Documents Module – Admin settings

Documents Module – Admin settings

How to create Document Structures and adding Menu Items.

1. Introduction

The way in which we organize documents in CCOMX is by first creating a Document Structure in the Admin settings of the Documents Module, that are later accessed by the regular users associated with the tenants departments. Below is an example of how this module can be used to organize documents across your tenants departments.

In this article we'll go through step by step how you create a document structure and organize it similarly to the example below. For a step by step article showing you how to add, edit, delete and write documents as a Regular User go to  Documents Module — User view.


1. Example of a fully developed Document Structure from the Admin settings  view.

2. Mirror example of how the same  Document Structure  will look like for the Regular User.

Note: An analogy to this type of Document Structure is to look at it like a file structure in an operating system like Windows, MacOS or Linux (oftentimes called a directory tree or a folder system). As an Admin User in CCOMX you create the folder and subfolders. As a Regular User you add, edit and remove documents / files.


1.1 Purpose the Module  

  1. Give the tenants the ability to organize their documents across many different Departments (ships).
  2. Make it easier for the Regular User of the Departments to create and add documents to the structure 
  3. To preconfigure a Document Structure beforehand so that the Regular User can focus on creating, writing and editing the documents.

1.1.2 Key features

Customizability . The Documents Module provides tenants with fine granulated control of how they want to organize their organizations documents across departments. 
Separation of concerns . By separating the module into admin and user side, the end user has a clear directive as to where a document should be place and doesn't have to organize his documents in an ad hoc manner. 

Note: One way of looking at this separation of concerns is to view the Admin settings of the Document Module as Part 1 of the module, and the User Side of the Document Module as Part 2.  The users of Part 1 sets the stage by structuring the folders whilst the users of Part 2 writes the documents and places them in the correct folder.

2. Getting started

In order do access the Document Modules Admin settings, you must be an Administrator User, or higher. If you do not have Administrator privileges, please contact your company IT supervisor, or support@ccom.no for more information. 

2.1 Navigating to the Admin settings of the Document Modul

Navigate to the the Other banner at the bottom of the CCOM landing page.
—Navigate to the Admin Settings  at the bottom of the CCOM landing page.


Provided you have an administrator account, log into CCOMX  and navigate to the bottom of the default CCOMX landing page, and right click the ⚙️ Admin settings tab under the  OTHER banner.


2.2 Creating a New Structure 


  1. Now with the Admin settings sidebar menu visible. Find and right click the Document tab under Documentation & Reports header to open the Document Module. 
  2. Click the + New Structure button to create your first Menu Item.

2.3 User Interface Overview


  1. ID: Please provide an appropriate ID-number for the Structure , a good practice is to count integers from 1. 
  2. Name: Provide an appropriate name for the structure. Note that the reason this is called a Document structure is because the intended purpose is to create collections of documents that can be set to be d epartment (ship) specific aswell as common for two or more, or all available departments. 
  3. Departments: Click this field and select the department(s) you want to have access to this Document Structure.

3. Configuring your Structure

A screenshot of a computerDescription automatically generated

  1. In order to configure or edit a structure, Left Click the structure you want to work on.

Notice that in this example we've created two structures that are department specific (ship drawings for a two specific fishing vessles respectively). But in the structure highlighted, the one we just created, we are intending to put all documents common for more than one vessle.

3.1 Adding a New Root Element / Menu Item


1. Click the + New Root Element  button.



  1. Name: Give an apporpriate name for this collection (folder) of documents. We start with "Manuals" in this example as it is a common category found on ships. 
In the examples in this article, we add numbers in the front of the Name of the Item so that it will show up as a numbered list. Letters A-Z will also order your items.

  1. Placement: Choose the Structure you want to place this collection into. If you select root then the collection will be placed as a Document Structure tailored to the department you currently have selected. This is a shorthand if you want to create new structures instead of sub-categories.
Note that the popup says  Add new menu item and this can be confusing as the button you clicked says  + New Root Element.  The popup window allows us to creating menu items to the document structure, and for the end user the root elements will look like menu items as we'll see after we've gone through this section.

3.2 Adding Icons to Menu Items





  1. Icon: Search for an appropriate icon to go alongside the Menu Item.
Icons are used to make it easier to navigate the Menu Items and use the Structure. Icons used for the Menu Items are from Google's Material Design and can be seen in an overview here:  Material Symbols and Icons - Google Fonts.  
Below are some suggestions of commonly used icon used in some of examples in this article alongside their respective search keywords:


4. Click an icon and then click Create.

3.3 Editing, deleting or adding Subsections to the New Root Element / Menu Item

The New Root Element / Menu Item will show up like this in your document structure below the structure details with the following options:
The New Root Element shown below the edit Documents Struture Details.

  1. + Lets you add a new subcategory to this Menu Item.  
  2. - Lets you delete this Menu Item
  3. ✏️ Allows you to edit the Menu Item details .

3.4 Example: How will this look on the User Side?

This is how the structure and the menu items will show up for regular users of the document structure: 


This is how a single document structure and a menu item will show up for regular users of the Document Structure.


4. Advanced Functionality

For Tenants with a vast ammount of Departments (ships) there may be a need for big archives of documents. In this example you can see how you easily can create further subsections to the structures and specify them to your needs.

4.1 Adding Subsections to Menu Items

How to add further subsections to your Document Structure's Menu Items.
  1. Say we want to add a new category for IHM documents. We click the  + button to the right of the Menu Item  we want to add a subcategory to, in this example we want to add a Subcategory named " 2019 " to the  IHM Archive  Menu Item .
A screenshot of a menuDescription automatically generated
The rest of the steps are identical to how we create menu items in 3.1 Adding a New Root Element / Menu Item.
  1. Name:  Name of the new subsection 
  2. Placement:  The structure you want to place it in. 
  3. Icon:  A suitable icon so that the end user can more clearly see what documents it's for. In this example we've used calendar month.
Screenshot showing the newly created menu item subcategory for the IHM Archive.
"2019" is now visible as a new subcategory to the IHM Archive Menu Items .  You can make further subcategories if you need like we've done in the example above for "2011" by adding January as a further subcategory.



4.2 How the new Subcategory shows up for the User



This is how the Structure with its' Menu Items and Subcategories  will look like on the User Side.
For more information about the User Side of the  Documents Module, go to Documents Module — User View for a detailed step by step article on how to add Documents to the Structure.


    • Related Articles

    • Maintenance Module - Admin settings

      1 Introduction 1.1 Purpose The system's maintenance module must be configured correctly before it can be used effectively. Within the “Maintenance” section, the user must populate several menus with correct data. These menus are: Job Types Components ...

    • Documents Module – User View

      How to create, write, edit, and approve documents in the Documents module. 1. Introduction In this article we'll break down how to add end edit documents in the Document module as a Regular User, as well as break down the work flow logic of this ...

    • Documents-module description

      Overview The document module's table view gives you an organized list of all the documents in the selected folder, including any folders inside it. In this list, you can see important details about each document in a clear and simple way. Description ...

    • Certificate-module description

      Overview The table overview offers an organized overview of all certificates within the selected folder, including any sub-folders (if they exist). The columns in this table provide a concise summary containing essantial details for each registered ...

    • 8.1 Maintenance-module description

      Overview The table overview provides a structured summary of all maintenance jobs. The columns in this table present essential information for each registered maintenance job in a clear and organized manner. Description The Maintenance-module plays a ...