Managing libraries in BoardEffect

There are two types of libraries in BoardEffect: the Resource Library and individual workroom libraries.

The Resource Library is available to both board members and admins. It contains files and documents that can be shared across every workroom.

A workroom library is only available to users who have access to the workroom. It contains meeting books, handbooks, and other files saved in the workroom.

You can view and edit existing files, upload new files, and move files in the resource and workroom libraries.

Manage the Resource Library and workrooms

1. To access the Resource Library, select Library from the navigation menu.

   The files are organized by folders.

2. To access a workroom library, select a workroom from the Libraries menu.

3. To view the files within any folder, select a folder name.

   To organize the files within each folder and quickly identify them by date, title, or number, go to Organize folders in a BoardEffect library.

4. To preview a file, select the file name or select the Preview files icon .

5. To edit the contents of a Microsoft Excel, Word, or PowerPoint file, select Edit file in the Actions column.

   If you do not have the necessary permissions or if it is not a Microsoft file, the you can only view the file.

6. To update the details of the file, select the More options icon and select Move from the menu. For more information, go to Update resource file details

7. To move a file or multiple files to a different folder or workroom, complete the following steps:

   • Single file:

   1. Select the More options icon and select Move.

   2. Select the Resource Library folder or workroom folder and select Move.

   • Multiple files:

   1. Select the checkbox next to each file name, and select Move on top of the page.

   2. Select the Resource Library folder or workroom folder and select Move.

8. To edit the security related to a file, select the More options icon and select Security. For more information, go to Add security to a BoardEffect library file.

9. To copy a link for sharing the files location, select the More options icon and select Copy Link.

10. To manage the approvals for a file, select the More options icon and select Approvals. For more information, go to Create an approval for a BoardEffect library file.

11. To email a link of the file, select the More options icon and select Email Link.

12. To download a file, select the More options icon and select Download.

    The file downloads locally to your device or browser.

13. To delete a file or folder, select the More options icon , select Delete and select Continue to confirm.

Add a folder to the library

1. To access the Resource Library, select Library from the navigation menu.

   The files are organized by folders.

2. To access a workroom library, select a workroom from the Libraries menu.

3. Select New folder.

4. In the Folder name field, enter a descriptive name for the new folder.

5. Select the Enable all users to download files checkbox to allow all users to downld the folder and its contents.

6. Select Update.

Add a file to the library

1. Navigate to the Resource Library or workroom folder that you want to add a file to.

2. To add new files, you can use one of the following options:

   • Drag and drop Select, drag, and drop the files onto the Drag and drop files here field.

   • Add an existing file Select click for more options and select Browse to add files from your device.

     You can select multiple files to upload at the same time.

   • Add a link Select the Link tab and enter a website URL in the Link Address field.

   • Add text Select the Text tab and enter your text in the Content field.

   • Add Microsoft files Select the Microsoft 365 tab and select one of New document, New presentation, or New spreadsheet to create a Word, PowerPoint, or Excel document.

   • Import Microsoft files Select the Microsoft 365 tab and select Import to connect to Sharepoint and import a file from there.

3. In the Resource Title or Title field, enter a descriptive name for the new file, link, text resource, or Microsoft 365 resource.

4. In the Description field, enter a description of the new file or link resource.

5. Select the View Only checkbox to make the new file resource only visible.

   This setting only applies to PDFs and Microsoft files.

6. Select the Add to Daily Digest checkbox to automatically subscribe new users to the Daily Digest.

7. Select Save to manually add the files to the Resource Library.

Update resource file details

1. Navigate to the Resource Library or workroom folder and file that you want to edit.

2. Select the More options icon and select Update details.

   The Update details dialog box opens.

3. In the Resource Title field, enter an updated name for the file, link, text resource, or Microsoft 365 resource.

4. In the Description field, enter an updated description for the file or link resource.

5. Select the View Only checkbox to make the new file resource only visible.

   This setting only applies to PDFs and Microsoft files.

6. Select Enable all user to download files checkbox to allow users to download the file.

   If the ability to download files has been disabled at the folder level then this checkbox is disabled.

7. Select the Add to Daily Digest checkbox to automatically subscribe new users to the Daily Digest.

8. Select Update to update the resource.