The Documents feature helps staff and relatives keep track of important information without relying on endless pieces of paper that can easily get lost or become outdated. This tutorial will walk you through everything you need to know to make the most of this tool. You’ll learn how to:
- Enable the Documents feature so you can start organizing important information digitally.
- Manage files and folders, including uploading documents, editing file names and descriptions, and organizing them into folders of your choice.
- Control permissions for each file, deciding whether they are accessible to all relatives, relatives of specific children, or just staff.
- Delete files and folders when they are no longer needed, ensuring your workspace stays clean and up to date.
By the end of this tutorial, you’ll be able to keep track of essential information in a secure, organized, and easily accessible way.
By default, this feature will be enabled in your account. But if you have previously disabled the feature, you can enable it again at any point.
For this, select Configuration from the menu on the left then select Features. Scroll down until you find Documents and select Enable.
When Documents is enabled you’ll see a button appear which says Staff Permissions. Selecting this will lead to the User Permissions section for Documents. This can also be accessed from Configuration > Staff > Staff User Permissions.
When you click on Edit, you will be presented with a pop-up box. Here you can choose the default permission as to whether your staff members have permission to manage documents, which includes editing, moving and deleting files and documents.
If you select the option Set different permissions for some users this will bring up a list of all your staff. If you only want to show active members of staff, you can untick Show users that are not currently active. Now you can choose whether you want to set a different permission for staff members. When you’re done select Save.
If you set up different permissions for some members of staff, this will be shown underneath with what their permission is and the names of staff that have this permission.
When the feature has been enabled and the permissions set Documents will appear as a menu item under Docs and Downloads.
This tutorial section will guide you through setting up folders in the documents feature and show you how to edit them for better organisation.
Setting Up Folders
In order to access the Folders select Docs & Downloads > Documents.
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 selecting Add Folder.
All you need to create a folder is a Title, the description is optional! If you are happy with it, press Save. if you change your mind click on Cancel.
If you need to edit a folder, select the cog icon next to the folder name , then select Edit.
Edit the folder name then select Save. If you don’t want to proceed with the edit then select Cancel.
That’s how to set up and edit folders, now let’s look at files.
In this tutorial section, we’ll show you how to add files and manage the ones stored in your folders.
Adding Files
When you start uploading files you will see them listed under the Files box shown to the right. This is empty in the screenshot above at the moment as nothing has been uploaded 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.
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 .dot .docx .dotx)
- Microsoft Excel (.xls, .xlt .xla .xlsx .xltx .csv)
- OpenDocument (.ods .odt)
- Rich Text Format (.rtf)
- Plain Text (.txt)
- Microsoft PowerPoint (.ppt .pptx)
The Title is compulsory, so you just need to come up with a name for the document, and you can add a description if you wish to.
In the Folder 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. If you’ve Added File after selecting the folder first, then the folder will be auto-populated.
And finally, you can choose who has access to this document. You can choose between Staff only, Staff and all relatives or Staff and relatives of certain children. Selecting the last option will give you access to the Select Children button where you can choose which specific children and relatives can access this document.
Press Save when ready.
Here’s an example of a complete Add File form:
Once you save, 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.
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.
If the file fails to pass the antivirus scan, the document will be marked Failed Antivirus Scan and the system will not allow users to download it.
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.
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.
If you need to move it, the system will ask you which folder to move it to. You can cancel this action by clicking on Cancel or outside the box.
Files can also be moved in bulk. To do this, tick the relevant files, or use the Select All button to select all of the files you are seeing in bulk. To move all the selected files into a different folder use the Move into Folder button that appears at the foot of the page. You may also see a blue number appear next to your folder titles. This indicates the number of files that you have selected from each folder.
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.
The example below has 2 files selected. You can then move the files into a different folder.
The more documents you upload the larger your All Files list will get. In the example below, you can see all the files uploaded. If not shared with relatives it features a blue not shared with relatives label.
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 on the left-hand side Folders menu.
Click on All Files to return to the main landing page with all your files listed on the right-hand side section.
You can use the sort drop-down menu to change the order the files are presented to you.
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:
That’s how to add and manage files! Let’s now look at deleting folders and files.
When working with files and folders, there may come a time when you need to remove items you no longer need. In this tutorial section, we’ll walk through how to delete both files and folders, whether individually or in bulk.
All staff members will be able to move, edit and delete documents by default. If you prefer your staff members not to be able to delete documents, you can change the permissions from the Staff User Permissions page. This tutorial will show you how.
Delete Folders and Files Individually
You can delete a folder by clicking on the cog by the title and selecting Delete.
If the folder you wish to delete contains any documents, the system will ask you whether you wish to also erase the documents or move them to a different folder. If the latter, you will need to choose which of the existing folders you want the documents transferred to. Do bear in mind that this will send all the documents in the folder about to be deleted to a new folder, you will not be able to pick and choose where to send them here.
You can then Confirm Deletion or press Cancel to cancel the action. You can also cancel by clicking outside the box or the X top right of the modal box.
You can delete an individual file by clicking on the cog by the file you wish to erase and selecting the corresponding option.
The system will always double check with you whether you want to delete a file. Select Confirm Deletion to proceed with deletion.
Delete Files in Bulk
You can delete all of the files within a folder or pick and choose which ones you wish to erase. If you need to delete documents from a specific folder, then you can navigate to the corresponding folder by selecting on the left-hand side folder list, but if you wish to delete various documents from across different folders, you will need to be in the all folders view.
The Select button will allow you to select all the files you are seeing in bulk to then delete them using the Delete option at the foot of the page.
Or if you’re viewing all files, the Select button will allow you to select all the files you are seeing in bulk to then delete them using the Delete option at the foot of the page. On the left handside you can see which folder they’re currently in.
Tapestry will always double check with you whether you wish to proceed with the deletion or not.
And that’s it! To explore more features, please use the buttons below.