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How to use the Documents feature


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If you are reading this tutorial, you have probably enabled the Documents feature in your account. If you haven't, take a look at the Setting up the Documents Feature tutorial first! 

Please note that, by default, all staff members will be able to move, edit and delete documents. If you prefer your staff members not to be able to delete documents, you can change the permissions as explained in the tutorial linked above.

 

Below, we will explore the Documents feature, which you can access by clicking on 'Documents' on the top blue menu bar.

 

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Let's start by taking a look at the landing page for Documents. There are two main sections, Folders (1) and All Files (2), and a search bar (3) that you can use to quickly search for specific documents. 

 

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I will explain each section one at a time. You can also skip to a particular section of this tutorial using the links below.

  1. Folders
  2. Files
  3. Managing Files

I'll start by looking at folders.

Folders

Here you will be able to see all the folders you have created and are using, e.g. policies, authorisation forms, etc. You can also create new folders by clicking on '+ Add Folder'.

 

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All you need to create a folder is a title (1), the description is optional! If you are happy with it, press 'save' (2), if you change your mind click on 'cancel'(3) or outside the box. You can always erase folders later on if necessary.

 

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As I said, you can 'delete' and 'edit' folders by clicking on the cog by their title and selecting the corresponding option.

 

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When you click on edit you will be able to change the title and amend, remove or add a description. Again, press on 'save' to save the change or 'cancel' (or click outside the box) to cancel the action.

 

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You can learn all about deleting folders - and files - in this tutorial here.

 

Files

Once you start uploading files you will see them listed under the 'Files' box shown below. This is empty in the screenshot above at the moment as I haven't uploaded anything yet, but we will see how it looks like once we start adding documents in a moment. 

You can add a new file by clicking on '+ Add File'.

 

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This will take you to the following form:

 

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In (1) you will be able to select the file you wish to upload by clicking on 'Select File' and then browsing your device for the corresponding document. You can upload all the following file types:

  • Adobe Portable Document Format (.pdf)
  • Microsoft Word (.doc and .dot)
  • Microsoft Word OpenXML (.docx)
  • Microsoft Word Template OpenXML (dotx)
  • Microsoft Excel (.xls, .xlt and .xla)
  • Microsoft Excel OpenXML (.xlsx)
  • Microsoft Excel Template OpenXML(.xltx)
  • CSV (.csv)
  • OpenDocument spreadsheet document (.ods)
  • OpenDocument text document (.odt)
  • Rich Text Format (.rtf)
  • Plain Text (.txt)
  • Microsoft PowerPoint (.ppt)
  • Microsoft PowerPoint OpenXML (.pptx)

The Title (2) is compulsory, so you just need to come up with a name for the document, and you can add a description (3) if you wish to. In the folder (4) section you will be able to pick which folder you want to upload the document to, note that it is not possible to upload a document without selecting a folder first. Here you can also choose whether relatives can view this document or not (5) - you can always change this setting later. 

Please note that if you choose to share the file with relatives this will be all active relatives in the account. At the moment, it is not possible to upload and link documents for specific children/relatives but if you'd like that to be a feature please get in touch. 

Press 'save' (6) when ready.

Here is an example:

 

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The system will then scan the document to ensure that it doesn't contain any virus that could contaminate devices once users start downloading the document.

 

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Once it has passed the scan, the label will change accordingly. You will notice that once the document has passed the antivirus scan, the document can then be downloaded directly from the account. 

 

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If the file fails to pass the antivirus scan, the system will not allow users to download it.

 

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Managing Files

You can manage the files by clicking on the cog by their title. This allows you to edit files, move them to a different folder or delete them. To learn how to delete files one at a time or in bulk, please go here.

 

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You might need to 'edit' a file if you want to change the title, upload a different document instead of the one currently there, add, remove or amend the description, enable or disable relative access, and also, among other changes, move the file to a different folder.

 

 

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If you need to move it, the system will ask you what folder to move it to. Again, you can cancel this action by clicking on cancel or outside the box. 

 

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You can also move files in bulk.

The 'select' button will allow you to select all (1) the files you are seeing in bulk in case you need to quickly move all the files into a different folder (2).

 

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Please note that if you decide to move multiple files into a folder in bulk, you will need to group the files per destination folder, as you can't pick and choose where to move each file. All selected files will be moved to the same folder. If you have selected a file you don't want to move, simply deselect it.

 

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You can also manually select the files you want to manage by ticking the boxes by each file (1). This allows you to only select some files. You might see a blue number (2) appear next to your folder titles. This indicates the number of files that you have selected from each folder. In this case, I have selected 2 files hosted in the Health & Safety Documents folder. You can then move the files into a different folder (3).

 

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The more documents you upload the larger your 'All Files' list will get. In the example below, you can see all the files I have uploaded. One of them hasn't been shared with relatives, so it features an orange 'not shared' label.

 

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It is quite likely that you will soon have quite a few documents, so seeing them all in one list will become less practical. You can access documents within specific folders by clicking on the folder name (1) on the left-hand side 'Folders' menu.

Click on 'All Files' (2) to return to the main landing page with all your files listed on the right-hand side section.

 

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You can use the 'sort' drop-down menu to change the order the files are presented to you.

 

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You can use the 'search' bar at the top to search for documents by title or key words. The results will show you all matching files:

 

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And this is it! I hope you found this tutorial helpful, but if you have any further queries or doubts, please contact us on customer.service@eyfs.info.

 

Back to Main Tutorials Page

 

 

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