Documents

Documents are files stored in Amplify alongside the work they relate to — such as a business case, a supporting analysis, or evidence for a benefit's actual values. They can be uploaded to initiatives and projects, benefits, measures, and goals, attached to a benefit's actual values, and attached to a stage gate as supporting evidence for its approval.

This article covers both the Advanced and Simple Models. Documents are only available where Enable Documents is turned on for the item's classification — see Enabling documents.

Enabling documents

Advanced Model

To enable documents on a classification:

1. Navigate to Administration > Classifications, and click Edit next to the initiative, benefit, measure, or goal classification.

2. Turn on Enable Documents. For initiative classifications, it's on the General Configuration tab; for benefit, measure, and goal classifications, it's on the Advanced tab.

   

3. Click Save.

Simple Model

To enable documents in a program:

1. Navigate to your program, then to Configuration > Advanced, and turn on Enable Documents for the program itself.

   

2. For projects, benefits, and goals, navigate to Configuration > Program Items, open the project, benefit, or goal type, and turn on Enable Documents on its Advanced tab.

The file types that can be uploaded are set under Administration > Site Settings > Allowed Document Formats — see Site Settings.

Uploading a document

To upload a document:

1. Open the item's documents:

   • Initiative or project — select Documents on its side menu.
   • Benefit, measure, or goal — on its dashboard, click the paperclip button.

   

2. Click Upload Documents. Your device's file manager opens, showing only the file types your organization allows.
3. Select a file, and click Open. One file can be uploaded at a time.

The document is added to the table straight away. Its Name is taken from the file name, without the extension, and its Description is blank until you add one.

The Documents table

An initiative's Documents page lists its documents in a table, oldest first:

• Name and Description — editable in the table.
• File Name and File Type — the uploaded file's name and extension.
• File Size — shown in KB or MB, depending on the size.
• Uploaded On and Uploaded By — when, and by whom, the file was uploaded.

Search to find documents by their Name, File Name, or Description, or filter any column from its header.

Editing, downloading, and deleting

• Edit — change a document's Name or Description directly in its cell.
• Download and Delete — use the actions at the right of the document's row. Deleting asks you to confirm first.

Documents are deleted one at a time. A document can't be deleted while it's the only supporting document on a stage that requires one — attach another document to the stage first.

Attaching documents to benefit actuals

A benefit's actual values can have supporting documents, such as the evidence for a period's result, where Enable Attachments is turned on for its benefit classification. It's off by default — see Configuring Benefit Classifications (Advanced Model).

Attachments can be added wherever actuals are entered: the benefit's Plan tab, the measure's Adjust tab, and overdue actual notifications on the Personal Dashboard and in My Notifications. To attach a document:

1. Click the attachment button next to the actual value.

   

2. Click Choose file, and select the file.
3. Click Upload Document. Repeat for any more files.
4. Close the window, and click Save.

Supporting documents for stage gates

A stage can ask for supporting documents to be attached when it's submitted for approval.

Setting up supporting documents

On the stage, under the stage gate process configuration, turn on:

• Enable supporting documents — lets documents be attached to the stage. It needs Enable Documents to be turned on for the initiative's classification.
• Supporting documents are required — at least one document must be attached before the stage can be submitted. Turning off Enable supporting documents turns this off too.

See Stage Gate Process.

Attaching supporting documents

Under Attach supporting documents on the initiative's stage gate process, either:

• Upload a new document — click Choose File, select the file, and click Upload Document. It's added to the stage's supporting documents, and to the initiative's Documents page, named after the file. Rename it on the Documents page if needed.
• Select an existing document — choose one of the initiative's documents from Or select an existing document, and click Add.

Removing a supporting document

Click the delete button next to the document in the stage's supporting documents. This only removes it from the stage — the document itself stays on the initiative's Documents page, and on any other stage it's attached to.

Where the stage requires supporting documents, its last document can't be removed. Attach another document first.