Global Document Category
Global Document Category
Property management users can set a Global Document Category and upload globally used documents in the CINC WebAxis Admin tool that will be inherited by all associations.
To create a Global Document Category select Manage Content > Global Document Category. If you are using universal navigation, click Associations > Documents > Global Folders.
On this screen, users can add a new Global Document Category, edit or delete an existing one, and upload documentation into the associated directory.
When the new category is created, users can set up directory privacy and access restrictions for different categories.
NOTE: Only users who sign into WebAxis will have access to the Global Document Directories defined as Private. Only users belonging to categories for which access is allowed will be able to see the Global Document Directory.
Once a Global Document Directory is created, it will be propagated to all existing associations within the management company.
NOTE: Refer to the icon on the Documentation screen to distinguish between regular and global directories
When a Global Document category is created with a name which is already in use as a local document folder under one or multiple associations, an alert will display. Click OK to close the alert popup.
Create Parent Folder/Subfolders
Select Manage Content > Global Document Categories.
On the Global Document Categories screen, click Add Global Document Category.
If you are using universal navigation, click Associations > Documents > Global Folders.
On the Global Document Category popup, complete the following and click Create:
Global Document Category: Enter a name for the new category.
Private?: Select the checkbox to limit access to the selections made in Allow Category access.
Hidden: Select if documents cannot be downloaded or viewed in the Homeowner & Board Portal. Cephai, if enabled, will still read and respond using hidden documents.
Allow Category access: If Private is selected, select the checkbox(es) next to the boards and committees that should have access.
Restrict Category Access: Select the checkbox(es) to restrict access to current or previous tenants.
Enable AI in WebAxis/HO App: Select the checkbox to enable Cephai AI to read all files within the folder.
Enable AI in CINC Manager: Select the checkbox to enable Cephai AI to read all files within the folder.
To create a subfolder under the new (or any) folder, click Edit beside the appropriate parent folder on the Global Document Categories screen.
On the Global Document Category popup, enter the new subfolder a Name and click Update. Category properties are inherited from the parent folder.
Parent folder now has + sign showing that there is a subfolder.
Users can create a sub-subfolder by repeating Step 4 above.
Publishing to the Global Document Category
Publishing from WebAxis
Documents can be uploaded into a Global Document Category from the WebAxis Admin Tool:
Click Upload next to the appropriate category.
Select files to upload, then press Upload.
Users can publish one or multiple document(s) to one, multiple, or all associations under specific property management.
Reports can be uploaded into Global Document Category from CINC Accounting Queue screen; the link to it is on the left side of the screen.
The system has a built-in mechanism to validate that once reports are published, only those for a specific association are visible via a global category for that association. They cannot be viewed or accessed by other associations.