Documents

The Documents area houses documents, arranged within a folder structure, that can be made available to certain user groups within the Documents feature on the portal start page.

Click Documents on the navigation panel in Portal Administration.

A list of top-level document folders displays. Numbers on the right side of the list indicate how many sub-folders and how many documents are contained within each folder.

In this area, you can add a top-level folder, add a sub-folder, edit an existing folder, and manage documents within each folder.

Add a Top-Level Folder

1. Click the Add Folder button at the top of the list.
2. Enter a Folder Name.
3. Select the Group this folder is for.
4. Click Save. For information on adding documents to the folder, see the instructions below.

Add a Sub-Folder

1. Click the appropriate folder in the list.
2. Click Add Folder.
3. Enter the Folder Name. The group assigned to the sub-folder is the same as the group assigned to the parent folder.
4. Click Save.
5. To add multiple levels of sub-folders, click the top-level folder in the list, then click the desired sub-folder and repeat steps 2-4.

Edit a Folder

1. Hover over the appropriate folder in the list to activate the Edit button on that line, and click Edit. If editing a sub-folder, continue to click until you have reached the desired level.
2. You cannot modify the folder name or the group to which it is associated. You also cannot delete a folder that contains any sub-folders or documents.
   
   See instructions below for more information on managing the documents within a folder.
   
   If the folder does not have any contents, you can click the Delete Folder button to remove it. You are prompted, "Are you sure you want to delete the folder (folder name)? All files and sub folders will also be deleted." Click OK.

Manage Documents Within a Folder

Once you have located and selected a folder, you can add, edit, view, and remove documents.

• To add a new document, click Add Document.
• 1. Click the Browse button to locate the appropriate file and click Open.
  2. Enter a Title and Description for the document as well as any relevant Keywords.
  3. Click Save.
• To edit a document, hover over the document to activate the Edit button in that line and click Edit.
• 1. To select a different file, click the Browse button next to the Update File field. Once you have selected the appropriate document, click Open.
  2. To preview the current file, click the File link. The preview opens in a new tab.
  3. Make any necessary changes to the document's Title, Description, or Keywords.
  4. Click Save to apply your changes or Cancel to discard them.
• To view a document, click the document Title. A preview of the document opens in a new tab.
• To remove a document, hover over the document to activate the Edit button in that line and click Edit. Click Delete in the options bar. You are prompted, "Are you sure you want to delete this file?" Click OK.