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).
3. Under the Content area you need 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.
Documents can be uploaded in three formats (only one format can be used per document) if configured, as text only, a file upload or adding in a hyperlink. Hyperlinks are not tracked as they direct the user directly to a separate URL.
File upload
1. Click on the ‘Upload’ button and select the file to be uploaded or drag and drop into the upload area.
Text Only (if enabled)
1. Click on the ‘Text Only’ button.
2. Type in the Text to be distributed into the text box provided
Hyperlink
1. Enter the URL into the hyperlink box.
Whichever format you select (Text Only, File Upload, or URL) your document might have some other areas that need completing depending on system configuration. In basic terms your document requires a title, some content (the actual document) and a date that it was created on. The system will automatically capture the name of the individual creating this document alongside the date and the time.
A distribution setting also needs to be selected, unless you are using standard which is the system default. Once your document method has been decided and inputted you can save this document by using the ‘Save’ button.
If distribution settings are ‘Same as Parent’ or ‘Standard’ then your document will have been distributed to the Roles that were selected within the manage distribution area.
If using Granular distribution there is an additional step in the process, you need to tell the system what Roles you wish this document to be distributed to.
2. By selecting ‘granular’ for your document distribution you will also see a list of roles displayed within the document. 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 of these functions that’s titled ‘Distribute’.
3. When all the appropriate Roles have been selected you can click on the ‘Save’ button to distribute your document.
There are some additional areas within the adding of documents area.
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.
*The document successfully added to the system.