For those organizations without Social Collaboration, you can access your Documents and Media folder by logging into your Website with the appropriate privileges and click the "Manage" link in the dockbar and select "Site Content" and then click on Documents and Media.
Each file will have their original name, but it is possible to change it in VolunteerMatters Components. You can also update the file and get a version history for it. Each file can have both title and description, also additional tags, Document Type, and Related Assets.
Users can also rate and comment on files. You can see both your own personal rate and average rate for the file. Each file can have an HTTP URL in the same way as folders.
Adding Files
To add a new file to an existing folder you will log into your VolunteerMatters Components site with the appropriate access and following instructions above, navigate to the Documents and Media section of the Site Content area.
Navigate to the folder you wish to add the file to and then when in that folder click the “Add” button (
) at the top of the portlet and click either “Multiple Documents”, “Basic Document”, or one of the “Document Types (previously configured)”:
Depending on what you selected it will either open the “New Document” page (for uploading a single basic document), the “Add Multiple Documents” page (for uploading documents in bulk), or one of the documents types you have previously configured:
New Document Page:
Add Multiple Documents:
The “Browse” link will open up a file browser on your local machine and you can then select multiple files and click “OK”. The “Basic Document” upload only allows you to upload one file at a time. With the “Basic Document” upload you can specify the file’s name, title, description, “Document Type”, tags, related assets, and permissions. When you upload multiple files the actual file name becomes the File name and you can specify the description, tags, and permissions.
After selecting your files using the “Browse” link you will then those selected files will populate the “Add Multiple Documents” page:
They will begin to immediately upload to the folder. Once they are uploaded you can then “Save” the files with the description, tags, and permissions. Once “Saved” they will be available in the folder.
You can then either:
- Add additional files by clicking the “Browse” link again
- Clear documents already saved
- Cancel the upload by not “Saving” and clicking “Back”
Once the files are uploaded they are available in the folders and depending on your configuration available for use on your website when editing web content pages.
Editing Files
To edit an existing file, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then you can edit files in one of the following two ways:
1 - On the file list, click the “Action” icon (
) next to the file you wish to edit and then select “Edit” when the actions list expands:
2 – Navigate to the folder where the file resides and click on the file link of the file you wish to edit. This will open up the file page and you click on the “Edit” button:
Once you are ‘editing’ the file you can modify the file itself by uploading a new version of the file, its Name, Description, Tags, “Document Type”, Related Assets and then click “Publish”. You can also “Check out” the file which locks the file for editing by another administrator. Please see the portion of the solution below for more information.
Moving Files
To move an existing file from one folder to another, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then navigate to the page the portlet is on and then you can move files in one of two ways:
1 - On the file list, click the “Action” icon () next to the file you wish to edit and then select “Move” when the actions list expands:
2 – Navigate to the folder where the file resides and click on the file link of the file you wish to move. This will open up the file page and you click on the “Move” button:
After you have clicked “Move” you can then hit the “Select” button next to “New Folder” to open a new window which will allow you to navigate through your site folder structure and choose the file’s new folder location. Once you click “Choose” on the folder you wish the file to reside you will then be taken back to the initial page and the new folder location will be listed and you just need to click the “Move” button.
Checking Out and Checking In Files
To lock an existing file from being updated by another administrator while you work on it, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then navigate to the page the portlet is on and then you can check out a file in one of three ways:
1 – After navigating to the folder where the file exists, click the “Action” icon () next to the file you wish to edit and then select “Move” when the actions list expands:
2 – When the file you wish to check out is visible in the window you can then check the box to the left of its name and this will produce the “Actions” button, then you will click on the “Actions” button (
) at the top of the portlet and click “Checkout”:
3 – When editing a file there is a “Checkout” button.
After you have “Checked Out” a file, no one else can edit this file until you “Check In” the file. This lock will automatically expire in 1 day.
To “Check In” a document you will follow the same instructions as for “Checking Out” a file but the buttons will now be “Check In”. You can also “Cancel a Check Out” while on a file page.
Deleting Files
To delete an existing file or past versions of a file, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then navigate to the page the portlet is on and then you can delete file or past versions in one of three ways:
1 – After navigating to the folder where the file exists, click the “Action” icon () next to the file you wish to delete and then select “Delete” when the actions list expands:
2 – When the file you wish to delete is visible in the window you can then check the box to the left of its name and this will produce the “Actions” button, then you will click on the “Actions” button () at the top of the portlet and click “Delete”:
3 – Navigate to the folder where the file resides and click on the file link of the file you wish to delete. This will open up the file page and you click on the “Delete” button:
Downloading Files
To download an existing file or past versions of a file, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then you can download the file or past versions in one of two ways:
1 – After navigating to the folder where the file exists, click the “Action” icon () next to the file you wish to download and then select “Download” when the actions list expands:
2 – Navigate to the folder where the file resides and click on the file link of the file you wish to download. This will open up the file page and you click on either of the two “Download” buttons:
After you have clicked the “Download” button your browser settings will take over and either open the file or present you the choice of opening or saving the file.
GET URL FOR FILES
To obtain the URL for an existing file or past versions of a file, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then you can obtain the URL of the file or past versions by:
Navigate to the folder where the file resides and click on the file link of the file you wish to download. This will open up on its main page and then click on "Get URL":
Highlight and copy the URL provided.
Change Permissions on a File
To change permissions on an existing file, you will log into your VolunteerMatters Components site with the appropriate access and following instructions at the top of this solution, navigate to the Documents and Media section of the Site Content area. Then you can change the permissions on a file in one of two ways:
1 – After navigating to the folder where the file exists, click the “Action” icon () next to the file you wish to change permissions on and then select “Permissions” when the actions list expands:
2 – Navigate to the folder where the file resides and click on the file link of the file you wish to change permissions on. This will open up the file page and you click on “Permissions” button:
After you have clicked the “Permissions” button you will be presented with a grid of permission choices/options of the file that you can update:
To make a public file, Member only, you will need to uncheck "View" from the Guest role and click "Save". To make a Member only file, public, you will need to check "View" for the Guest role and click "
You can also make selections as to who has the ability to update the file, etc. For the most part you will only mark whether or not who can VIEW the file. The rest of the settings will depend on the user’s built-in permissions.
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