This feature enables you to store or share your own documents that are not included in the templates provided by DPDx in the Internal and Optional sections. Once published, you have the option to use DPDx for email distribution and acceptance status in the “Stakeholder Comms” section.
When you enter the Document Library section, you may dismiss the introduction by clicking the “X”. The page contains a document listing with document name and status information.
Homepage
Document Listing
The document listing on the homepage contains the following information.
- Name – Can be changed using the “Edit” button
- Description – Can be changed using the “Edit” button
- Show in Stakeholders? – Check this box if you will share this document in the “Stakeholder Comms” section of DPDx. We recommend you only check this box once the document is reviewed and complete. Otherwise you can email an empty or incomplete document.
- Last Published – there are 3 possible options:
- Date it was last published
- “Has never been published”
- “N/A” for a document created with preference=“Use my own document”
- Preference – Document creation method
- Use My Own Content – create, edit and publish within DPDx
- Use My Own Document – you upload an externally created PDF document which contains your content
To the right of the Preference, a yellow bell means that your document is not complete.
- In “Use my own content”, it means that content has been added but the document has not been published. Once edited, the yellow bell will not indicate an unpublished draft once the original version was published.
- In “Use my own document”, it means a document has not been uploaded.
Sort document listing
To sort the listing, click on the column heading name to sort by that column; click again to change from ascending / descending. If your output is sorted by any column, a caret will appear to designate ascending/descending order.
Search
Free text search returns a full or partial match of your text within the Name and Description of documents. Enter a search term and the results will dynamically display. Click the “x” to the right of the text box to clear the results.
Create document
To create a new Document:
- Click “Add New”
- Enter Name
- Enter Description
- Choose Save
The document appears on your homepage listing. Next:
- Click on your creation method (called “Preference”)
- Use my own content: you create, edit and publish within DPDx
- Use my own document: you upload an externally created PDF document which contains your content
- Click “Edit”
Continue the instructions based on the Preference you chose.
Use my own content
You can input and/or paste your document content on the pop-up. To complete the document:
- Click in the content window and enter your document
- Click “Save” twice
- The first “Save” removes the editing toolbar
- The second “Save” does the actual save and returns to the document listing
When you are happy with your content (review with your legal counsel as needed) and it is ready for distribution, you need to Publish it. Choose “Edit” again to return to the pop-up where you will see the publish information. Click “Publish”.
This returns to the document listing. Publish information appears in the document listing. If you wish to distribute this document to stakeholders, check the box under the heading “Show in Stakeholders?”
You may wish to Download the published version for your archives.
Use my own document
Externally create your document and review with your legal counsel as needed.
A pop-up appears for document upload.
- Save your document as a PDF
- Select “Upload your own document” and upload the PDF
- The DPDx internal file name will appear
- Click Save
You return to the document listing. There is no need to publish with this creation method. If you wish to distribute this document to stakeholders, check the box under the heading “Show in Stakeholders?”
Edit a document
We recommend that you review your Document Library once or twice a year to ensure accuracy, regardless of the creation method used. This is also a good time to have a legal review of your documents.
Use my own content
You may wish to pause distribution of the document during the edit process. From the document listing:
- Uncheck “Show in Stakeholders?”
- Click “Edit”
DPDx will retain both a Draft and a Published version of each document. We recommend that you Download the published version as a backup before you begin, then change the downloaded file name to include “published” to differentiate downloaded versions.
To modify the document:
- Click in the content window and modify your document
- Click “Save” twice
- The first “Save” removes the editing toolbar
- The second “Save” does the actual save and returns to the document listing
When you are happy with your content (review with your legal counsel as needed) and it is ready for distribution, you will Publish it. Choose “Edit” again to return to the pop-up where you will see the publish information. Click “Publish”.
This returns to the document listing. The new publish information appears in the document listing. If you wish to distribute this document to stakeholders, check the box under the heading “Show in Stakeholders?”
You may wish to Download the new published version for your archives.
Use my own document
You may wish to pause distribution of the document during the edit process. From the document listing:
- Uncheck “Show in Stakeholders?”
- Click “Edit”
Since your own document is not directly integrated with DPDx, make changes to the document in your usual method.
A pop-up appears for document upload.
- Save your document as a PDF
- Select “Upload your own document” and upload the PDF
- The DPDx internal file name will appear
- Click Save
You return to the document listing. There is no need to publish with this creation method. When you are happy with your content (review with your legal counsel as needed) and it is ready for distribution to stakeholders, check the box under the heading “Show in Stakeholders?”
Change document creation method (Preference)
The Document Listing tab will always default to the current Preference for document creation method. You can change your notice creation method, even if you are published with Use My Own Content. Before you begin, we recommend that you download the current version of your Privacy Notice.
Unlike changing creation method in Privacy Notices and Internal / Optional Documents, you will not lose all existing edited or uploaded content. Both types are retained in DPDx. When you send Stakeholder emails, the currently-selected version will be distributed.
To change your Preference for document creation method:
- You may wish to pause distribution of the document during the edit process: Uncheck “Show in Stakeholders?”
- Click on the new method you wish to use
- Click “Edit”
Next follow the instructions in the Create document section. When your new document is complete and Published (if needed) don’t forget to check the box under the heading “Show in Stakeholders?”.
If you change back to your previous Preference for document creation method, the last-used versions are still available.
Delete a document
Before you begin a deletion, we recommend that you download the current version of your document.
Delete entire document
From the Document Library listing, click “Delete” to the right of the document you wish to delete.
On the confirmation pop-up, click OK.
The document is deleted and removed from the Document Listing.
Delete from “Use my own content”
There is not a delete function within “Use my own content”.
WARNING: Do not attempt to delete all the content in the editing window; instead Delete the entire document and re-create it.
Delete from “Use my own document”
If you delete the document from within “Use my own document”, first uncheck “Show in Stakeholders?” from the Document Listing. Then click “Edit” to the right of the document you wish to delete.
From the Edit pop-up, click Delete to the right of the internal document name, then Save.
WARNING: You will not receive a confirmation for the deletion. Clicking Delete automatically removes the file.
Download a document
As you create documents, we recommend that you download copies for backup and historical documentation.
Use my own content
From the Document Listing, click “Edit” to the right of the document you wish to download.
DPDx retains both a Draft and a Published version of each document. From the Download dropdown within the Edit pop-up, choose the version you wish to download.
Use my own document
From the Document Listing, click “Edit” to the right of the document you wish to download.
Within the Edit pop-up, click on the uploaded document name, then use your browser’s download function.
Once you have completed your Document Library, you are done with the Governance section.
