Within each document folder there is a ‘+’ button followed by a naming title of that folder (example is ‘+Create Notice). It is here that you can add a new document if you have the necessary access rights to do so.
1. Click on the ‘+’ button, this displays several areas (depending on the folder configuration) that need to be completed, these can be designated as mandatory or optional fields during your site configuration process.
2. Enter in a title for the document (what it will be called), in basic terms your document requires a title and an expiry or review date. The system will automatically capture the name of the individual creating this document alongside the date and the time.
3. If you have selected ‘granular’ for your document distribution you will also see a list of roles displayed. This means that you can distribute individual documents within a folder instead of the entire folder.
The Read, Notify and Track checkboxes are replaced with one check box that performs all these functions that’s titled ‘Distribute’.
4. You then have to decide what type of document you wish to publish; pdfs work better within this environment as the browser contains an inbuilt viewer option. Documents that are in Word, PowerPoint, Excel, or another format will require the software to be downloaded for before the document is visible.
Uploading a document
Documents can be uploaded in three areas if configured, as text only, as a file upload or adding in a hyperlink. Hyperlinks are not tracked as they direct the user directly to a separate URL.
Documents and text only are added in via the contents area and hyperlinks via the hyperlink area, you are only able to select one type from text, upload or hyperlink.
File upload
1. Click on the ‘Upload’ button
2. Select the document from the device that you are using
3. Click on the ‘Save’ button.
Text Only
1. Click on the ‘Text Only’ button.
2. Type in the Text in the provided box
3. Click on the ‘Save’ button.
Hyperlink
1. Enter the URL into the hyperlink box.
2. Click on the ‘Save button.
Supplemental Documents - You can add documents that support your document by attaching them into the Supplemental Documents area, these attachments will be ‘public’ and as such viewable by those receiving the document.
Source Documents – These remain private just to this document and can be used to upload or attach any source documents that are relevant to the document but that you don’t wish to distribute.
Comments - There is also the ability to add in comments both from a public perspective (can be seen) or private, they are contained within this document only.
Once your document has been uploaded it is available on your site, any roles that have been selected in document distribution will be notified that a new document is available to be read.