Contents 

1. Overview
2. Adding Folders and Files to the Document Repositories
   1. Creating a Folder
   2. Uploading Documents
   3. Emailing Documents and Moving from the Clipboard
3. Working with the Folders and Files in the Document Repositories
   1. Viewing Documents and Emails
   2. Moving Documents and Emails
   3. Deleting Documents, Folders, and Emails
   4. Renaming Documents and Folders
   5. Editing Descriptions of Documents
   6. Locking and Unlocking Documents
   7. Downloading Documents
4. GMAS Document Management Guidelines
5. Document Repository Security
6. Browser Preferences for Document Download
7. FAQs

Overview

GMAS has twelve different document repository types. Each can be used to store files related to a specific project component, person, or organization. 

Project Component Repositories

Other Repositories

Segment Repository Exists for each project segment. Available when a segment is created.             Request Repository Exists for each request associated to a project segment. Available when a request is created. Notice Repository Exists for each notice associated to a request or project segment. Available after the notice has been logged. Approval Repository Exists for each approval within a request or project segment. Available after the list of approvals is generated. Note: The cost sharing repository is one repository shared across the cost sharing approval, cost sharing form, and cost sharing request. Financial Deliverables Repository Exists for each financial deliverable within a project segment. Available after the financial deliverables are scheduled   Transaction Monitoring Repository Exists for each project segment. Available when a segment is created. Subagreement Repository Exists for each subagreement associated with a project segment. Available after the subagreement has been created.

Clipboard Exists for each user. Only visible to the individual user. Contains emails mailed to gmasdoc@camail.harvard.edu from a preferred email address of a user in GMAS any emails or documents moved to Clipboard from the other repositories emails or documents uploaded directly to the clipboard Person Repository Exists for each person record in GMAS. Visible to all users. Outside Foreign Contracts and Agreements (person level repository) Exists for each person record in GMAS. Visibility to the repository is as follows: Everyone can view their own repository and upload documents. Those in the "Contracts reviewer" role can view everyone's repositories, upload documents, delete documents, and add descriptions and status categories to the documents. Those who play an active role on projects can view and upload documents to repositories for individuals who are on the research teams to the projects within their scope.   For more information on this repository, visit the Outside Foreign Contracts and Agreements job aids. Organization Repository (Internal and External) Exists for each organization record in GMAS. Letter of Credit (LOC) Repository Exists within the LOC component of GMAS. Only available to the LOC Specialist role.

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Adding Folders and Files to the Document Repositories

Creating a Folder

Folders can be created to organize documents within a document repository. To create a folder in a document repository navigate to the document repository where the folder will live.

1. To create a folder, select "Actions" and then "Add folder".

2.  Enter the folder name, and select "Done". 

 

GMAS also allows a second tier of subfolders. This can be helpful for additional organization purposes. To create a subfolder, navigate to where the primary folder lives.

1. To create a subfolder, select the gear icon next to the primary folder and then “Add subfolder”.

2. Enter the subfolder name, and select "Done".

 

 

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Uploading Documents

Documents can be uploaded one by one, or in bulk in the document repositories.

1.To upload documents, navigate to the document repository where the document will live. 

2. To upload to the document repository, select the "Actions" button and then select "Upload documents".

or

To upload a document to a folder, select the gear icon associated to the folder and then "Upload documents".

3.Select Choose files to select documents, or drag them from a location on your desktop into the “Drop files here” window. To select multiple files, use Ctrl on the keyboard while making document selections (you can also drag a folder into the "Drop files here" window to upload all of the contents of a folder). 

4. Descriptions can be added to each of the documents prior to finalizing the upload. Selecting "Done" will upload all of the documents to the document repository. 

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Emailing Documents and Moving from the Clipboard

1. Send emails to be stored in a GMAS document repository by emailing gmasdoc@camail.harvard.edu. Emails must be sent from a user's preferred email address. 

Documents emailed into GMAS will be stored in the sender's Clipboard until moved. To access the clipboard, select "Documents" from the GMAS homepage, or select your name, and then "Documents" from the newly converted GMAS screens.

 

2. To move documents from the Clipboard, navigate to the document repository where the document will live. 

3. To upload the email (or its attachments) to the document repository, select "Actions" and then "Get from clipboard".

or

To upload to a folder, select the gear icon associated to the folder and then "Get from clipboard".

 

4. Select the documents from the Clipboard to be moved into the repository and select "Done".

 

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Working with the Folders and Files in the Document Repositories

Documents can be viewed, moved, deleted, and document attributes can be edited once they are in the document repository. To work with a document, navigate to the document repository where the document lives.  

Viewing Documents and Emails

1. To view documents within a folder, open the folder by clicking on the folder icon. To view an email, the attachments of an email, or an uploaded document, select the name of the email or document. 

 

 

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Moving Documents and Emails

Documents can be moved to/from a folder or to the clipboard individually or in bulk.

Moving a document or email to/from a folder or to the clipboard individually:

1. Select the gear icon associated to the document or email and then select "Move". (Attachments can also be moved out of an email by following the same process.)

2. Select the folder or select the clipboard and then "Done" to successfully move the document or email.

 

Moving documents or emails to/from a folder or to the clipboard in bulk:

1. Select the "Actions" button at the top of the screen and then select "Move documents".
   Note: the "Move documents" option will be disabled if there are no documetns that can be moved within or out of the document repository. This can be due to security or documents being locked.
   
2. The "Move documents" modal will contain all documents and emails from the document repository that can be moved around (this modal excludes locked documents). First select where the documents will be moved to. They can be moved into folders by selecting the folder or subfolder name, to the clipboard if permissions allow it, or to the top level of the document repository. 
3. Once the location is selected, all documents can be selected from the top checkbox, or multiple documents can be selected by selecting the individual checkboxes in the list. The "Folder/Subfolder name" column indicates where in the repository the documents are currently located.No name indicates the document is at the top levelof the document repository.
   Note: Attachments of emails will not have checkboxes next to them. If attachments need to be treated differently from the email they are associated with, they must first be moved out from the email following the move indidivual documents process.
4. Once all the documents to be moved into the selected location are set, select "Move documents" at the bottom of the modal.
   Note: If a location was selectedand any of the selected documetns to move are already residing in that location, they will not move. 
   
    

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Deleting Documents, Folders, and Emails

Documents and emails can be deleted from a document repository individually or in bulk. Folders can only be deleted individually.  

Deleting a document, folder, or email individually:

1. Select the gear icon associated to the document, folder, or email and then select "Delete".
Note: Deleting a folder or an email will also delete all associated documents.

Deleting documents, folders, and emails in bulk:

1. Select the “Actions” button at the top of the screen and then select “Delete documents”. Note: the “Delete documents” option will be disabled if there are no documents that can be deleted within the document repository. This can be due to security or documents being locked. 
   
2. The “Delete documents” modal will contain all documents and emails from the document repository that can be deleted (this modal excludes locked documents). All documents can be selected from the top checkbox, or multiple documents can be selected by selecting the individual checkboxes in the list. The “Folder/Subfolder name” column indicates where in the repository the documents are located. No name indicates the document is at the top level of the document repository.  
   Note: Attachments of emails will not have checkboxes next to them. If attachments need to be treated differently from the email they are associated with, they must first be moved out from the email following the move individual documents process. 
3. Once all the documents to be deleted are set, select “Delete documents” at the bottom of the modal.
   WARNING: Documents cannot be retrieved once they are delete. Be sure all documents are properly selected before selcting the "Delete documents" button.
   

 

 

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Renaming Documents and Folders

1. To rename a document or folder, select the gear icon associated to the document or folder and select "Rename".

2. Enter the new name of the document or folder and then select "Done".

 

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Editing Descriptions of Documents

1. To edit the description of a document, select the gear icon associated to the document and select "Edit description".

 

2. Enter the new description of the document and then select "Done".

 

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Locking and Unlocking Documents

Documents and emails can be locked and unlocked individually or in bulk. 

Locking and unlocking documents and emails individually:

1. To lock or unlock a document or email, select the gear icon next to the document or email to be locked or unlocked and then select "Lock" or "Unlock".

A lock icon will appear next to the gear icon if the document or email has been locked, and will disappear if the document or email is unlocked.

Locking and unlocking documents and emails in bulk:

1. Select the “Actions” button at the top of the screen and then select “Lock documents” or “Unlock documents”.
   Note: the “Lock documents” and “Unlock documents” option will be disabled if there are no documents that can be locked or unlocked within the document repository. This button can also be disabled due to security. 
   

2. The “Lock documents” and “Unlock documents” modals will contain all documents and emails from the document repository that can be locked or unlocked. All documents can be selected from the top checkbox, or multiple documents can be selected by selecting the individual checkboxes in the list. The “Folder/Subfolder name” column indicates where in the repository the documents are located. No name indicates the document is at the top level of the document repository.  

3. Note: Attachments of emails will not have checkboxes next to them. If attachments need to be treated differently from the email they are associated with, they must first be moved out from the email following the move individual documents process. 

4. Once all the documents to be deleted are set, select “Lock documents” or “Unlock documents” button at the bottom of the modal. 
   

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Downloading Documents

Documents can be downloaded individually, or all documents in a repository can be downloaded at the same time. If you choose to download all documents in a repository, they will be downloaded by your browser as a zip file.

 

1. To download an individual document or email attachment, click on the name of that document or email attachment and it will be downloaded by your browser

 

1. To download all documents in a repository, navigate to that repository and select "Actions" and then "Download all".

GMAS Document Mangement Guidelines

The Office for Sponsored Programs, Harvard Medical School Office of Research Administration, and the Harvard Chan School of Public Health Sponsored Programs Administration have collectively defined guidelines to assist in the organization, maintenance, and retention of documentation in GMAS. These guidelines can be found here.

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Document Repository Security

Security in the document repositories varies based on role and document repository type. For a full list of security by role and repository type use this document security matrix. 

 

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Browser Preferences for Document Download

Firefox
https://support.mozilla.org/en-US/kb/change-firefox-behavior-when-open-file
(scroll down to section called “Change download actions” or click this URL https://support.mozilla.org/en-US/kb/change-firefox-behavior-when-open-file#w_changing-download-actions)

Instructions to view PDF files in Firefox browser (plug-ins and how to fix common issues):
https://support.mozilla.org/en-US/kb/view-pdf-files-firefox-without-downloading-them

Chrome
https://support.google.com/chrome/answer/95759?co=GENIE.Platform%3DDesktop&hl=en
(scroll down to section called “Change download locations”)

Instruction to view PDF files in Chrome browser (enable plug-in):
https://support.google.com/chrome/answer/6213030?hl=en

Internet explorer
https://support.microsoft.com/en-us/help/17436/windows-internet-explorer-download-files-from-web
(scroll down to section called “Change the default download folder on your PC)

Instruction to view PDF files in Internet Explorer browser (enable PDF add-on):
https://helpx.adobe.com/acrobat/kb/cant-view-pdf-web.html#topic-6

Other resources
Solutions to common issues viewing PDFs from a website from Adobe:
https://helpx.adobe.com/acrobat/kb/cant-view-pdf-web.html

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FAQs

For a full list of document repository FAQs, click here.  

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