Navigating to the Document Library
The Document Library is a place in which any document can be uploaded and stored for use within the platform, for example for use as evidence.
Users can navigate to the library section by doing the following:
- From any screen in the system, navigate using the grid icon on the top bar to open the Applications
- Using the toolbar below the top ribbon, select Library.
- From this pane, you will see different windows and options:
Item Title Description 1 Folder Explorer Explore all the folders available within your organisation. 2 Files Pane Displays all files within the folder currently selected in the Folder Explorer. 3 Reference and Versions Pane Displays all references or versions within the file chosen in the Files Pane.
An example versions pane looks as follows:
Adding a Folder
To add a folder, navigate to a folder which you have permission to make changes to - to adjust these settings, contact your administrator. Each user will, by default, have access to their personal user document folder.
- The Folder button causes all folders to expand or collapse in view.
- The Add button creates a new folder within the folder currently selected - users will be prompted to name this folder prior to creation.
- The Permissions button allows users to edit different users permissions of a given folder.
If you click to change the Permissions on your Folder you get a matrix like this:
Clicking the symbol to the left of a User’s name will toggle the Permissions for the first six activities in the matrix between Permission for all of them, and Permission for none of them. The corresponding symbol and Action for a Group of Users (not shown in the screenshot above) is . Alternatively, you can click in the individual boxes to grant Permissions for particular activities.
Some of the Permissions are implicit. For example, a User has permission for all activities in his/her own Folder even though it doesn’t show in the matrix.
The Permission names and meaning are as follows:
|View Folder||User or Group is allowed to View this Folder|
|Create Folder||User or Group is allowed to Create a Sub-Folder in this Folder|
|Delete Folder||User or Group is allowed to Delete this Folder|
|Upload Files||User or Group is allowed to Upload files to this Folder (add files to the Folder)|
|Download Files||User or Group is allowed to Download copies of the files in this Folder|
|Delete Files||User or Group is allowed to Delete files from this Folder|
|View User Files Only||User or Group is allowed to View the User’s or Group’s own Files Only|
Adding a File
Users can add a file via the File Pane.
In order to add a file, click the upload button - this will bring up the following box:
|1||File Path||Informs the user which folder the file will be uploaded into.|
|2||File Selector||Opens an interface where a file can be chosen to upload from the user's computer.|
|3||Initiative Drop Down||Lets users choose an initiative to create a link to.|
|4||URL||Lets users create a link to an external source.|
|5||Short Name||Gives the link a shorter name to refer to - for example, rather than the full URL, the given name would be displayed.|
|6||Reference||Free text field, providing a reference for the file.|
|7||Description||Describes the file uploaded in more detail.|
|8||Tags||Free text field, providing tags for the file.|
A file can be uploaded when you have chosen either a file from the file selector, an initiative or a URL - however, the more information inputted enables easier navigation when adding evidence to forms.