The Documents module is designed to keep all your important files in one place within the Vatix platform. You can use it for Risk Assessments, Standard Operating Procedures (SOPs), policies, meeting notes or any other reference material you want to store.
Keeping documents here means they’re easy to access, share, and connect with other areas of the system such as Audits, Events, Sites, Contacts, or Assets. This way, the right people always have the right information at their fingertips.
Enabling Documents
Before you can create or use documents, the module must be enabled for each user.
This is controlled in Admin settings.
To enable Documents:
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Go to workspace.vatix.com.
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From the left-hand menu, scroll down and click Admin.
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Open the profile of the user you want to enable 'Documents' for.
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Select Product Access.
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Find Documents in the list and toggle it on.
Result: If the account has the right licences, the Documents module will appear in that user’s left-hand menu.
Creating Documents
The Documents module supports a wide variety of file types, from straightforward text policies to formatted risk assessments with tables and matrices.
Steps to create a new document:
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Click Documents in the left-hand menu.
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In the top-right corner, select New.
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Enter a name for the document and click Create.
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You’ll be taken into the editor where you can start building.
Result: Your new document will now appear in the Documents list view.
Editing Documents
When you open a document, you’ll see the rich text editor, which functions similarly to Word or Google Docs but includes additional tools tailored for safety management.
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The black bar at the bottom of the screen contains formatting options.
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You can add tables, risk matrices, and images to structure your content.
Tables
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To add a table, click on the table icon in the formatting bar.
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By default, new tables are 3x3.
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Click on the table and use the blue boxes to add or remove rows and columns.
Risk Matrices
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Click the matrix symbol in the formatting bar to insert a 5x5 risk matrix with “Likelihood” and “Impact” labels.
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To change the size or labels, hover over the matrix and click the settings wheel in the bottom-left corner.
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To change the size, use the arrows next to the row and column numbers under 'Matrix Size'.
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To change the labels, click on the label boxes and you can edit and rename the labels as needed.
This is particularly useful for embedding risk assessments directly into your documentation so staff see the full context, not just the written notes.
Images
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To add images, click on the image icon in the formatting bar.
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Click on the image icon in the centre of the screen and select the image you want to add to your document.
Using the Vatix Assistant (AI)
The built-in AI Assistant can speed up creating or editing documents. For example, you can use it to draft a first version of a company policy or to reword a section you have already drafted.
To use the Assistant:
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Click the Assistant symbol in the formatting bar.
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Enter a short description of what you want (e.g. “Draft a health and safety introduction”).
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The Assistant will generate a draft which you can then edit.
⚠️ Important: If you want the AI to edit existing text, highlight the text first. If you don’t, the AI may try to rewrite the entire document.
Version History
Every time you exit a document, the system automatically saves a version. This allows you to revert to a previous version if you later decide to undo changes.
To view past versions:
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Click the three dots in the top-right corner of the document.
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Select Version History.
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Open or restore the version you need.
➡️ Tip: If you’re still in the same session and only want to undo your last change, use the Undo button in the formatting bar instead of restoring a whole version.
Comments
Documents are designed for collaboration. Comments let you ask questions, flag issues, or suggest edits directly in the document, instead of sending separate emails or messages.
To add a comment:
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Highlight the text you want to comment on.
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Select Comment and write your comment.
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To save your comment, click on the arrow.
To review comments:
Click the three dots in the top-right corner of the document, and click Comments.
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From here you can:
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View all open comments and see who left them.
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Reply to comments and start a thread by clicking on one of the comments.
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Resolve comments once complete.
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➡️ Result: Resolved comments remain in the Resolved tab, so you can still track decisions or revisit feedback later.
Relating Documents
One of Workspace's strengths is its ability to link information together. By relating documents, you can ensure that policies, procedures, or assessments appear alongside the audits, events, contacts, assets, or sites they apply to.
This keeps everything connected and avoids duplication.
To link to an Audit or Action:
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Open the document.
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Click Related at the top of the screen.
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Select either 'New Audit' or ' New mAction' to create a related audit or action.
To link to your Document to other modules (e.g. Sites, Events, Contacts, Assets):
First, you’ll need to create a lookup field. This step only needs to be done once.
Steps to create a lookup field:
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Go to Object Manager.
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Open the Module you want to connect (e.g. Sites).
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In that module, open Field Manager.
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Click New to create a field (see this article for more detail).
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Write a label for the field e.g. Site Name, or Property name (depending what you are using Sites for).
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For Field Type, choose Lookup.
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Select Document as the lookup option and save.
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Finally, add the field you just created into the layout of the Site record. Click on 'Layout Editor' in the left navigation bar under 'Sites', then drag it into the layout and click 'Publish.'
➡️ Result: Once this field exists in your Site, Asset, Event or Contact record, you’ll be able to use the lookup field to link it to the Document. The relation will then always be available for other staff to use too.