Adding a Resource

Adding a Resource 

Use Resources to save files or URLs containing essential documentation, such as your Food Control Plan or Food Plan, Training Records, Recipes, and more. These resources are accessible through both the mobile app and web console, ensuring your staff always has access to vital information when they need it. 

In this Article: 

• What are Resources used for?
• Adding a Resource
• Managing Folders & Files
• Filter & Export Resources

• Bulk Uploading Resources

What are Resources used for? 

Here’s how you can categorise and make the most of your resources:

Company-Wide Resources:

These are documents relevant to your entire organisation, which ensure safety and compliance.

• Food Control Plan/Food Plan
• Allergen Information 
• Recipes 
• Business Layout

User-Specific Resources:

Resources assigned to individual users to track training or qualifications.

• External Training Records
• Food Handlers Certificate
• Qualifications or Certificates for Training Records

Equipment-Specific Resources:

These are documents assigned to specific pieces of equipment to ensure proper use and maintenance.

• Equipment Manuals
• Service Information Information
• Previous Inspection Details

For food businesses, these features are designed to streamline access to important documents for your staff, ensuring compliance, safety, and training are managed effectively. Now, let’s dive into how you can add and manage these resources within Safe Food Pro.

Adding a Resource

To add a new Resource to the Resource Library:

1. Navigate to the Resource Library: Open Safe Food Pro, and from the dashboard, go to Resources in the left-side navigation.
   
2. Select “Upload File”: In the Resource Library, click the Upload File button in the top-right corner.
   
3. Choose the Resource Type: You can select to upload either a file (resource), certificate, or weblink. If uploading a file or certificate, you’ll be prompted to select files from your device.
   
4. Complete Resource Details: Once uploaded, fill in the following details:
   • Resource Name (e.g. Food Handlers Certificate)
   • Location (Folder or Subfolder)
     
     
     
   • ID Number (optional e.g. Certificate Number)
   • Certificate (Certificates will have the expiry toggle turned on)
   • Expiry Date (if applicable, especially for certificates or permits)Issue Date (optional)
     
     
   • Assign the Resource to Users, Staff, Equipment, Suppliers, or keep it General
     
     
     
   • Advanced Details 
     • Description (optional)
     • Tags to categorise and improve reporting
       
       
       
5. Save the Resource: Once the details are complete, click Save to upload the resource to the Resource Library.

Managing Folders and Files

Folders in Safe Food Pro help you organise your resources into logical groupings, similar to file structures you're familiar with on your computer.

1. Create a Folder:
   • Navigate to the Resource Library, and in the tree view on the left, click the three dot menu.
   • Select Add Folder, then name the folder. It will appear in your folder tree, and you can start adding resources into it.
     
     
2. Moving Files Between Folders:
   • Select the resources you want to move by clicking the checkboxes next to each file.
   • Use the drag-and-drop feature or select Move from the bulk actions menu to relocate the files to another folder.
     
     
     
3. Deleting Files or Folders:
   • To delete a file or folder, click the three-dot menu next to the resource and select Delete. For folders, you will be asked to confirm by typing “Delete.

   Deleting is permanent, so ensure you’ve chosen the correct file or folder before confirming.

Filter & Export Resources

Once you’ve added your resources in Safe Food Pro, filtering and exporting them allows for quick access and better management. This is particularly useful when you need to locate specific documents or share information with your staff or auditor/verifier.

Filter Resources

To quickly find the resource you need, use the filtering options available in both the mobile app and web console.

1. Navigate To Resources: From the main dashboard, click on the "Resources" tab to view all available documents.
2. Use Filters to Narrow Your Search
   You can filter resources by several criteria:
   • Type of Resource: Filter by documents 
   • Assigned To: Click "More Filters" to filter by resources assigned to users, staff, equipment, or suppliers.
   • File Type: Filter by whether the resource is a PDF, Image, Video or Web Link
   • Date: Easily find resources nearing their expiration date to ensure renewals are handled on time or by issue date. 
   • Certificates: Filter Certificates
     
     
3. Apply the Filters
   Once you’ve selected your desired filters, apply them to quickly sort through your resources. The Filters will save for the next time you login.
   
   

Exporting Resources

Exporting your resources is useful for sharing information with others. You can export filtered resources or export the entire list. The export will be a CSV list of your resources, not an export of the files themselves. 

1. Select the Resource Filters to Export
   After filtering your resources you can export the filtered list e.g. all Training Records
2. Customise Data 
   Click the settings wheel to customise what fields you want displayed in the export 
3. Download as CSV
   Once your selection is complete, click the three dot menu, then select Download as CSV. This will download a CSV file of your export
   

Bulk Uploading Resources

When you have multiple files to upload at once, Safe Food Pro’s bulk upload feature simplifies this process.

1. Click “Upload File”: From the Resource Library, select Upload File in the top-right corner.
2. Select Multiple Files: Browse your computer and select all the files you wish to upload at once.
3. Bulk Upload Screen:
   • Once selected, a bulk upload screen will appear.
   • You can assign a single location for all files (e.g., a staff specific resource).
   • Set any expiry dates (if uploading certificates or permits).
     
4. Handling Naming Conflicts: If a file with the same name already exists, you’ll be prompted with actions to resolve the conflict, such as renaming or replacing the file.
5. Complete the Upload: After filling out all necessary fields, click Upload to add all files to the Resource Library