The Document Library is a collection of all the documents used within your organization. This is a useful place to store templates, forms, or any document you would like to share or archive.
To access your document library, select Workflow/Productivity > Document Library - from the Argenta main menu on the left-hand side:
This opens your Document Library. All the documents that you are storing will be listed. From here you will click the “Add New” button:
This opens the Document Workspace:
There are two tabs within this workspace. Let's go tab-by-tab and field-by-field:
1. Document Details tab:
On this tab you need to enter the document details. From here you can enter these fields:
- Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this
record to view-only access unless the user is the user who created the record,
the user is a master admin, or the user is given specific permission to modify
this record on the Record Permissions tab of this
record. Permissions also work by assigning a department, district and/or
precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this
record so that users cannot view or update the record unless the user is the
user who created the record, the user is a master admin, or the user is given
specific permission to access this record on the Record Permissions tab
of this record. Permissions also work by assigning a department, district
and/or precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Document Category - Select a category from the drop-down list. If an appropriate category is not listed, you can add a new one by clicking the Add New
icon. This is a required field. - Document Title - Enter the document’s name here. This is a required field.
- Document Description - You can enter a description for your document here.
- Chapter - If your document is specific to a chapter within your organization or if you would like to secure the document by chapter, select the chapter from the drop-down list.
- Division - If your document is specific to a division within your organization or if you would like to secure the document by division, select the division from the drop-down list.
- Department - If your document is specific to a department within your organization or if you would like to secure the document by chapter, select the chapter from the drop-down list.
- District - If your document is specific to a district or if you would like to secure the document by district, select the district from the drop-down list.
- Precinct - If your document is specific to a precinct or if you would like to secure the document by precinct, select the precinct from the drop-down list.
- Select A File to Upload - This is where you will select a digital copy of the document by clicking the "Browse" button. A file upload box will open for you to navigate to where the file is being stored on your computer and select "Open." Once a document is selected, the name of the file will appear in gray text. Attaching a file is required.
Once these fields have been entered click the "Save All Changes & Continue" button to save your changes before moving on.
2. Record Permissions:
This tab controls the record permissions for the document.
2. A. View Only Access:
Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.
2. B. Locked Record Access:
Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.