Document Library

Document Library allows you to upload, store, and manage files that are visible internally and, if needed, to the public. In Document Library, you can view existing files, upload files, and create folders. After signing in, you can view public folders, internal folders, and all documents. The Internal Library is only visible to members.

The Public Library is visible to the public.

Manage folders and documents

  1. To open the Document Library, select the Document Library icon on the Navigation Bar.

  2. Select Public for the Public library, or Internal for the Internal library.

  3. To expand a folder in a library, select the down arow next to it.

  4. Select a folder name to view its content. Alternatively, select a document name to view a document.

    Note

    Each file or folder has three columns: Name, Last modified, and Modified by. The Name column displays the file name, the Last modified by displays the date the file or folder was last modified, and the Modified by displays the name of the person who modified the file the last time.

Create a folder or subfolder

  1. On the Public or Internal library page, select New Folder. The Create folder dialog appears.

  2. Enter a name for the folder in the Name field.

  3. Select Create.

    Note

    Create all folders and subfolders before uploading your files. Ensure you are adding it to the relevant folder. The file path at the top of the screen shows your location.

Create a document

  1. On the left navigation menu, from the Document Library, select Public or Internal, based on your requirement.

  2. On the library page, select NEW DOCUMENT.

  3. In the Create new document dialog box, enter a name for the document.

  4. Select Create.

Upload a document

  1. To upload a file, go to the relevant folder. The folder page opens.

  2. Select Upload. A document upload dialog displays in your browser.

  3. Select and upload the file from your computer. An uploading in progress dialog displays until Upload completed message appears

  4. Your new file is now uploaded in the relevant folder in Document Library.

    Note

    The uploaded files are visible to the visitors on the Public site. Public visitors can use the Search tool to search the library to find a specific document. Visitors can search by document name or document type.

Rename a document or folder

  1. To rename a file, go to the relevant folder or document.

  2. Select options, then select Rename.

  3. Enter a new name in the Name field.

  4. Select Rename.

Edit a document

You can save time by editing files on the document view page in Document Library.

Note

You can only edit Microsoft Word and Microsoft PowerPoint files in the Document Library. To update a Microsoft PDF file, delete it, and then upload the latest version of the document in Document Library.

  1. From the left navigation panel select Public.

  2. Select a document to edit.,

  3. Select Edit in Word.

    The document opens in Microsoft Word to edit.

  4. Make your edits in the document. The document autosaves.

  5. Select the back button to return.

Delete a document or folder

  1. To delete a file, go to the relevant folder or document.

  2. Select options, then select Delete.

  3. A Delete folder confirmation dialog displays. Select Delete to confirm.

Copy a document to Document Library

You can copy a document or attachment from any section of the Meeting details page to the Document Library and thus store and maintain the original version of the document, including all the user permissions, for record maintenance or audit purposes. When, for example, you later update a policy, you can access the original version of the document, as previously copied in the Document Library, because that document is not affected.

  1. Select the document you wish to copy on the Agenda Builder. The document opens in a new window with the document details panel on the right. Select the information icon to expand it.

  2. Select Copy To.

Move a document from Document Library

When a document is already stored in the Document Library, you can move the document from the library to another location.

  1. In Document Library, select the document you wish to move. The document opens in a new window with the document details panel on the right. Select the information icon to expand it.

  2. Select Move To.

View document

When you open a document in Community, the document view page opens in a new tab on your browser. Here, you can view the document.

Note

For PDF documents, you can manage page view, zoom level, page fit, and view controls on the inline toolbar.

The page also holds a document details panel on the top right of the document view page.

  1. Select the expand arrow to access the panel.

  2. Choose the information icon to see more information about the document.

  3. Choose the activity icon to see more information about the document history and access log.

Document details panel: document information and activity

The document info panel provides details on the document properties, and it helps you manage access to the document and track changes in the version history of the document.

  1. In the expanded info panel, select Info to see more details about the document properties. This section displays information on:

    • File name

    • File type

    • Size

    • Date last modified

  2. To rename the document, enter the new name in the File name field.

  3. To download the document, select the download icon.

  4. To replace the document, select the replace icon.

  5. To see where the document is currently stored in the library, refer to the Path section.,

Search document history and access log

You can search the document history, including the access log and change history of the file name, file type, or file path. For example, you can access and review historical versions of a file and restore a previous version when the file is moved to the wrong folder.

  1. Select Activity.

  2. Select History to see the complete version and path history of the document, including its path history.

  3. You can select the options menu on a previous version of the document and choose Restore to have the current version of the file restored to the selected past version.

  4. Alternatively, select Access Log to see a history and log of all users who accessed the document, including the date, time, and IP address of the users who accessed the document.

  5. Enter your search term in the search field.

  6. To filter, choose All or Date accessed or Name or IP address in the filter dropdown menu. Your search results display.

  7. Select the export icon to export the results to Excel for further analysis.

Search Document Library

You can search the Document Library and filter the documents by file type or date range.

  1. To start the search, enter your search terms in the search field on the top left of the relevant Library folder page, for example, Public folder. Next, select the magnifying glass icon to initiate the search. Alternatively, select Enter on your keyboard. The relevant results populate.

  2. You can filter the results by file type or by date range. Select File type and choose one of the filters: All, Word, PDF, PowerPoint, Image, or Other.

  3. Or, select Date range and choose one of the filters: None, Today, This Week, This Month, Last Month, or Custom. If you select the Custom date range, you can enter an exact date to search From and To.