- Adding Folders and Files to the Document Repositories
- Working with the Folders and Files in the Document Repositories
- GMAS Document Management Guidelines
- Document Repository Security
- Browser Preferences for Document Download
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
Financial Deliverables Repository
Transaction Monitoring Repository
Outside Foreign Contracts and Agreements (person level repository)
Organization Repository (Internal and External)
Letter of Credit (LOC) Repository
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".
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".
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.
Emailing Documents and Moving from the Clipboard
1. Send emails to be stored in a GMAS document repository by emailing firstname.lastname@example.org. 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".
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".
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.
Moving Documents and Emails
1. To move a document or email to a folder or to the clipboard, 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.
Deleting Documents, Folders, and Emails
1. To delete a document, folder (including all of its contents), or an email (including its attachments), select the gear icon associated to the document, folder, or email and then select "Delete".
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".
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".
Locking and Unlocking Documents
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.
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.
- 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
- 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.
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.
(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):
(scroll down to section called “Change download locations”)
Instruction to view PDF files in Chrome browser (enable plug-in):
(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):
Solutions to common issues viewing PDFs from a website from Adobe:
For a full list of document repository FAQs, click here.