Manage Library

Click the Add New Folder button in the toolbar to open the folder window. Enter the following details:

• Name: Descriptive name for the folder (e.g., "Operations Manual", "Safety Procedures")
• Shared with: Control who can see and access this folder and its contents. Select users, roles, or "All Users" with appropriate access levels (View, Download, or Owner)

Access levels explained:

• View: Can see the folder and documents but cannot download files
• Download: Can view and download documents
• Owner: Full control including edit, delete, and managing sub-items

Click Save to create the folder. It appears in the main table at the top level. To create a sub-folder, first expand a parent folder, then use the add button within that folder's row.

In the folder's table row, click the edit icon to reopen the folder window. You can change the name or access permissions. Changes apply to the folder and affect visibility for all its children unless child items have their own specific permissions.

To deactivate a folder, click the deactivate icon in the rightmost column. A confirmation window asks if you want to proceed. Deactivated folders and all their contents move to the Deactivated view, accessible by switching the view toggle.

Note: Deactivating a folder does not permanently delete it. You can reactivate items from the Deactivated view if needed.

Folders and document types can be reordered using the up/down arrow buttons in the first column. This changes the display order in the table and affects how documents are presented in other parts of Musket.

To move a folder to a different parent, use the "Change Parent" option in the folder's actions. This allows you to reorganise your document structure without recreating items.

Navigate to the folder where you want to add the document type, then click the add icon for that folder. The document type window opens with the following sections:

Basic information

• Name: The document name (e.g., "Flight Operations Procedures", "Emergency Response Plan")
• Optional: Checkbox to mark this document as optional for users (affects compliance tracking)
• Validity period: Number of days, months, or years the document remains valid after issue

Access permissions

The Shared with section controls who can access this document type and its issues/revisions. By default, the document type inherits permissions from its parent folder, but you can override this by adding specific users or roles.

• User access: Grant specific users View, Download, or Owner access
• Role access: Grant entire roles (e.g., "Flight Crew", "Maintenance Staff") access
• All Users: Make the document available to everyone in your organisation

Custom fields

If your organisation has defined custom field groups (e.g., "QMS Fields", "Regulatory Fields"), select the appropriate group from the dropdown. This adds organisation-specific fields to the document type, such as:

• Approval authority
• Reference numbers
• Compliance categories
• Any other custom data your organisation requires

Custom fields marked as "Show in Main Table" appear as additional columns in the library table for quick reference.

Applies to

For organisation library items, this section shows which users, roles, or groups this document type applies to. This is informational and helps users understand the document's scope.

Click Save to create the document type. It appears nested under its parent folder in the table.

Click the edit icon in the document type's row to reopen the window and modify any settings. Changes to access permissions apply to all existing and future issues/revisions unless individual issues have overridden the permissions.

Deactivating a document type moves it and all its issues/revisions to the Deactivated view. This is useful for documents that are no longer in use but need to be retained for audit or historical purposes.

Expand a document type in the table to see its existing issues and revisions. Click the add button within that document type's row to create a new issue/revision. A table opens showing all issues/revisions with the following columns:

Core revision fields

• Issue/revision #: Text field for the version identifier (e.g., "1.0", "Rev 3", "Issue 2 Rev 1"). Use a consistent naming scheme across your organisation.
• Revision date: Date this revision was created or approved. Defaults to today but can be backdated for historical records.
• Published: Checkbox indicating if this revision is published. Only one issue/revision should be published at a time. The published version appears in the main library table and is available in the Musket mobile app for users with hard-copy download access.
• Effective date: Date when this revision becomes active. Can be set in the future for planned updates.
• Expiry date: Optional expiry date for the revision. After this date, the status badge turns red. Can be cleared if the document doesn't expire.

Document files

Each issue/revision supports three types of files:

• Hard copy: The official, published version of the document (typically PDF). This is the primary file users will access. Click the upload button or link icon to upload or link to a file. Uploaded files are stored in Azure Blob Storage.
• Editable copy: The source file used to create the hard copy (e.g., Microsoft Word, Excel). This allows editors to make changes for future revisions. Only users with Owner access can see and download editable copies.
• Authority submission: A copy submitted to regulatory authorities (e.g., SACAA). Include the submission date in the corresponding field.

Reviews

If document reviews are required, this section displays active review requests for the revision. You can:

• View the reviewer assigned
• See review details and status
• Cancel a review request

To request a new review, use the "Request Review" option (details in the Review Workflows section below).

Authority submission

For organisations subject to regulatory oversight (e.g., South African operators under SACAA), two additional fields appear:

• Authority submission: Checkbox indicating whether this revision has been submitted to the regulatory authority
• Submission date: Date of submission. Recorded for compliance tracking.

Click Save after filling in all required fields and uploading documents. The new issue/revision appears in the nested table under its document type. Changes are auto-saved as you work.

Only one issue/revision per document type should be marked as Published. The published revision is the "current" version and is the one that appears in:

• The main library table (collapsed view)
• Company Documents in My Portal
• The Musket mobile app for users with hard-copy download permissions

To publish a new revision, check the Published checkbox for the new revision and uncheck it for the previous revision. This ensures only the latest approved version is visible to users.

Best practice: Keep a clear version history by never deleting old revisions. Instead, unpublish them so they remain available for audit and reference purposes.

Each issue/revision can have an Expiry date. The system displays a status badge based on the current date relative to the effective and expiry dates:

• Current Document is active and within its validity period
• Expiring Soon Document is approaching its expiry date (within warning threshold)
• Expired Document has passed its expiry date and needs renewal or replacement

To extend or remove an expiry date, edit the issue/revision and update or clear the Expiry date field.

The system can send automatic alerts when documents are approaching expiry, depending on your organisation's settings and alert configuration.

Within the issues/revisions table, use the up/down arrow buttons in the first column to change the sort order. This determines how revisions are displayed and which revision is considered "newest" when multiple revisions have the same publication status.

Typically, the most recent revision should be at the top of the list.

To remove an issue/revision, click the Remove button in the rightmost column of the issues/revisions table. A confirmation window appears asking if you're sure. This action is permanent and removes the document files from Azure Blob Storage.

Warning: Deleting an issue/revision cannot be undone. Consider deactivating the parent document type instead if you need to preserve the records.

To request a review for an issue/revision, open the issues/revisions table for the document type and locate the revision you want reviewed. Click the Request Review option. A review request window opens with the following fields:

• Reviewer: Select the user who will review the document
• Review due date: Date by which the review should be completed
• Review instructions: Free-text field for specific guidance to the reviewer (e.g., "Please check for compliance with new regulation X")
• Hard copy link: Link to the hard copy file for the reviewer. Defaults to the issue/revision's hard copy but can be overridden if you're sending a different version for review.
• Editable copy link: Optional link to the editable version if the reviewer needs to make tracked changes
• Authority submission link: Optional link to the authority submission version if relevant

Once created, the review request generates a unique code (formatted as "CDR-MMYY-####") and sends a notification to the reviewer. The reviewer is notified via email and/or in-app notifications.

The review request appears in the Reviews column of the issues/revisions table, showing the reviewer's name and a button to view details.

Reviewers access pending reviews from the Organisation → Document Control → Document Review page. From there, they can:

• Download the document files (hard copy, editable copy, or authority submission)
• Review the document against the provided instructions
• Submit their review outcome: Approved, Rejected, or Needs Changes
• Provide comments and feedback
• Upload revised files if changes were made

Once the reviewer submits their outcome, the document owner receives a notification. The review request row in the issues/revisions table updates to show the outcome and provides access to the reviewer's comments and any revised files.

If the outcome is "Needs Changes" or "Rejected", the owner can address the feedback, update the issue/revision files, and request a new review if necessary.

In the issues/revisions table, the Reviews columns show:

• Reviewer column: Name of the assigned reviewer
• Details column: Button to open the review request window and see all details, files, comments, and outcome
• Cancel column: Button to cancel the review request (available before the reviewer submits an outcome)

If multiple reviewers are required, you can create multiple review requests for the same issue/revision. Each reviewer sees their own request and submits independently. The table displays multiple rows for the same issue/revision, one per active review request.

Note: Review requests remain visible in the table even after completion. This provides an audit trail of who reviewed the document and when.

If you need to cancel a review request (e.g., the wrong reviewer was selected, or the document needs significant changes before review), click the Cancel button in the review request row. A confirmation window appears. Cancelling removes the review request and notifies the reviewer that the review is no longer required.

Cancelled reviews are logged in the system for audit purposes.

Three access levels are available:

• View: Users can see the document in the library but cannot download files. Useful for awareness without distribution.
• Download: Users can view and download the hard copy file. This is the typical access level for general users who need the document.
• Owner: Full control including editing, deleting, managing sub-items, requesting reviews, and changing permissions. Reserved for document controllers and administrators.

To grant access to a specific user, open the folder or document type window and navigate to the Shared with section. Click Add User and select the user from the searchable dropdown. Choose the access level (View, Download, or Owner) and save.

The user immediately gains access to the folder/document and all its children (unless child items have more restrictive permissions).

To grant access to an entire role (e.g., "Flight Crew", "Maintenance Manager"), use the Add Role option in the Shared with section. Select the role and access level. All users assigned to that role gain access.

Role-based access is efficient for large organisations where many users need the same documents.

Tip: Use roles for general access and user-specific access for exceptions or additional privileges.

To make a document available to everyone in your organisation, set the All Users access option. Select the access level (typically Download) and save. All users, regardless of role, can access the document.

This is useful for company-wide policies, general procedures, and non-sensitive documents.

Permissions flow down the hierarchy:

1. Folder permissions apply to all document types and issues/revisions within that folder
2. Document type permissions can override folder permissions for that specific document type and its issues/revisions
3. Issue/revision permissions (if implemented) can override document type permissions for that specific version

If a user has Owner access to a folder but only Download access to a specific document type, the Download access applies to that document type. This allows fine-grained control over sensitive or restricted documents.

Best practice: Set broad permissions at the folder level and use document type permissions for exceptions. This minimises maintenance overhead.

The Shared with column in the main table shows an icon or badge indicating the access mode:

• All Users icon: Document is shared with everyone
• Role icon: Document is shared with specific roles
• User icon: Document is shared with specific users
• Mixed icon: Document uses a combination of user, role, and all-users access

Hover over or click the icon to see a detailed list of users and roles with access.

When creating or editing a document type, you can assign a Custom Field Group from the dropdown. The available groups are defined in Administration → Global Settings → Custom Field Groups. Examples might include:

• QMS Fields: Quality management system specific data (approval authority, document classification)
• Regulatory Fields: Compliance-related data (regulation reference, authority approval number)
• Training Fields: Training document metadata (training category, currency period)

Once a field group is assigned, the custom fields appear in the document type window and in the issues/revisions table.

Custom fields can be of various types:

• Text fields: Free-text input
• Dropdowns: Pre-defined options
• Date fields: Date picker
• Checkboxes: Yes/no or true/false values
• Number fields: Numeric input

Required custom fields are marked with a red asterisk. You cannot save the document type or issue/revision until all required fields are filled in.

Custom fields marked as Show in Main Table appear as additional columns in the library table, providing at-a-glance visibility of important data.

Custom fields set to "Show in Main Table" add columns to the hierarchical table. These columns appear after the standard columns (Name, Issue/revision #, Hard copy, etc.) and before the Status column.

The table header shows the custom field names. Values from the current published revision are displayed in the collapsed view; all values are visible in the expanded issues/revisions table.

The table includes the following standard columns:

Note: Custom field columns (if any) appear between the standard columns and the Status column.

Click the plus (+) icon in the first column to expand a folder or document type and see its children. Click the minus (-) icon to collapse. At the top of the table, two buttons allow you to:

• Expand All: Expands all folders and document types to show the complete structure including all issues/revisions
• Collapse All: Collapses everything to show only top-level folders

Expanding/collapsing is useful for navigating large document libraries and focusing on specific areas.

If you have Owner access, many fields in the issues/revisions table are editable inline:

• Issue/revision #: Text input
• Revision date: Date picker
• Published checkbox: Toggle on/off
• Effective date: Date picker
• Expiry date: Date picker (can be cleared)
• Authority submission checkbox: Toggle on/off
• Submission date: Date picker

Changes are auto-saved as you type or select values. The system validates inputs and shows error messages below the field if validation fails (e.g., date out of range, required field left empty).

Note: If a field is disabled (greyed out), it means the item is deactivated and cannot be edited. Reactivate the item from the Deactivated view to edit it.

If a document type has 16 or more issues/revisions, a pagination control appears above the issues/revisions table. You can:

• Select the number of items per page (15, 30, or 60)
• Navigate between pages using page number buttons or next/previous arrows

Pagination improves performance and usability for document types with extensive revision histories.

Switch the view toggle at the top of the page to Deactivated to see all archived folders, document types, and issues/revisions. The deactivated view uses the same table structure but shows items that have been removed from active use.

From the deactivated view, you can:

• Reactivate items: Click the reactivate icon to restore an item to the active view
• Permanently delete items: If your permissions allow, you can permanently remove deactivated items
• View historical data: Download old files or review past revisions for audit purposes

Switch back to the Active view to return to your working document library.

To access the Manage Library page, you must have one of the following permissions:

• Document Control - View: View-only access to the library
• Document Control - Edit: Permission to create, edit, and manage library items
• All Company Documents - View: View all company documents across all folders
• All Company Documents - Edit: Edit all company documents across all folders

If you don't have at least one Document Control permission, you'll see a "Not Authorised" message. Contact your administrator to request the appropriate role assignment.

Specific actions within the library require appropriate access levels:

• View: See folder and document names, but cannot download files or see details
• Download: View and download hard copy files. Cannot edit or manage documents.
• Owner: Full control including:
  • Create, edit, and deactivate folders and document types
  • Add, edit, and delete issues/revisions
  • Upload and manage files (hard copy, editable copy, authority submission)
  • Request and manage reviews
  • Change access permissions
  • Reorder items and move them between folders

If you attempt an action you're not authorised for, you'll see a disabled button with a "Not authorised" tooltip or a permission error message.

The system enforces several rules to maintain data integrity and compliance:

• Unique names: Folders and document types within the same parent must have unique names
• Required fields: Certain fields (e.g., Name, Issue/Revision #) must be filled in before saving
• Date validation: Dates must be valid and within acceptable ranges. Effective date typically cannot be after expiry date.
• Published constraint: Best practice is to have only one published revision per document type at a time. The system does not enforce this as a hard rule but warns if multiple revisions are published.
• Review request uniqueness: You cannot create duplicate review requests (same reviewer, same revision) if an active request already exists
• Deactivation cascade: Deactivating a folder deactivates all its children (document types and issues/revisions)
• File size limits: Uploaded files are subject to Azure Blob Storage limits (typically several hundred MB per file)

Validation errors appear inline below the relevant field or in a notification banner at the top of the page.