responsible for this Applied Period, and their avatar will be visible in the bottom right corner of the Applied Period.
An Applied Period with a user assigned to it shows that users avatar
Note: If the current Document Type your viewing has the "Upload By" set to location or license, you'll also need to select which of your location(s) or license(s) this user has been assigned to.
What happens when I remove a document from an Applied Period?
The document is removed from the Applied Period, but still remains in your Simplifya document storage.
If it was the only document that was attached to that Applied Period, the color of the box will turn from blue (see above) to white. If there are still one or more documents attached after you remove the document, the box will remain blue.
Keep reading: Viewing and downloading documents